Attach_1_-_IE056HavasupaiACUnit_SOW_2025_9_2_CC.docx

STATEMENT OF WORK

TO REPLACE

TO REPLACE AC CONDENSING AND AIR HANDLING UNITS

UNIT #1028-1 & UNIT #1029-2

FOR HAVASUPAI ELEMENTARY LIVING QUARTERS

HAVASUPAI, COCONINO COUNTY, ARIZONA

PART I - GENERAL

1.1 General: Bureau of Indian Education (BIE) intends to solicit licensed Contractor(s) to provide all labor, supervision, tools, transportation, equipment, and materials necessary to remove and replace the l.5-ton air conditioning (AC) system: outdoor condensing unit and indoor blower air handling unit to complete the removal and replacement as specified under Part II - Statement of Work (SOW) herein. Required and recommended replacement of (2) HVAC Units are presented at Subpart B. The successful Contractor will provide all required deliverables, detailed cost estimates, and work plans and work schedules to address abatement and disposal of hazardous building materials; all work specified herein (if applicable).

1.2 Pre-Bid Site Visit: A site visit is not required for this solicitation; however, it is strongly recommended. Any questions or requests to conduct a site visit or for questions related to this project will be provided to the Contracting Officer Representative (COR) at calandra.cook@bie.edu, or the Contracting Officer (CO) Mary Jane Johnson at (505) 803-5249 6:00 a.m. to 4:00 p.m. Mountain Standard Time, Monday through Thursday. Her e-mail address is maryjane.johnson@bie.edu. Mary Jane Johnson’s office is located at School Operations, Division of Acquisition Management, Central office in Albuquerque, New Mexico.

a. Project Location: The Quarters Units are located in the Village of Supai, AZ along the Havasu Creek, a tributary to the Colorado River within the Grand Canyon National Park. Access to Supai is limited to chartered daytime helicopter, pack-mule or hiking the nine-mile trail. The trailhead is located 166-mile northwest of Flagstaff, AZ. 90 mile north of I -40 at Seligman, AZ along Indian Route 18 in remote northcentral Arizona. It is in Coconino County, Arizona, at the southwest corner of the Grand Canyon National Park is located within BIA/BIE jurisdiction of Arizona Havasupai Indian Reservation, Truxton Canon Agency of the BIA.

Coordinates: 36º 13' 48' N 112º 41'33’ W

b. Project Building(s): Number of units (2) Description Quarters Numbers Building Size

The Unit(s) are two story wood frame structures, slab on grade, built in 2003 (22 years old). There are typical water piping and electrical systems in the project houses. Heating system is electrical and duct routed to each room. Electric is used in these units. Aerial electric lines provide power to the area, which is supplied by Unisource Energy Services, through Mohave Electrical Cooperative. Coordinate with School Facility Maintenance staff to locate underground utilities as needed.

c. The project units will be vacant and electric power, water, and gas will not be available. The Government will not provide electricity; the Contractor and/or Sub-Contractor(s) shall supply their own electrical power which may be in the form of a portable gasoline powered generator and electrical extension cords. The Contractor shall observe all applicable codes and safety requirements pertaining to usage of portable electric power and extension cords during construction period. The Contractor can make his own arrangements with the School Facility Manager for use of water and an area for storage of materials and equipment. At his option the Contractor may provide and maintain necessary sanitary conveniences for use by his employees on or about the project.

d. The Agency Facility Manager will be asked to designate an on-site BIE inspector and shall periodically inspect the contractors’ work to ensure compliance with Scope of Work installations at the project site.

e. Enlarged copies of floor plans of project buildings or other project-related information may be available at the request of the COR. The Agency Housing Manager will ensure the units are vacant and belongings are located near the work area are clear prior to the Contractor mobilizing to the project site.

PART II - STATEMENT OF WORK

2.1 Statement of Work Summary - Overall Scope: The Work shall include, but shall not be limited to the following (not necessarily in the order indicated):

The Contractor shall thoroughly inspect / evaluate. It shall be the responsibility of the contractor to verify the (2) HVAC units in need of replacement, dimensions and conditions.

Based on the inspections and evaluations the HVAC Contractor shall prepare project documents (specifications & cost estimate) to completely remove and replace the two units and bring into compliance with current Building Codes. A descriptive summary of work requirements is outlined herein at Subpart A.

2.2 SUBPART A: Removal and Replacement: Upon issuance of written Notice to Proceed by the Contracting Officer to begin work, the HVAC Contractor shall ensure work specified under this Subpart that the areas are safe for workers to begin Installation activities.

a. Pre-Work Submittals for Project: (1) The Contractor shall prepare and submit to the (COR) a detailed Demolition Plan for review. (2) Provide a demolition plan indicating existing HVAC units that are to be removed for installation of new work. The demolition plan shall differentiate between new work, existing work to be removed.

b. Based on their inspection and evaluation of each project building the Contractor shall establish/determine/define extent of replacement of units required to current residential HVAC codes (correct code deficiencies). Inspection and evaluation shall include all aspects of the structures.

c. The HVAC Contractor shall prepare detailed project documents (e.g. Performance specifications and include details, notes & cost estimate) to replace HVAC Units and submit to the (COR) for review and approval. Government representatives will review the HVAC documents and return the documents to the Contractor with comments, recommendations and requirements which will be incorporated into the replacement of HVAC Units by the Contractor. The technical specifications, drawing details and notes will be referenced and used by Subcontractor(s), estimators, suppliers, and BIE field inspectors who will be involved with inspection of specified work. Project repairs may include the following:

i. Mechanical systems Residential, 1.5-ton cooling, 60,000 BTU/Hr. Heating + Air Conditioner Split System.

ai. Duct Work Infectious control cleaning, supply or return ductwork, up to 2 sq. ft. cross section, includes PPE. Clean the existing ductwork. Modified the cost to align with the remote location.

iii. Concrete Pad/Platform Air Conditioning Unit Pad cast-in-place with 6 x 6 - W1.4 x W1.4 mesh, smooth finish, 3,000 psi, 4" thick, excludes base, with a platform, shop fabricated, Outdoor AC unit steel stand adjustable, heavy duty, bolted to the concrete slab.

iv. Concrete Pad Base Base course drainage layers, aggregate base course, bank run gravel, spread and compacted, 12 inches deep.

2.3 Installation: Upon approval of the project the HVAC Contractor will begin equipment removal on the project taking care not to demolish beyond that specified. Replacement of the HVAC Units shall be completed in compliance with, International Energy Conservation Code (IECC), National Electric Code (NEC), Uniform Mechanical Code (UMC), and NFPA 90B.

a. Quality Control Compliance: A list of materials specified for use on the project will be submitted to the COR for review and approval before ordering and installation. This requirement includes quality control, and cost management. Contractor shall provide a Job Site Superintendent who shall be present at all times when Contractor personnel are on the premises. The Job Site Superintendent will: a) review and approve submittals prior to submission, b) inspect the quality of work performed, and c) certify the completed work for payment and other purposes.

b. At project end, submittal of the manufacturer’s product warranties and operation and maintenance manuals for new equipment installed under this contract is required.

c. Properly dispose of trash and construction debris generated during the demolition phase and transport it to an approved/permitted landfill located outside tribal lands in compliance with 40 CFR 258 Standards.

2.3 Transportation and Disposal of Construction Debris

a. Construction Debris: The Contractor is responsible for transportation and disposal of all scrap and debris materials generated during demolition activities. Dumping is NOT permitted within the Reservation boundaries; therefore, all construction debris shall be transported off for proper disposal at Mohave County Landfill or use of contracted services. The public may not salvage materials or furnishings. The Contractor is responsible for disposal of all construction debris and required submittal of disposal permit or landfill receipts to the COR. The Landfill receipts will become part of the project files.

2.4 Deliverables:

a. HVAC Submissions: Two (2) submissions are required: Copies of the Operation and Maintenance Manuels and installation instructions for the HVAC units shall be provided to the CO at the time of delivery. The manuals should also include any other information necessary for the installation, operation, routine servicing and maintenance of the HVAC units, the Air Handler, Compressor and accessories. The Contractor shall encompass in the documents: (1) Requirements specified in Subpart A and (2) Submittals: Permit for Transportation and disposal receipts, Testing and commissioning of new heating and cooling equipment installed under this contract, and submittal of weekly reports to the Contracting Officer Representative (COR) for review and approval. Reports for this work shall describe the work done and include the following information:

i. Summary of the work completed.

ii. Narrative of the work performed.

iii. Development, Updates of project.

b. Replacement: The HVAC Contractor shall prepare documents (performance specifications, and notes to extent needed & detailed cost estimate) to replace HVAC Units. Submit documents to the COR for review and approval, the COR will provide comments and recommendations to the contractor to be consolidated into the final submittal.

c. Final Documents: Pictures, warranties and specifications must depict/describe all construction work and shall be in final form, to fully support the minimum needs of the contractor.

d. Specifications: Project specifications shall be sufficiently detailed and edited to direct the construction contractor to execute the scope of work outlined in this Statement of Work. The performance specifications will specify type of materials, and heating/cooling equipment specified to be incorporated into the project.

e. Testing and commissioning of new heating and cooling equipment installed under this contract. The Contractor will provide a minimum or 2-hours training for BIE maintenance staff on each type of new heating and cooling equipment installed. Training will be conducted on-site and will cover adjustment, servicing, troubleshooting, and maintenance of new heating and cooling equipment.

f. Reports: The Contractor shall provide a report of the work being done and when done to the designated Contracting Officer Representative (COR). The reports will outline the work activities of the Contractor and various Subcontractor(s) and will include any issues that occurred on the project or contact with BIE personnel, project schedules, etc.

2.5 SUBPART B - Recommendations and Requirements

BIE staff and BIE contact support replacement of the HVAC Units completed cursory inspection of the condition of other project to establish a general extent of the replacement of HVAC Units required to upgrade and to correct code deficiencies. These deficiencies may apply to the Units; Contractor will verify in the field. Their inspection findings, comments, suggestions, recommendations, and requirements are enumerated below. This information may be used by the Contractor as a guide in addition to his own evaluation of the project to define and establish type and extent of upgrades needed for the project. Do not use only inspection/evaluation information provided by government staff for the replacement of the (2) units; the HVAC Contractor shall complete his own inspection and evaluation of the project.

PART III - CODES AND STANDARDS

3.1 The Contractor must be knowledgeable of and complete specified renovation work in strict compliance with the most current editions of the following regulations, codes, standards, and guidelines. Also, included are those regulations and standards.

a. NFPA 5000 - Building Construction and Safety Code

b. Uniform Mechanical Code (UMC)

c. National Electric Code (NFPA 70)

e. International Energy Conservation Code (IECC)

f. NFPA (90B)

g. Council of American Building Officials (CABO), One- and Two-Family Dwelling Code

h. Occupational Safety and Health Administration (OSHA) Requirements

i. BIA Safety, Health and Accessibility Guidelines for Architects, Engineers and Design Firms (May 2020)

3.2 Demolition:

a. Reference Standards

i. American National Standards Institute (ANSI): A10.6, Safety Requirements for Demolition.

ii. Office of Safety and Health Administration (OSHA): Title 29 CFR 1926, Safety and Health Regulations for Construction.

iii. Dispose of construction debris in compliance with 258 Standards.

PART IV – PERIOD OF PERFORMANCE

The contract performance time is estimated at from date Notice to Proceed is issued

· Demo A/C equipment – 2 Days

· Duct clean and balance 2 Days

· Prep and Place slab includes 4 Days to cure, 6 Days total

· Install A/C evaporator / condensing equipment, painted elevated support etc. 2 days

· Product delivery (readily available or an unknown delivery to contractor

· Clean up, inspect, approve 1 day

· 13 Days both simultaneously. Time includes helicopter transport and disposal of debris

· 15 workdays total

PART V - CONTRACTOR’S RESPONSIBILITIES and CONDITIONS

Technical specifications developed by the Contractor must include General Requirements and Demolition Section enumerated below for compliance by Construction Contractors during construction phase of this project:

5.1 GENERAL REQUIREMENTS:

a. All labor; equipment; materials/supplies; rentals; tools; insurance; taxes; safety; security; staging/storage; full time supervision; worker/owner/property protection; temporary utilities/hookups. Project buildings will be vacant, and water and electricity will not be available. The Contractor will provide electricity by using a portable gasoline powered generator and electrical extension cords during the construction period. Water may be available from a source on the school campus. The Contractor shall make his own arrangements with the Contracting Manager. The contractor is responsible for arranging meetings for both formal and informal interaction among all the parties involved in the project.

b. Clearances: Contractor may be required to go thru a Security Background check depending on the time frame of work and will be escorted by BIE Personnel.

c. Project Travel Arrange for Lodging and Flight to the site. Traveling to and from Havasupai requires hiking and cargo horses/mules or flights by way of helicopter.

d. Sanitary Facilities: At his option the Contractor may provide and maintain necessary sanitary conveniences for use by his employees on or about the project.

e. The Contractor is responsible to contact Havasupai Tribe; deliveries; notifications/filings; permits, control measures on dust, noise, contamination; general ground restoration as applicable; daily and final site cleanup; housekeeping; trash/debris disposal, etc.

f. The Contractor must comply with all relevant federal, state, city, and local laws and regulations. No on-site burning or burying of construction debris is permitted.

g. Field verifications of actual dimensions, materials, alignment and all existing site conditions shall be the sole responsibility of the Contractor.

h. Caution: Care must be taken to minimize damage to existing trees, bushes, shrubs, flower beds and lawns growing in the front and back yards of project buildings. This requirement would not apply to areas where small trees, shrubs, climbing vines or bushes that are specified to be removed- Upgrade Recommendation and Requirements. Removal of trees, shrubs, vines or bushes will extend approximately 10 feet around the project buildings. Direct other questions pertaining to site conditions to the Technical Representative. The Contractor is responsible for repair or replacement of any damage to any improvements or utility line(s) not scheduled for replacement or repairs.

i. The Contractor shall notify the COR & Facilities Manager at least three (3) days in advance of any inspections or meetings that the Contractor schedules. This will give adequate time for the COR and Facilities Manager to notify and coordinate with the Agency and School BIE staff to invite them to participate in inspections or meetings.

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