Attachment_1_SOW.pdf

Draft July 2025

HASKELL INDIAN NATIONS UNIVERSITY

Cemetery Site Improvements

Statement of Work

July 2025

A. GENERAL

1. Background

The cemetery at Haskell Indian Nations University in Lawrence, Kansas, is a solemn and historically significant site. Established in 1884 alongside the United States

Indian Industrial Training School—now Haskell Indian Nations University—the cemetery is located on the southeast corner of the campus. It serves as the final resting place for at least 103 Native American children who died during the institution's early years. These children were often forcibly removed from their families and subjected to assimilation policies aimed at eradicating their Indigenous cultures. In 2018, the cemetery was fenced to protect it from vandalism. Efforts to preserve and honor the site continue; in 2023, a project was initiated to clean and restore the headstones, many of which had become obscured by moss and lichen. This initiative aims not only to maintain the physical site but also to shed light on the personal histories of the children buried there. A recent effort to identify possible grave sites outside the fence revealed that there were additional sites west of the current fenced area.

2. Purpose:

Haskell Indian Nations University is requesting proposals from qualified Contractors to provide construction services at HINU Cemetery Site. The Contractor shall provide all services required including but not limited to selective demolition of gravel roadway and install new fence in configuration shown on drawing general construction, and supervision to accomplish the tasks in accordance with this statement of work, contract terms, conditions, specifications, and any special requirements. Follow all applicable codes for architectural, structural, mechanical, electrical, and other codes as determined by BIA /BIE. Refer to Codes and Standards below.

3. Project Location: East of East Perimeter Rd. east side of campus.

Haskell Indian Nations University located in Lawrence, Kansas.

4. The following specifications/guidelines shall be utilized in the work described.

Definitions and Acronyms:

“ADAABAAG” means “Americans with Disabilities Act and Architectural

Barriers Act Accessibility Guidelines”.

“A/E” refers to a qualified and licensed Architect and/or Engineer

“AHJ” refers to the Authority Having Jurisdiction

“BIA” refers to the Bureau of Indian Affairs.

“BIE” refers to the Bureau of Indian Education.

“CO” refers to the BIA or BIE Contracting Officer.

“COR” refers to the Contracting Officer’s Representative.

“Design Handbook” refers to the latest published edition of the BIA School

Facilities Design Handbook.

“DOI” refers to the U.S. Dept. of the Interior.

“DSRM” refers to the “Division of Safety and Risk Management” which is the

AHJ and located in Albuquerque, NM.

“FM” refers to Factory Mutual approval standards.

“HINU” refers to Haskell Indian Nations University, located in Lawrence, Kansas.

“Plan Review Procedure” refers to the May 2020 edition, “Safety, Health and

Accessibility Design Guidelines for Architects, Engineers and Design Firms”.

“SOW” refers to Statement of Work.

“UL” refers to Underwriters Laboratories.

B. CODES AND STANDARDS

The Contractor shall provide a multi-disciplined team to furnish services required to complete the work. Each responsible team member must be knowledgeable of and provide work in compliance with the latest published editions of all applicable codes, standards, design handbooks, plan review procedures, and guidelines as adopted by BIA /BIE which include but may not be limited to:

• NFPA 101 Life Safety Code

• Guidelines (ADAABAAG)

• Occupational Safety Health Administration (OSHA) - Federal Regulations

• EPA - Tribal, State, Federal Regulations

• Value Engineering DOI OMB Circular A-131

• BIA School Facilities Design Handbook

Where applicable, the Contractor shall adhere to all federal, state and local statutes pertaining to archaeological, historical, and environmental clearances which may affect this project. Strict adherence to the National Environmental Protection Act (NEPA) and the National Historic Preservation Act (NHPA), Section 106, will be mandatory.

Haskell Indian Nations University utilizes an Environmental Management Policy to follow regulations concerning environmental laws. The Contractor shall follow all applicable environmental laws.

C. SCOPE OF WORK

1. At the discretion of the Contracting Officer, a mandatory Pre-Bid Proposal

Conference may be scheduled. The Bidders shall attend this informational meeting on site at HINU. The Contracting Officer will notify the bidders via the Solicitation

Amendment process, of the date and time of this meeting. Bidders shall bear all cost of preparing their proposal including any site visit, pre-bid conference or site investigations prepared prior to submitting their bids.

2. Meet on-site with HINU staff as directed by the HINU Facilities Manager and /or

COR to discuss specific requirements.

3. Bidders and the awarded Contractor are responsible for verifying all dimensions, systems, existing conditions….etc, and all requirements of the new work to achieve a fully functional intended product of this project.

4. The bidders may request existing facility drawings, records, reports, and other relevant building information that may be available. Existing building documentation provided is for informational purposes only. It is the responsibility of the bidders to field verify the completeness and accuracy of the information requested.

5. Contractor shall locate, inspect, and determine capacity of any site conditions, architectural, structural, mechanical, electrical, and plumbing that will be affected by construction operations. Verify all existing building conditions, utilities, finishes, dimensions, and clearances impacted by the work. Contractor shall notify COR of any deficiencies or suspected hazardous materials encountered.

6. The Contractor shall verify and provide the quantity of labor and materials required to complete the work.

7. Several buildings on the HINU campus are listed in the Historical Register. The

Contractor shall confirm the historical status of each building where work is to be performed. Where listed on the Historical Register, the design and materials utilized will be subject to review by the historical authorities having jurisdiction.

8. All contractors, sub-contractors, and suppliers shall abide by all COVID protocols currently in effect while on campus.

9. Contractor to provide PPE and implement an OSHA compliant safety program as required.

10. Applicable life safety and accessibility components of the project or attachment to, such as structural, fire alarm, fire suppression, ADAABAAG requirements, etc. are subject to DSRM review.

11. All damages to Haskell Indian Nations University facilities due to destructive investigation, demolition, construction, or staging operations shall be the Contractor’s responsibility to repair.

12. The Contractor shall provide their own dumpster for removed materials and identify all removed materials that are suitable for recycling. In addition, the contractor shall provide their own temporary restroom facilities and hand washing stations on-site.

13. All waste materials shall be removed and disposed of in a manner in accordance with local, State, and Federal regulations.

14. The Contractor shall make areas safe during demolition and construction phases using safety tools such as roof edge protection, cones, snow fencing, ribbon tape, and barricades to keep student, staff, workers, and public safe. Submit location of staging areas to COR for review.

15. This facility may be in use during the Period of Performance (POP). Schedule any utility outages and building closings with the COR.

16. The building may be occupied during the construction period. Install protective temporary partitions, dust control measures, plastic sheeting, proper ventilation etc. as required to protect areas of the building not part of the work and maintain the normal kitchen operations. Maintain minimum number of the cooler and freezer operational all time during construction to maintain the operations of the kitchen. Coordinate with the COR of the specific requirements of phasing for this purpose.

17. Utilize low /zero VOC materials to minimize vapors. Any paints or coatings utilized in the project shall be no VOC content type.

18. All components and other materials utilized, shall conform to all applicable testing standards, as well as fire rating per NFPA and other applicable code requirements for the occupancy of the space. Include all seismic mounting requirements per applicable code.

19. The Contractor shall provide a copy of the organization’s safety program to the COR after award of contract.

20. Contractor shall provide 1-year warranty for all construction work from the date of acceptance including materials and labor in addition to the standard manufacturers warranty for all installed and supplied systems. This is the minimum warranty requirements unless otherwise additional requirements included elsewhere in the contract documents.

21. Repair Requirements:

a. The Contractor shall meet with the COR and designated HINU staff to review the work to be performed.

b. The Contractor shall locate, inspect, determine suitability, capacity, and all other conditions of the existing systems and building members that will be affected or requires modifications incidental to the construction work under this project.

c. The Contractor shall provide the design in accordance with BIA School Facilities

Design Guidebook procedure for the work under this project for approval. No construction to start for any portion of the work until the design of that portion is approved by the Government.

d. Contractor to incorporate in its design and construction all applicable Federal and state requirements and permits required and such compliance and permitting cost to be inclusive in the project award price.

e. Contractor shall carefully consider scheduling the design work and lead time for acquiring materials, equipment and systems when submitting its proposal.

contractor assumes all responsibility to meet the project period of performance as indicated in the contract.

22. Additional Project Requirements:

a. This work shall be performed by a qualified contractor with a minimum of 5 years of experience in commercial construction and experience, preferably on university campus buildings.

b. All materials utilized and work performed shall follow all applicable codes and standards. The installation shall be done in a quality workmanship -like manner.

c. The Contractor shall be certified by the Equipment manufacturer as an authorized installer to perform such work.

d. The contractor shall provide training for 6 to 8 HINU staff for each system installed. Submit a training schedule and materials 14 days prior to the scheduled date.

e. Salvage and reinstall all devices or equipment interfering with the new installation as required to complete the project. Notify COR of any damaged or non-functional equipment encountered.

f. If mechanical, electrical, plumbing, or other system serving the building is interrupted for an extended period greater than 48 hours, then the Contractor shall provide temporary service to the building for the duration of the interruption.

g. The Contractor shall furnish all equipment, tools, scaffolding, lifts, crane, shoring, safety gear, etc. as required to perform the work.

D. TASK DESCRIPTION

The following item numbers shall be priced separately and as a total. The

Government reserves the right to accept any or all contract line-item numbers. See other sections of this Statement of Work (SOW) for additional requirements.

NOTE: No work may proceed without approval by the Contracting Officer.

CLIN #001: REMOVE EXISTING GRAVEL ROAD

CLIN 0001 – Gravel Road Removal, Site Grading and Seeding

Description: Contractor shall remove the existing gravel road located immediately west of the

Haskell Indian Nations University Cemetery. Work includes excavation and full removal of gravel materials, compaction and fine grading of the subgrade, and surface preparation to support future seeding operations. All work shall be performed in accordance with applicable federal, state, and local regulations, and shall comply with environmental and stormwater management best practices.

Site Protection and Cultural Sensitivity:

• If any cultural items or human remains are encountered during construction activities, the

Contractor shall immediately cease all work in the affected area and notify the

Contracting Officer and the Tribal Historic Preservation Officer (THPO) without delay.

• All activities must comply with the Native American Graves Protection and

Repatriation Act (NAGPRA) and any applicable tribal protocols.

• Tribal monitors may be present on site during excavation and grading operations; the

Contractor shall coordinate with designated representatives and allow full access for cultural oversight.

• Contractor is responsible for ensuring all workers are informed of these protocols prior to ground disturbance.

Unit: Lump Sum

Quantity: 1

Deliverables:

• Complete removal of gravel road

• Graded and prep suitable for seeding

• Confirmation of grade via survey or inspection report

• Documentation of any cultural monitoring activities or findings (if applicable)

CLIN #002: FENCING

CLIN 0002 – Remove Existing West & North Fence and Install New Fence with Two (2)

Gates

Description: Contractor shall remove the existing west & north-side fence along the Haskell

Indian Nations University Cemetery boundary. Following removal, Contractor shall install a new fence per the attached project drawing. New fence is to match existing fence. The fence shall be aligned per the drawing and extend to the tree line to fully enclose the cemetery’s west and north perimeter.

The contractor shall furnish and install two (2) gates, as shown on the drawing, to allow controlled access. Reuse of existing fence materials is acceptable if in good condition and approved by the Government prior to installation. New fencing materials shall match or exceed the performance and appearance of existing components.

Scope Includes:

• Removal and lawful disposal or salvage of existing west fence

• Installation of new fence per layout and specifications in the drawing

• Installation of two (2) new gates

• Reuse of salvaged fence components, if approved

• Site clean-up and restoration

Unit: Lump Sum

Quantity: 1

Deliverables:

• Completed removal and replacement of west-side fence per project drawing

• Installation of two functioning gates

• Documentation of any reused materials

• Final walkthrough and Government acceptance

E. DELIVERABLES

The following deliverables are required when checked.

Project Deliverables

Ite m

Submittal Check as require d

For

Approva l

FI

O

Required Revie w

Period

Remarks

1 Performance

Bond

☒ ☒ ☐ 10 Days from

Award days

NTP Issuance requirement

2 Insurance ☒ ☒ ☐ 10 Days from

Award days

NTP Issuance requirement

3 Superintendent

Information ☒ ☒ ☐ After award 4-6 weeks

Assume 4-6 weeks for

Background check. NTP issuance requirement.

4 Project

Schedule ☒ ☒ ☐ 10 Days from

NTP

days

Submit

Monthly update. Submit narrative report with the update.

5 Site Health and Safety

Plan

☒ ☒ ☐ After NTP

Prior to start any work days

6 QC Plan ☒ ☒ ☐ 10 days after

NTP

7 Phasing plan ☒ ☒ ☐

8 Other preconstructio n submittals

☒ ☒ ☐ Prior to the

Preconstructio n meeting days

If Any is required by

Contract.

9 Design submittals

☒ ☒ ☐ 30-60 days after NTP days

Allow 15 days for Govnt.

Review for each design package.

10 Shop drawings ☒ ☒ ☐ 15 Days prior to start work

11 Materials / equipment submittals

☒ ☒ ☐ 15 Days prior to start work

12 Method statement / work plan

☒ ☐ ☒ 15 Days prior to start work days

Manufacturer’ s installation instructions.

13 Performance /

QC Report ☒ ☐ ☒ Weekly 7 days

14 QC

Inspections

☒ ☐ ☒ Daily 15 days

As applicable to specific work

15 Special

Inspections

Submittals

☒ ☒ ☐ Frequency according to the Special

Inspections

Documents

To be developed by the SI contractor

16 Test Reports ☒ ☒ ☐ 3 days from receiving the report

17 Submittal Log ☒ ☐ ☒ 15 days from

NTP or with

QC Plan if any days

Update Weekly

18 Meeting

Minutes ☒ ☐ ☒ 3 days after the meeting date

7 days

19 RFI ☒ ☐ ☐ For differing site conditions or any clarification required by the contractor.

20 Contractor / subcontractor qualifications

☒ ☒ ☐ 10 days from

Award

21 As-built

Drawings

☒ ☒ ☐ 20 days prior to work completion

22 O&M Manuals ☒ ☒ ☐ 20 days prior to work completion

23 Prefinal

Inspection

☒ ☒ ☐ At the work completion

7 days Joint inspection

24 Final

Inspection ☒ ☐ ☐ After punch list is cleared out

Government

Inspection

1. As part of the design, submit red marked edited specifications using the standard specifications site referenced in HINU School Facilities Design Guidebook.

2. All FIO submittals do not require the Government response unless the COR finds that the submittal is not in compliance with the contract. In this case, the COR will return the submittal for the proper corrective action required by the Contractor.

3. The Contractor shall submit for review samples, product data, and other submittals with the COR regarding details, materials, and equipment that will be used as part of the project. Remove the existing union kitchen electric panel in room 106, Supply and Install new panel in the union kitchen at the new location indicated in the drawings. Coordinate routing of the removed panel overhead feeders for possible reuse from the new switchboard to the new panel location.

4. Approval of any submittal by the Government must not relief the contractor from the responsibility to comply with the contract and to comply to the respective submittal codes and standards. Approval of any submittal does not represent any approval for a deviation from the contract requirements. Deviations, changes shall be processed formally through the Contracting Officer as it is the authority of the Contracting

Officer only.

5. Submit manufacturer’s standard warranty documents and contractor 1-year warranty documents 30 days prior to the final inspection for review. Submit O&M Manuals for every system supplied and provide digital copy, bookmarked with the as-built drawings.

6. The Contractor shall provide samples, color cards, etc. related to finishes for selection and approval by the COR.

7. The Contractor shall perform its own inspection prior to call the Government for a prefinal inspection. The Government shall perform a joint prefinal inspection with the contractor upon work completion, the Government will issue a punch list and then the contractor will submit a request for final inspection with the supporting documents that the punch list was cleared by the contractor.

8. Submit a request for inspection 5 days prior to the intended inspection.

9. The Contractor shall provide all close out documents, including, but not limited to, construction documents, reports, record (“as built”) drawings, training, O&M manuals, warranty documents, ..etc. as required by the contract.

10. Submit deliverables to:

Contracting Officer Representative (COR):

Kennard Smallcanyon

Haskell Indian Nations University

Kennard.smallcanyon@bia.gov

1. PERIOD OF PERFORMANCE

The Contractor shall complete this work within 60 days from Notice to Proceed as issued by the Contracting Officer.

2. BACKGROUND INVESTIGATIONS

The Contractor shall be required to submit to a background investigation. The background check process will include, but may not be limited to, filling out hard copy forms, online forms, fingerprinting, and submitting documentation in a timely manner.

Contractor will not be paid for any time associated with this process outside this contract but should include estimated costs in their bid to meet this requirement. It can take 2-5 weeks for clearance, so it is imperative to start this process as soon as possible.

Typically, the Project Manager and the alternate is to submit paperwork (daily, payroll, testing, and weekly reports). The “Notice to Proceed” will not be issued until the background checks have cleared.

End of SOW