Attachment_1_Statement_of_Work.pdf

BUREAU OF INDIAN AFFAIRS/EDUCATION

Great Plains Regional Office

Crazy Horse School Kitchen Hood and Fire Suppression System Upgrade

STATEMENT OF WORK

April 2023

BACKGROUND

The Pine Ridge Agency project is located at Crazy Horse School Building 526, 245 Crazy Horse School Drive, Wanblee, SD 57577. Building 526 was constructed in 1975 and is 111,002 square feet. The current student enrollment is approximately 200 in grades Kindergarten through 12th grade with a student to teacher ratio of 8:1. The mission of the Crazy Horse School is to provide a sacred environment for students to achieve academic, Lakota language, and cultural excellence.

PURPOSE

The existing kitchen hoods shall be replaced to provide coverage for recently installed cooking equipment. The existing kitchen hood exhaust fans no longer meet NFPA 96 code due to the requirement for the fans to be either enclosed or externally mounted. The existing fans are also obsolete and in need of replacement. The existing kitchen hood fire suppression system does not meet NFPA 17A code and the existing fire safety protective devices do not meet NFPA 96 code.

The scope of this project shall replace the two existing kitchen hoods, associated ductwork, two kitchen hood exhaust fans, dry chemical fire suppression system and associated protective devices. The anticipated fire suppression system shall be an R-102 Wet Chemical sized to provide coverage for all new kitchen cooking equipment under the 2 new kitchen hoods. It is anticipated that the fire suppression system shall have a wet chemical storage capacity of approximately 9 gallons and be propelled by approximately 3 gallons of inert gas such as nitrogen.

As an option item, the project also requires rental of a portable kitchen to continue operation of the school dietary services while the work is in progress. The portable kitchen shall provide all of the same cooking and food preparation and storage equipment that will become inaccessible for the duration of the project.

The work shall not commence until all new equipment, materials and supplies have been procured and all necessary contractors have been scheduled to perform their prospective tasks including set up of the optional rental kitchen.

This project shall also meet or exceed the requirements of the latest addition of the NFPA 5000 Building Construction and Safety Code, and the 2004 edition of the American’s with Disabilities Act and Architectural Barriers Act Accessibility Guidelines (ADAABAAG). All design elements not specifically called as being reviewed by the Authority Having Jurisdiction (Division of Safety and Risk Management) as outlined in Section J shall meet the design criteria of the International Family of Building Codes (ICC).

PROJECT GOALS AND OBJECTIVES

This contract is for Design-Build project delivery. Work may include but is not limited to:

evaluating existing kitchen exhaust system and associated kitchen hood fire protection system and proposing a kitchen exhaust system and associated fire protection system that shall provide:

sufficient coverage for the new kitchen equipment, effective code compliant fire protection, sufficient and code compliant exhaust.

The overall project goal is to provide for successful construction services for the replacement of the kitchen hoods, kitchen hood fire protection system and associated protective devices, kitchen hood exhaust system including exhaust fans and ductwork, addition of fire dampers, and associated electrical and plumbing. A Design-Build will assist in expediting execution of the project using a General Construction project delivery method. Successfully complete the design during the scheduled design phase. Successfully completed the construction during the scheduled construction phase.

The overall project objective is to obtain a kitchen hood system that is compliant with existing fire code. This will include larger kitchen hoods, a wet chemical system, new exhaust fans which will be installed on the roof, adding fire dampers to the outlet of each kitchen hood, replacing associated ductwork, providing all electrical and plumbing for the project, and providing a rental kitchen for use by the kitchen staff during construction.

This project will follow a General Construction method using a General Construction contractor (GC Contractor or Contractor) who shall carry sole responsibility for the fulfillment of the terms and conditions of the entire General Construction contract. The General Construction Contractor will be responsible for all Architect-Engineer services and construction services. General Construction Contractor shall provide all labor, materials, and equipment to successfully fulfill all requirements of this statement of work.

Work shall be performed by a qualified Design-Build contractor who follows the Design-Build project delivery method. The Design Build (DB) contractor is responsible for Design services provided by the Architect-Engineer firm during Project Design phase as well as Construction services provided during the Project Construction Phase. DB Contractor is responsible for all work performed by consultants during all phases.

The following General Scope of Work outlines the Tasks and additional criteria involved to accomplish these activities.

GENERAL SCOPE OF WORK

The intent of this project is to obtain Design-Build construction and architectural, engineering, and technical design services for the Crazy Horse School Kitchen Hood and Fire Suppression System Upgrade. The purpose is to develop Schematic Design Documents, Preliminary Design Documents, Construction Documents, provide Engineering Services During Construction.

Design shall meet the requirements of the most recent edition of the specific design criteria and codes listed in all sections of this contract (including Section J), the BIA Manuals and Handbooks, and Federal requirements if more stringent than those listed above.

At a minimum the design shall include features that meet the following requirements;

• Utilize the BIA/BIE sketches, program information, reports, and concepts as a starting point for the design.

• Incorporate mitigation measures as the result of any NEPA process results encountered during the design process.

• Analyze and document the major architectural and engineering aspects of the existing site, including existing utilities, as background for the design and construction of the renovations. The CONTRACTOR shall perform necessary research, field investigations, and engineering calculations.

• Meet the requirements of the BIA Energy Design Handbooks. This includes, but is not limited to designing/documenting: energy performance, indoor environmental quality, and material environmental impact.

• Business operations shall be maintained during construction.

• Incorporate time into the schedule for performance of a three-week BIA/BIE

Great Plains Region review period for each submittal.

• Incorporate a design and construction schedule such that construction completion occurs within 120 days from Notice to Proceed.

The CONTRACTOR shall furnish all materials, supplies, equipment, transportation, and personnel to provide the described architectural and engineering services. The CONTRACTOR shall prepare documents containing alternatives, cost estimates, drawings, calculations and recommendations, as appropriate, for items listed above.

It is expected that the design shall provide architectural features that meet BIA/BIE requirements and maintain the character of the overall site, to the utmost extent, while utilizing materials that are widely available.

At a minimum, consider cyclical costs and annual operation and maintenance factors as part of the rationale for material selection. Take into consideration construction and material supply factors, physical environmental factors such as climate, elevation, exposure, etc.

All design phase work shall be completed by or under the direct supervision of architects and/or engineers licensed in the State of South Dakota.

The scope of work for this project is divided into the following sections as follows:

Task 1 – Project Management, Quality Control, and Data Collection Task 2 – Field Investigations Task 3 –Schematic Design - (20%) Task 4 – Master Site Development Plan (NOT USED) Task 5 – LEED/Sustainable Building (NOT USED) Task 6 – Design Development - (40%) (NOT USED) Task 7 – Preliminary Design - (70%) Task 8 – Construction Documents - (99%, 100%, Issued for Bid, Issued for Construction) Task 9 – Construction Stage

All work associated with the site shall be done for all tasks.

The completion date for Tasks 1-8 is a total of 180 calendar days upon receipt of the Notice to Proceed.

Task 9 shall be completed within 60 days of the completion of Task 8, Construction Documents.

The costs for Task 1 does not have a separate pay item. The costs associated with Task 1 shall be incorporated into Tasks 2-8.

General Construction Contractor Team

The General Construction Contractor shall provide experts in disciplines listed in Specific Task Orders and as otherwise required in this section, with credentials as indicated, as they apply to this project. The General Construction Contractor shall provide sufficient staff of Project

Managers, Architects, Industrial Hygienists, Design Engineers, Field Engineers, Superintendents, Inspection and Testing Engineers, Scheduling Specialists, Cost Engineers, Certified Roofing Observer (if applicable), Clerical and Accounting Personnel, etc. to perform the required work.

At a minimum, the General Construction Contractor key team members shall consist of the following:

• Project Manager

• Architectural Designer

• Industrial Hygienist – certified in identifying and developing/designing remediation for lead based paint and asbestos containing materials

• Engineering Designers – Structural

• Construction Superintendent

• Quality Control Superintendent

• Construction Supervisors

• International Institute of Building Enclosure Consultants (IIBEC) Registered Roof

Observer (if applicable)

• Safety Program Coordinator

The General Construction Contractor shall utilize the key personnel named in its offer to perform the services required under this contract. In the event that any of the key personnel named in the General Construction Contractor accepted proposal (incorporated into this contract by reference) become unavailable, the General Construction Contractor shall promptly submit a complete written resume for a proposed substitution, any other information necessary for the GPR-DF to approve or disapprove, and a detailed explanation of the circumstances necessitating the proposed substitution.

In addition to the key team members identified above, the General Construction Contractor shall provide administrative, clerical, and technical personnel as necessary to perform the services required under this contract.

During the performance of the services required under this contract, the General Construction contractor shall obtain the GPR-DF written consent before making any substitution for subcontractors and outside associates or consultants specifically identified and agreed to during negotiations. See FAR 52.236-5, Material and Workmanship, regarding removal of any employee deemed incompetent, careless, or otherwise objectionable. See also FAR 52.244-4 regarding subcontractors and outside associates and consultants.

Project Management Responsibilities

Communications Plan

The General Construction Contractor shall assist the GPR-DF in developing and complying with a project communications plan. This plan will be used and maintained throughout the project and modified as necessary to suit each project phase.

The General Construction Contractor contractual responsibility is to the GPR-DF only and not to other contractors, local units/agencies or local community interests where the project is located.

The General Construction Contractor shall direct all questions and requests from local units/agencies and local community interests to the GPR-DF. Prior to contacting any parties other than the GPR-DF regional personnel, the General Construction Contractor shall confirm all meetings and/or communications with the GPR-DF.

The General Construction Contractor shall not release any oral, written or graphic information regarding this project to outside sources without obtaining prior consent from the GPR-DF. All requests for information concerning the project shallbe referred to the GPR-DF for response.

All presentations to non-GPR-DF entities shall be first approved by the GPR-DF.

Detailed Project Schedule Development and Maintenance

Before starting any other work, the General Construction Contractor shall develop and provide a detailed schedule in Microsoft Project® or other approved scheduling software for completion of all Design Stage activities, tasks, and submissions required herein, leading up to and including the final construction documents submission(s).

The schedule shall include the agreed-to milestones as appropriate. After the General Construction Contractor receives notice to proceed with the Construction Stage work, the General Construction Contractor shall provide and maintain a detailed schedule in Microsoft Project® for completion of all Construction Stage activities, tasks, and submissions required herein.

The General Construction Contractor schedules shall itemize all required submission dates and review durations, and shall conform to the milestones and durations provided in the GPR-DF overall schedule and the Submission, Review, and General Construction Contractor Fixed Price Table schedule provided below in the Administration section.

The General Construction Contractor shall provide monthly schedule updates to the GPR-DF, showing progress on and completion of all required Design Stage services and Construction Stage work. If the schedule updates indicate that previously approved schedules may not be met, GPR- DF shall give immediate notice and request appropriate recommendations from the General Construction Contractor.

Refer to FAR 52.236-15 Schedules for Construction Contracts and to the Scope of Services Construction Delivery Phase section for additional schedule requirements.

Project Progress Meetings/Presentations

During the Design Stage (if applicable), the General Construction Contractor shall host project progress meetings, and/or presentations, with the GPR-DF and local unit/agency heads as required to keep all parties apprised of the design progress/status and impending activities. These meetings may coincide with meetings/presentations required below under the Scope of Services.

The General Construction Contractor shall also host special project technical meetings as needed involving Project Delivery Team technical disciplines.

After construction begins, the General Construction Contractor shall conduct and a GPR-DF representative and/or consultant shall attend weekly progress meeting(s) and weekly subcontractor meeting(s). The General Construction Contractor shall also attend construction oversight meetings with representatives from the GPR-DF and the Project Delivery Team monthly.

Meeting Agendas, Attendance, Minutes and Correspondence

The General Construction Contractor shall prepare and distribute an agenda for each General Construction Contractor hosted project meeting, in advance of the meeting date.

General Construction Contractor representation at all meetings shall include those individuals having knowledge of the agenda topics and authority to make decisions and commit resources.

The General Construction Contractor shall provide minutes of all General Construction Contractor hosted project meetings and presentations to all attendees identifying new and unresolved old action items and associated responsible parties. Minutes shall be provided within seven calendar days after each meeting.

The General Construction Contractor shall reply to correspondence from the GPR-DF, outside agencies, GPR-DF contractors, and construction subcontractors within 7 calendar days.

PERIOD OF PERFORMANCE

The period of performance of this contract is 180 days from notice to proceed.

NORMAL HOURS OF OPERATION

The Contractor shall perform the services required under this contract during the following hours of 8:00 a.m. to 5:00 p.m. Monday through Friday except for Federal Holidays.

RECOGNIZED HOLIDAYS

All federal holidays, see https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview for an extensive list and dates. If the holiday falls on a Saturday, it is observed on Friday. If holiday falls on a Sunday, it is observed on Monday.

TASKS

TASK 1 - PROJECT MANAGEMENT, QUALITY CONTROL, & DATA COLLECTION

CONTRACTOR shall designate a point of contact for coordination of this project. This individual shall have overall responsibility for the performance of the work to ensure the work is progressing on schedule and within budget.

CONTRACTOR shall maintain communication records, cost-tracking information on a monthly basis, project budget summary sheet, project log, all project related conversations, meeting notes, and quality assurance audits and make these available to the BIA/BIE as requested. Invoices shall be in a format meeting the needs of the contract.

CONTRACTOR shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

o 2 Weeks after the NTP: CONTRACTOR shall submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed. The Plan shall incorporate/include;

a “yellow-out” process wherein the point of contact has verified that all review comments have been addressed in the drawings, specifications, reports, etc;

review checklist that verifies coordination has been made between the various professional design disciplines, up to date basemaps are being used, cross-checks have been made between callouts/references to other sheets /details, design criteria has been met, and that all submittal requirements have been met and a whole/complete submittal package has been prepared and ready for submission, prior to each submittal.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview o Provide an updated QA/QC plan with each Task submittal. Senior member signatures shall be up to date with each submittal.

o 100% Submittal: Contractor shall submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

CONTRACTOR shall prepare a project schedule noting the submittal points for each task and other critical phases in the design process. The proposed design schedule shall incorporate a timeline beginning at the notice to proceed and ending with the completion of the Construction Documents. The schedule shall incorporate a minimum of 21 calendar days for the other BIA/BIE review periods.

A project kick-off meeting shall be held within 10 calendar days of notice to proceed. The purpose of the meeting is to gather existing data, establish goals, objectives, and design criteria for the project and to develop alternative design approaches. In order to ensure an acceptable approach to the Schematic Documents and the Design Development Documents, the CONTRACTOR shall review the BIA/BIE documents and provide a list of additional needs or questions, if any, to the BIA/BIE at this meeting.

At the time of the kick off-meeting, the CONTRACTOR shall provide a memorandum summarizing the existing data, chief design criteria/issues, and a list of additional information necessary to complete the design.

Additional meetings with the BIA/BIE may be required during the Schematic Design phase, the Design Development phase, the Preliminary Design phase, and the Construction Document phase. CONTRACTOR shall provide minutes for each meeting and be prepared with specific detail in the follow categories:

• Work accomplished since last meeting;

• Issues encountered;

• Decisions needed to maintain schedule;

• Work planned for next month;

• Budget status; and

• Schedule status

Task 1 Deliverables: QA/QC Plan, project schedule, kick-off meeting memorandum, summary/minutes of each meeting, and monthly progress reports submitted by the fifteenth of each month (report to be in either MS Word or .pdf).

TASK 2 - FIELD INVESTIGATIONS

The services to be provided shall include a site investigation, fact finding and gathering, analysis, documentation, coordination of data with the BIA/BIE, and coordination with appropriate offices of the State of South Dakota, Sioux County, and the city of Fort Yates, as necessary, to assure a complete and accurate design.

The BIA/BIE will provide the CONTRACTOR with available records. The CONTRACTOR shall visit the project site to investigate the BIA/BIE furnished information. This information is the best available but the BIA/BIE does not guarantee its accuracy or completeness; it is the CONTRACTOR’s responsibility to verify the completeness, accuracy, and acceptability for use in design. All work necessary to gather additional information is the CONTRACTOR’s responsibility and included in the fixed fee cost proposal.

The CONTRACTOR shall perform record search, coordinate utilities locate, and schedule the design. Electronic copies of construction plans shall be provided to the BIA/BIE in the BIA current version of AutoCad® and Civil 3D® format with supporting database files. The CONTRACTOR shall perform their due diligence in reviewing existing record drawings and other sources in determining locations of underground utilities and not solely rely on “one-call” organizations.

The CONTRACTOR (including electrical, mechanical, sub-consultants) shall visit the project site to obtain all data needed to complete their work. While on site, investigate the information shown on any BIA/BIE furnished drawings, record (as-built) drawings, and other planning documents which are part of this contract. The CONTRACTOR’s investigation of field conditions shall be performed in a competent professional manner.

Evaluate the buildings’ structural systems to determine their physical condition and the feasibility of the building to be retrofitted and converted into functional and efficient modern space. The evaluation and any associated structural analysis shall include seismic, life safety code, fire code, and long-term maintenance considerations.

All additional services (i.e. surveys, soil borings, asbestos surveys, water flow testing, or lead surveys), necessary for a complete design as outlined in this contract are included in the fixed fee cost proposal unless specifically excluded by the contract.

TASK 3 –SCHEMATIC DESIGN – 20%

A schematic design shall be held within 30 calendar days of the notice to proceed. The purpose of the schematic design is to provide a report on sustainability and two concepts. The purpose of the schematic design is to utilize a collaborative approach to create realistic and achievable designs that work. It is anticipated that the schematic design may require a special meeting that shall include BIA/BIE staff, Agency staff and School Superintendent. Specific outcomes of the process shall include:

• detailed summary of group discussions

• detailed summary of the specific strategies that shall be included in the project design

• sketches and drawings to be incorporated into the project construction plans

• Provide two options for roofing material (if applicable).

TASK 4 – MASTER SITE DEVELOPMENT PLAN (NOT USED)

TASK 5 – LEED/SUSTAINABLE BUILDING (NOT USED)

TASK 6 – DESIGN DEVELOPMENT – 40% (NOT USED)

TASK 7 - PRELIMINARY DESIGN – 70%

Preliminary Design shall incorporate the review comments and prior work/requirements from the Schematic Design phase.

The CONTRACTOR shall prepare Preliminary Design Documents illustrating the scale and relationship of project components for review and approval of the BIA/BIE.

Services under these phases shall include, but not be limited to the following:

• All requirements as defined in A&E Submission Instructions for Minor Construction Projects as shown in Section J. (In the event there is a conflict with the BIA design criteria handbook, use the more stringent requirement)

• Coordination and meetings with Federal and other agency officials in acquiring the necessary permits/approvals of design in preparation of construction. Includes development and submittal of all necessary drawings, narratives, figures, sketches, reports, etc.

• Phasing Plans for Construction including making recommendations concerning construction contract arrangements and scheduling that shall be advantageous to the BIA/BIE in terms of cost and timing.

• Presentation of submissions by electronic communication (video/telephone)

• Review Submissions.

• In each submission, the CONTRACTOR shall resubmit the materials specified in the prior submissions, revised according to the comments made by the BIA/BIE resulting from the prior review(s).

The CONTRACTOR shall use the current Construction Specifications Institute (CSI) Master Format specifications in preparing Design Development Documents for the project and shall edit those specifications to tailor them for this specific project. When no standard exists for a "unit of work", prepare the item consistent with the CSI format.

Should the CONTRACTOR determine that a deviation from such standards and specifications is necessary or beneficial to the BIA/BIE; he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

Specifications shall include general requirements, technical specifications, and bid items list.

TASK 8 – CONSTRUCTION DOCUMENTS – 99%, 100%, Issued for Bid, and Issued for Construction sets

Based upon the Design Development and Preliminary Design Documents, equipment layouts, other program materials furnished by the BIA/BIE, and any adjustments in the design scope of the Project, the CONTRACTOR shall prepare Construction Documents. The A/E shall be responsible for the professional quality and technical accuracy of all of the documents it prepares.

Final design shall incorporate the review comments and prior work/requirements from the Preliminary Design phase. Final design shall include architectural, landscape architectural, civil/survey, mechanical, structural, electrical plans. The CONTRACTOR shall refine the drawings and specifications so detailed construction documents can be produced. Plans shall be prepared in a format acceptable to the BIA/BIE and suitable for bidding and construction.

Services under these phases shall include, but not be limited to the following:

• All requirements as defined in the A&E Submission Instructions for Minor Construction Projects. (In the event there is a conflict with the BIA design criteria handbook, use the more stringent requirement)

• Presentation of submissions and addressing of review comments at BIA/BIE location.

• Special inspections schedule (by professional discipline and construction item/phase) including Special Inspections required by NFPA 5000, the International Building Code, Special Inspections required by any permits and critical inspections needed by BIA/BIE and performed by the CONTRACTOR as part of their design tasks.

• It is expected that final documents shall contain all the information necessary to lay-out the project from the information contained in the plan set.

• A paper and electronic courtesy copy of the Construction Documents shall be delivered to any special permitting agencies.

A plan in hand review shall be conducted by the CONTRACTOR at the project site at the end of the review period so the CONTRACTOR can validate their design and ground truth it. BIA/BIE may also provide final comments during that period. The CONTRACTOR shall make adjustments to the final designs based on the comments received from the BIA/BIE and/or as developed/identified by the CONTRACTOR during their plan in hand. Upon completion of the changes, the CONTRACTOR shall provide final documents as outlined in “CONTRACTOR Submission Instructions for Minor Construction Projects” and provide a summary of the changes made as a result of the plan in hand.

Project Phasing: The CONTRACTOR shall develop a schedule for the project implementation.

The schedule shall provide information on phasing which lays out the sequence for construction and tasks to be performed by the BIA/BIE to fully complete this project.

TASK 9 - CONSTRUCTION STAGE

The construction stage shall include engineering services during construction to include daily supervision of construction activities, providing monthly reports, providing certified payroll copies, providing submittal documents, red lined drawings (as-builts), O&M manuals, and construction inspections to include a final inspection and final inspection report.

Construction of the Kitchen Exhaust System and associated Fire Protection System replacement shall follow the BIA/BIE approved drawings and technical specifications.

Option item: set up of the Rental Kitchen shall also follow the BIA/BIE approved drawings and specifications.

The associated demolition of existing kitchen hood exhaust and associated fire protection system within the construction phase shall not commence until the rental kitchen is fully operational and all new equipment has been received by the contractor.

GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

The government shall not provide any property or equipment for the performance of this contract.

POINT OF CONTACT

The point of contact for this project shall be the Contract Specialist

SECTION J--LIST OF ATTACHMENTS

Vicinity Map

Site Map

Applicable Federal Health and Safety Codes and Standards (August 2019)

A/E Submission Instructions for Minor Construction Projects

To Be Provided to the Successful Bidder:

Categorical Exclusion

BIA Non-Asbestos Containing Materials Certification form