Nez Perce Tribe - 2011 Project

Background

Established by treaty with the U.S. government in 1868, the current reservation consists of 770,000 acres, of which only about 124,000 are tribally owned. Part of four Idaho counties—Nez Perce, Lewis, Idaho, and Clearwater—are located within the reservation boundaries. The cities of Lapwai and Kamiah serve as tribal centers on the east and west ends of the reservation. Smaller, rural communities include Orofino, Sweetwater, Culdesac, Winchester, Craigmont, Nez Perce, Greencreek, and Kooskia. The Nez Perce Reservation lands consist of productive dry-land farms that border on the Clearwater National Forest. In addition to arable hilltops and river bottoms, the reservation includes forested river canyons and steep, nonarable hillsides.

The Nez Perce Tribe is Nez Perce County's third largest employer, with approximately 1,200 employees housed in approximately 40-plus buildings (located in two states). In 2010, major revisions were made to the tribe's strategic plan, and one of the goals was to "set priorities for new energy efficient facilities."

The Nez Perce Tribe is a federally recognized Indian tribe and, as such, has established a strategic plan of operation that is updated annually. As defined in the strategic plan, the tribe has outlined several energy goals. To help implement these goals, an Energy Committee formed in 2009. Federal funding to add an energy technician position to the staff was received in 2010. The energy technician heads up a committee composed of tribal employees from the Utilities Planning, Construction Planning, Economic Planning, and Grants offices. The first task of the Energy Committee was to provide a Strategic Energy Plan for the tribe. Because of the work of this committee, in mid-2010 the tribe received funding to explore the feasibility of a waste-to-energy facility on the reservation, and work to bring in a consulting firm to conduct that study is progressing, as is the work on the Nez Perce Tribe's Strategic Energy Plan.

Project Objectives

The objectives of the proposed project are as follows: 1) Reduce the tribe's electrical energy consumption by 30%, thereby reducing the cost to operate the tribal physical plant and freeing up those funds for other use, 2) provide a more comfortable working environment for tribal employees, 3) reduce consumption to reduce impact on the earth's resources whenever and wherever possible.

Project Scope

The proposed project will implement several different energy-saving measures in key tribal buildings, at the Nez Perce Tribe's Lapwai, Idaho, complex. The older buildings will receive vinyl double-pane low-E windows, increased blown-in attic insulation, and replacement of outdated light fixtures. The newer building will receive new light fixtures with motion sensors.

Each of the individual projects will be managed through two departments. The project's installation will be overseen by the Plant Maintenance office, which is part of the Administration Department.

Once funding has been secured, the Nez Perce Tribe's Construction Planning Office will implement the following procedures for each of the three phases (windows, insulation, and lighting) of the work:

Project Implementation (Windows/Insulation/Lighting):

The tribe's Construction Planning Department will issue a separate solicitation for bids for each aspect of the project, to all Certified Indian Businesses (subcontractors). The solicitation for bids will include a scope of work and a description/specification for each product to be used. No less than three subcontractors (and more, if available) will be invited to bid. The solicitation will include other bidding requirements and information. A separate walk-through for each trade (windows, insulation, and lighting) will be conducted prior to the date set for bidding.  The project will be described and questions answered. Bids will be accepted prior to a specified time/date and opened immediately thereafter. Bids will be compared for accuracy, consistency, and bonding requirements. All subcontractors will be notified of the outcome of the bidding procedures.

Once the contract is finalized, a meeting of the maintenance manager, representatives from Avista Utilities, the tribe's energy technician, and the subcontractors will be held to go over scheduling and any other aspect of the work that might affect the subcontractor's work or the building's occupants.

A notice to proceed will be issued that will include a specific number of calendar days for completion of each project by the subcontractors. This will be overseen by the maintenance manager and progress reported to his superior, the executive director, who, in turn, reports to the NPTEC.

Payment to contractors will be processed through the Nez Perce Tribe's Finance Office, as defined in the tribe's Finance Manual, and the individual contracts. The standard contract specifies that once the work is complete payment will be made at final project acceptance. For lengthier contracts, payments may be made on a monthly basis.

Funding Secured/Sub-Contracting

• Establish communications with the Department of Energy Golden Office
• Work with Avista Utilities to compile a scope of work for each element of the work
• Issue a solicitation for bids
• Conduct a walk-through of each project with subcontractors
• Receive and open bids
• Analyze bids for accuracy and completeness
• Begin contract process
• Send final draft of each contract to the Finance Department and Office of Legal Counsel for approval
• Issue contract for subcontractors signature
• Forward signed contracts to Budget and Finance Subcommittee for review and approval
• Present contracts to Nez Perce Tribal Executive Committee for resolution vote
• Forward approved contracts to chairman to sign
• Send copy of signed contracts to subcontractor
• Issue notice to proceed for all trades

Implementation

• Work with subcontractors to establish time line and completion stages
• Supervise plant maintenance and inspect each element of subcontractors' work and disposal of debris
• Report to executive director/NPTEC on progress of work
• Prepare and forward requisitions for payment to Finance Department
• Record and issue checks to subcontractors
• File and maintain record of Department of Energy, tribal, and subcontractors' participation.

Project Closeout

• Upon completion, request operation and maintenance information (especially for new lighting) and written one-year warranty from subcontractors
• Issue acceptance of work letters and final payments

Project Location

The current Nez Perce Reservation consists of 770,000 acres in Idaho, of which only about 124,000 acres are tribally owned. Part of four Idaho counties—Nez Perce, Lewis, Idaho and Clearwater—are located within the reservation boundaries. The cities of Lapwai and Kamiah serve as tribal centers on the east and west ends of the reservation. Smaller, rural communities include Orofino, Sweetwater, Culdesac, Winchester, Craigmont, Nez Perce, Greencreek, and Kooskia. The Nez Perce Reservation lands consist of productive dry-land farms that border on the Clearwater National Forest. In addition to arable hilltops and river bottoms, the reservation includes forested river canyons and steep, nonarable hillsides.