751_26442.JBB Hancock Creek Dam Evaluation Project Statement-1.pdf
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- Solicitation number
- RFP 171 260000002681 2
- Issued by
- Michigan
About this file
This is a Project Statement issued by the State of Michigan Department of Technology, Management and Budget (DTMB), State Facilities Administration Design and Construction Division, on behalf of the Michigan Department of Natural Resources (MDNR) Wildlife Division, requesting professional architectural and engineering services for a Phase 100 evaluation of Hancock Creek Dam in Dickinson County. The dam, constructed in 1951 and currently in fair condition, requires a comprehensive feasibility study to assess repair and modernization options versus complete replacement. Professional Services Contractors (PSC) must provide two options with detailed cost estimates, pros and cons analysis, and preliminary design/construction estimates at 50%, 90%, and 100% completion milestones. The proposal due date is October 15, 2026, at 2:00 p.m. Eastern. A mandatory walk-through inspection is scheduled for October 1, 2026, at 10:00 a.m. Eastern at the dam site. The PSC must conduct a design kickoff meeting prior to commencing field work and hold virtual design review meetings at project initiation, 50% completion, and 90% completion. All proposals must be submitted electronically through SIGMA VSS, with questions regarding the RFP due by 2:00 p.m. Eastern on October 7, 2026.
Billing rates and travel reimbursements shall comply with the PSC's current ISID contract rates. The project statement establishes allowances for site topography ($10,000) and permitting agency coordination ($1,000) with EGLE and other DNR divisions. The PSC must provide biweekly progress summaries, meeting minutes, and detailed labor and reimbursable expense documentation. Funding was originally allocated for emergency repairs; the agency is proceeding with this Phase 100 evaluation to determine the scope and cost of necessary repairs following a November 2025 incident involving failure of the corrugated metal pipe band. Phase 500 preliminary cost information for budgeting is requested but will not be awarded initially, as final phase 500 scope will be determined by the option selected in the Phase 100 report. The desired schedule calls for completion as soon as possible, with contractors required to submit a proposed schedule with their proposal.
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DTMB-0427 (R 04/26)
PROJECT STATEMENT
STATE OF MICHIGAN
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
State Facilities Administration Design and Construction Division
3111 West St. Joseph Street Lansing, Michigan 48909
FILE NUMBER
751/26442.JBB
PROPOSAL DUE DATE
October 15, 2026, at 2:00 p.m. Eastern
CLIENT AGENCY
MDNR Wildlife Division
PROJECT NAME AND LOCATION
Hancock Creek Dam Evaluation Dickinson County Section 25, T41N R28 W
45.918063 -87.751497
PROJECT ADDRESS (if applicable) See site location above
CLIENT AGENCY CONTACT TELEPHONE NUMBER
Brandy Dybas-Berger, DNR WLD; dybasbergerb@michigan.gov C: 989-385-0958 Eric Cadeau DNR Executive Division; CadeauE@michigan.gov C: 906- 201-2001
DTMB - DCD PROJECT DIRECTOR TELEPHONE NUMBER
Jeffrey Barsch, Project Director C: 906-251-0727 Jason Pascoe, Field Representative C: 906-280-1046
WALK-THROUGH INSPECTION DATE, TIME, AND LOCATION:
October 1, 2026; 10:00 am Eastern onsite at the dam (Latitude 45.4284 /Longitude -87.4408)
MANDATORY (Check box if Mandatory)
Site is open to the public for further reviews.
PROJECT DESCRIPTION/SERVICES REQUESTED
Hancock Creek Dam (dam id #88) in Dickinson County was constructed in 1951 to control wildlife flooding, originally created by a beaver dam. The dam is owned and operated by DNR Wildlife Division. The dam consists of a 338-foot-long earth embankment with a structural height of 12 feet. The principal spillway is a concrete drop box with a single 7-foot wide stoplog section. The spillway has a total weir length of 21 feet.
The concrete inlet structure is founded on eight-gauge steel sheet pilings. The inlet structure is connected to a 40-foot long, 60-inch diameter corrugated metal pipe (CMP) outlet pipe. A plank walkway with a pipe handrail provides access to the stoplogs. The current condition of the dam is fair, but several recommendations from an EGLE Safety inspection in 2024 included filling depressions and animal burrows on upstream slope and monitoring a crack for growth on the principal spillway concrete component. In November of 2025, the band connecting the 60-inch CMP failed, resulting in a separation of the inlet pipe.
An emergency drawdown was conducted to protect the dam from failure. A snowmobile trail crosses the dam and is managed by PRD. The road is also a forest road and is managed by FRD.
Provide Phase 100 professional services to evaluate the current condition of Hancock Creek Dam and the associated embankment. Include developed construction estimates for significant repairs to the current structure and/or a complete replacement of the dam(2 options). Following this project evaluation, the next phase will include securing all necessary permits, completed and approved section 106 documentation and tribal consultation, final design drawings, T/E plan clearance and approval, and a complete bid packet for mailto:dybasbergerb@michigan.gov mailto:CadeauE@michigan.gov construction when funds are acquired. Note that funding was originally allocated for emergency repairs, and the Agency is now moving forward with a Phase 100 evaluation to determine extent and cost for repairs.
SERVICES REQUESTED:
The Professional Services Contractor (PSC) shall provide full Phase 100 services to provide a detailed report and order of magnitude cost estimates for the two options. Include any required Phase 200 Preliminary Design tasks necessary to complete a full feasibility report for the site. Please provide phase 500 preliminary cost information for budgeting purposes. Phase 500 will not be awarded initially as the team understands the phase 500 will be driven by the option selected on the phase 100 report.
1) At a minimum the DNR would like the PSC to provide 2 options in the feasibility report. The report will describe the pros and cons for each option as well as review potential impacts to other stakeholders nearby and include cost estimates for each option. The object of this study is to select an option to maximize cost effectiveness, minimize maintenance and upkeep, and maximize service life.
2) Options to include repair, and modernization of the existing dam and full replacement.
Professional Services shall include, but are not limited to, the following:
1. The PSC shall ensure:
a. The Study report shall meet the approval of DTMB, MDNR.
b. PSC shall provide, at a minimum, virtual design meeting at project Kickoff, 50% and 90% completion of the study report. The PSC is responsible for the submittal of 50% and 90% Contract Documents and estimates for owner review a minimum of ten (10) working days prior to the proposed review meeting dates. The 100% report and shall be provided for owner review, but a 100% review meeting is not anticipated.
c. The PSC shall provide conceptual level design/construction estimates for owner review at 50%, 90%, and 100%. Review of the estimates will be required at the 50% and 90% design review meetings.
Additional Requirements shall include the following:
1. Provide biweekly progress summary emails to the project team. These emails shall briefly document the prior two (2) weeks’ progress by the PSC and display the initial project schedule and current project schedule status.
2. Timely minutes from all meetings will be required as per the PSC’s Contract.
3. PSC shall follow DTMB naming convention of DTMB file number / project name / subject on all project documents and emails, pay requests, modifications etc.
4. PSC shall provide sufficient back-up on all invoices for labor and reimbursable expenses.
PROPOSAL REQUIREMENTS:
Provide a complete PSC Proposal (Technical and Cost) for all required Professional Architectural and Engineering Services in compliance with the State of Michigan, Department of Technology Management and Budget (DTMB) Project Statement Form (DTMB-0427), the DTMB Billable Rate Professional Services Contract, the DTMB RFP Billable Rate Form (DMTB-0430), and the DTMB State Facilities Administration (SFA), Design and Construction Division (DCD) policies and procedures for the development of Contract Documents and Construction Administration.
The Proposal shall include a completed PSC Assignment Form (DTMB-0410) and additional proposal documentation, which clearly outlines the PSC’s scopes of services and addresses the items listed below.
1. The PSC shall provide a complete schedule anticipated to complete this report with this proposal.
2. Consultation/coordination with EGLE, and other divisions with the DNR will be required to ensure existing site use/operation is understood so the future impacts of the proposed options can be clearly accounted for.
3. Travel reimbursements and billing rates shall be in accordance with the PSC’s current ISID contract.
4. PSC shall detail all labor required for the Phase 100 study.
a. PSC shall provide clear documentation of the number of meetings proposed during the study phase if anticipated to be more than those listed above and indicate whether the meetings are proposed to be on-site or in Microsoft teams
5. PSC shall detail all reimbursable expenses for the study.
a. List and include any additional recommended field reviews site, testing, or sub-consulting services as reimbursable expenses. PSC may include the following services in their proposal:
ALLOWANCES:
Site Topo $10,000.00 Permitting Agency Coordination $1,000 coordination and possible pre-Application meeting with EGLE
ADDITIONAL CONSIDERATIONS:
The design kickoff meeting needs to be held prior to commencing field work to ensure any and all questions can be directed towards and coordinated with the appropriate DNR Personnel.
ATTACHMENTS:
1. E22C Hancock Creek Wildlife Flooding Plans 1949
2. 1992 Dam Safety Inspection Report
3. 1995 Dam Safety Inspection Report
4. 2000 Dam Safety Inspection Report
5. 2004 Dam Safety Inspection Report
6. 2019 Dam Safety Inspection Report
7. 2024 Dam Safety Inspection Report
8. 2014 Permit for drawdown to replace stop logs
9. 2025 WRP047423- Hancock Creek Dam Drawdown Permit
10. R4503- Hancock Creek Dam Forest Road Closure Checklist 2025
11. R4504- Hancock Creek Dam Forest Road Closure Review 2025
Please NOTE:
• Proposal responses MUST be uploaded to SIGMA VSS.
https://sigma.michigan.gov/webapp/PRDVSS1X1/Advantage4
• Please enter the total cost for all phases as the bid amount.
• Firms are encouraged to combine their technical and cost proposals into one (1) attachment for proposal submission.
• Please remember that attachments can be no larger than 25mb.
• Do not wait until just before the 2:00 p.m. solicitation deadline to submit your proposal response.
SIGMA VSS will not allow a proposal to be submitted after 2:00 p.m., even if a portion of the proposal response has been uploaded.
• If you experience issues or have questions regarding your electronic submission, you must contact the SIGMA Help Desk for assistance prior to the 2:00 p.m., solicitation deadline. You may contact the SIGMA Help Desk by telephone at 517.284.0540 or toll-free at 888.734.9749. You may also email the SIGMA Help Desk at sigma-procurement-helpdesk@michigan.gov
• Please email the Design and Construction Contract Specialists if you are having SIGMA VSS issues. Please include your SIGMA ticket number and any supporting documentation (i.e., screenshots) to Anne Watros (WatrosA@michigan.gov) and Don Klein (KleinD4@michigan.gov).
• You may be asked by our contract specialists to email your proposal. Emailed submissions will require DCD approval and will be handled on a case-by-case basis.
• Approved emailed submissions MUST be received prior to 2:00 p.m. deadline to be considered responsive and responsible.
• Responses should not be emailed to the Project Director.
NIGP CODES
92517, 92523, 92528,92533, 92588
DESIRED SCHEDULE OF WORK
The Owner desires the study to be completed as soon as possible. Please provide a proposed schedule with the PSC Proposal.
https://sigma.michigan.gov/webapp/PRDVSS1X1/Advantage4 mailto:sigma-procurement-helpdesk@michigan.gov mailto:WatrosA@michigan.gov mailto:KleinD4@michigan.gov
ACCEPTING RFP QUESTIONS UNTIL:
Please do not submit online questions via SIGMA VSS. ALL questions should be emailed to Jeff Barsch at barschj@michigan.gov address no later than 2:00 p.m., Eastern on 10/07/26.
REFERENCE STANDARDS: This project will comply with all codes, standards, regulations, and workers' safety rules that are administered by federal agencies (EPA, OSHA, and DOT), state agencies (DCH, EGLE, DNR, and MIOSHA), and any other local regulations and standards that may apply.
This form is required to be a part of the professional service contract. (Authority: 1984 PA 431) Attachment(s) mailto:barschj@michigan.gov
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