Proj State 25362.pdf

DTMB-0427 (R 10/22)

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

472.25362.CTS

PROPOSAL DUE DATE

August 28, 2025 at 2:00 p.m., EASTERN

CLIENT AGENCY

Department of Corrections

PROJECT NAME AND LOCATION

Central Michigan Correctional Facility - Various HVAC Improvements

PROJECT ADDRESS

320 Hubbard St, St. Louis, MI 48880

CLIENT AGENCY CONTACT

Lucas Stanley

TELEPHONE NUMBER

989-681-6668 ext. 6818035

DTMB - DCD PROJECT DIRECTOR

Chris Schanbeck

TELEPHONE NUMBER

989-770-0687

A MANDATORY PRE-PROPOSAL MEETING will be held at 11:00am on August 14, 2025 at the project site. The Meeting will start in the West Administration Building and be followed by a site walk through.

LEIN CHECK is required for all contractor/vendor representatives to be onsite. Submit a Vendor/Contractor LEIN Request five business days prior to the meeting date, (See the attached Vendor/Contractor LEIN Request form). Send the LEIN Request form, filled out and signed, by email to Daniel T. Smith & Sharon Frost at email addresses: SmithD76@michigan.gov & FrostS1@michigan.gov .The email “Subject” must include (Facility Name, Project Name, Date & Time of Meeting).

PROJECT DESCRIPTION/SERVICES REQUESTED

Central Michigan Correctional Facility - Various HVAC Improvements as specified in Appendix A below.

Please NOTE:

Proposal responses MUST be uploaded to SIGMA VSS. 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

90644, 92507, 92531, 92533, 92567

DESIRED SCHEDULE OF WORK

Fall 2025 Design

January 2026 Out for Bid

April 2026 – December 2026 Construction

ACCEPTING RFP QUESTIONS UNTIL:

Please do not submit online questions via SIGMA VSS. ALL questions should be emailed to Chris Schanbeck at schanbeckc@michigan.gov no later than 2:00 p.m., Eastern on August 22, 2025.

REFERENCE STANDARDS: This project shall comply with all codes, standards, regulations, and workers safety regulations that are administered by federal agencies (EPA, OSHA, and DOT), state agencies (LARA, DHHS, EGLE, DNR, and MIOSHA), and any other local regulations and standards that may apply.

This form along with referenced documents and attachments is required to be a part of the professional service contract. (Authority: 1984 PA 431)

Appendix A

SCOPE OF WORK:

The Department of Corrections is requesting design consulting services for the Central Michigan Correctional Facility, HVAC Improvements. A selection of existing drawings are included for reference. Also included are HVAC renovations drawings for the West Administration and East Food Service from 2017 for reference.

Additional available documentation will be made available to the selected PSC.

Central Michigan Correctional is a level I facility that can house up to 2,560 inmates. The facility is was 2 separate facilities consolidated in 2010 now referred to as West and East sides. The East, St. Louis Temporary (Mid-Michigan), was built in 1989 using wood pole framed construction and the West, St. Louis Level I (Pine River), was built in 1999 with masonry walls and wood truss roof construction. The following is the list of buildings included in the scope of the project:

1. West Administration (main office)

2. West Education

3. West Food Service

4. Housing units A-B

5. Housing units C-D

6. Housing units E-F

7. Housing units G-H

8. East Administration

9. East Education

10. East Food Service

11. Gymnasium/Pavilion

12. Housing units J-K

13. Housing units L-M

14. Housing units N-P

15. Housing units Q-R

16. West Maintenance

17. Transportation

TECHNICAL

The primary intent of the project is to provide a campus wide building automation system (BAS) with upgrades deemed necessary to the various HVAC components. The BAS is needed to monitor and control the various systems for improved safety, efficiency and maintenance. The housing units, west maintenance and Transportation have only local mini-split type cooling for isolated rooms/offices while the other buildings do have central air conditioning systems. The HVAC systems at each building are in various conditions based on normal repair and maintenance renovations.

The following contract phases are to be used for the proposal preparation. Include effort from other phases not listed below under one of the following as deemed necessary to complete the work. The main deliverables will be study report, design drawings and specifications along with standard cost estimates, progress reports, etc.

PHASE 100, STUDY

PHASE 300, SCHEMATIC DESIGN

PHASE 500, FINAL DESIGN

PHASE 600, CONSTRUCTION ADMINISTRATION – OFFICE SERVICES

PHASE 700, CONSTRUCTION ADMIN/FIELD

Level of detail for evaluating existing shall be sufficient to make recommendations and design improvements with consideration of all associated infrastructure. Include all specialty subcontracted disciplines and services necessary to complete the improvements (architectural, mechanical, electrical, networking, scanning, test and balance, etc.).

The following are some of the specific details that are to be considered as part of the proposed improvements:

1. The BAS system shall be a current widely utilized instrumentation and controls system meeting or exceeding industry standards: DDC technology, multiple simultaneous user operation, stand alone operation when network is down, operate on the facility dark security network requiring no external connection. The BAS specification will likely be a proprietary specification utilizing Johnson Controls Meyasys, Trane Tracer Summit SC+ or approved equal. Final system commissioning shall be by 3rd party suppliers under the construction contract with applicable typical manufacturer training, extended warranties, etc.

2. The study shall evaluate the existing HVAC systems with recommendations for improvement. Based on available funding the extent of improvements included in the design may be phased with some portions excluded that may be completed on future projects.

3. Some consideration for proper ventilation and cooling of electrical/communication rooms shall be included. Specifically the West Administration Electrical/Server Room is in need of cooling improvements to properly reject heat load in winter months.

4. Heating Boiler system upgrades are NOT directly included in the scope of work as the facility has a 5-year plan to complete needed replacement/upgrades. However, the heating systems shall be incorporated in the BAS system as much as practical with appropriate planning for future system improvements.

5. The food service and warehouse coolers and freezers are NOT included in this project scope.

6. A future addition is in planning for the West Administration in filling the corner of the deputy suite/visitors room. Consideration for this future addition should be incorporated in the scope of the project.

Avoid sole source specification of equipment or materials. Performance specifications are preferred but where necessary specify at least 3 acceptable suppliers with an ‘or equal’ clause. Where authorized a ‘basis-of-design’ product may be utilized but should have competitive alternate equivalent options that bidders may submit for pre-approval. For special, unavoidable conditions proprietary specifications or allowances are to be authorized in writing.

The desired schedule was estimated based without a detailed knowledge of lead times. Include recommended schedule adjustments in the proposal.

GENERAL REQUIREMENTS:

Interested firms shall provide a complete Professional Services Contractor (PSC) proposal. Consulting work is expected to include all normal consideration of various options available for each discipline with recommendations of advantages, cost comparisons, and comparative life cycle analysis, etc. for review by the project team. Include considerations to complete bid documents and/or construction in phases as deemed logical for staging, schedule or budgetary purposes.

Preparation and submission of all required plan review applications and application fees including but not necessarily limited to LARA, and SESC (DTMB) shall be included. Include coordination effort with Tittabawassee Township Public Works.

o Include in Phase 500 a $5,000 reimbursable line item for the plan review and permitting cost allowance.

Meetings are generally expected to be not less than twice a month for review of progress and satisfying the 50% and 90% design stages. While the majority of the meetings are anticipated to be virtual (Microsoft Teams) a minimum of 5 in person onsite meetings are expected for project kick-off, investigation and progress review. Include additional site visits deemed necessary for normally anticipated oversight during construction administration, phase 700.

Refer to Request for Proposals from Professional Service Contractors for Not-to-Exceed Fee, Billable-Rate (DTMB-0430) for proposal requirements which references the DTMB Contract for Professional Services: Billing Rate – Not to Exceed. Proposals will be evaluated by an Ad Hoc Advisory Committee based on a combined scoring ratio of 80% of the Technical portion and 20% of the Cost portion.

1. Section II, Part I Technical – Preferrable for proposal information to be provided in the order of items 1 through 6 demonstrating your team’s understanding of the Project, proposed work plan with schedule and related experience in the successful planning and execution of similar projects. Excessive general marketing documentation is NOT desired. For the Budget Analysis item II-5, include a preliminary opinion of probable cost for the completed project.

2. Section II, Part II Cost – The Part II Cost proposal is evaluated based on the PSC’s effort proposed for the project and the total fee. The combination of all phases and reimbursables shall be the PSC’s maximum not-to-exceed cost for all services. See RFP Section III-2-A, B, C for sample tables. The Phase Summary format shown in Section III-2-D should include consultant fees and reimbursable expenses listed in the appropriate phase with a total at the bottom. Proposed phases for the Project are listed on the Project Statement.

Submit proposals electronically in Adobe PDF format to SIGMA VSS. Include complete proposal (Parts I and II) with signed forms requested.

1. Enter total cost of all phases as the ‘bid amount’.

2. If you experience issues or have questions regarding your electronic submission, you must first work through the SIGMA Help Center for assistance and if necessary, receive a ticket number. If problems with SIGMA persist notify Anne Watros and/or Don Klein, DCD contract specialists and include your SIGMA ticket number. Submissions emailed shall be received prior to the deadline and will need require DCD approval; handled on a case-by-case basis.