Project Statement 22440.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

751/22440.TAP

PROPOSAL DUE DATE

Thursday, May 25, 2023, at 2:00 p.m., EASTERN

CLIENT AGENCY

Department of Natural Resources (MDNR) Parks and Recreation Division (PRD)

PROJECT NAME AND LOCATION

Porcupine Mountains Wilderness State Park – Ski Hill Feasibility Study & Implementation Plan

PROJECT ADDRESS (if applicable) Porcupine Mountains Wilderness State Park – 33303 Headquarters Road, Ontonagon, MI 49953

CLIENT AGENCY CONTACT

Eric Cadeau, Western UP Regional Field Planner Mike Knack, Park Manager at PMWSP

TELEPHONE NUMBER

C: 906-241-8318 cadeaue@michigan.gov O: 906-885-5274 knackm@michigan.gov

DTMB - DCD PROJECT DIRECTOR

Tom Pawlowski, Project Director Danielle Newman, Field Rep

TELEPHONE NUMBER

C: 517-242-0973 pawlowskit@michigan.gov C: 517-331-5369 newmand6@michigan.gov

WALK-THROUGH INSPECTION DATE, TIME, AND LOCATION:

May 17th, 2023, 2:00 p.m., EST – Porcupine Mountains Wilderness State Park – Park Headquarters – 33303 Headquarters Road, Ontonagon, MI 49953.

MANDATORY (Check box if Mandatory)

PROJECT DESCRIPTION/SERVICES REQUESTED

PROJECT DESCRIPTION:

The Michigan Department of Natural Resources (MDNR) Parks and Recreation Division (PRD) is requesting professional architectural and engineering services for the study (Phases 100, and 200 and 300 as necessary) of the following scope items at the Porcupine Mountains Wilderness State Park:

1. Scope Item #1: Evaluate East Chair Lift (Triple chair) – Perform comprehensive evaluation of existing east chair lift (i.e., drives, controls, towers, chairs, cables, and braking systems). Perform capacity and adequacy analysis of supporting utilities. Develop recommendations for replacement components and/or upgrades.

2. Scope Item #2: Evaluate options for establishing a lift for the west side of the mountain – Evaluate left-over remnants of west chair lift system. Perform capacity and adequacy analysis of supporting utilities. Develop a minimum of 3 options for establishing a lift system on the west side of the mountain. Develop cost estimates for each system.

3. Scope item #3 – Evaluate options for establishing 5-6 engineered mountain biking trails

4. Scope item #4 & 5 – Evaluate options for relocating the bunny hill to the south of (in view from) the ski chalet and converting the existing bunny hill into tubing park / small terrain park.

Scope item #1: Evaluate East Chair Lift (Triple chair) - The PSC shall perform a comprehensive evaluation of the existing east chair lift (all elements including but not limited to drives, controls, towers, chairs, cables, and braking systems). This analysis shall include all supporting elements, such as on boarding structures, off boarding structures, and supporting utility capacities and adequacies. The analysis shall review the existing record drawings for the equipment which is in place. If there are any components in place which do not have shop drawings, or operations and maintenance manuals, the PSC shall gather the information needed to complete a comprehensive analysis of the east chair lift system. The PSC shall also review the LARA permit and inspection requirements and comments and guide the DNR in addressing any aging, incompatible, errantly installed, or corrective action items necessary to satisfy regulatory concerns and to satisfy concerns with system operations and system longevity.

The evaluation shall include the communications system between uphill and downhill control structures.

The evaluation shall also include an evaluation of the backup diesel motor and its associated components (braking systems, etc.). The evaluation shall also include creature comforts of the control structures (heaters).

Items which may apply to this scope item:

1. Engage agency (DNR Parks and Recreation Division staff) in determining the basis of design and operation for loading capacities and 2-way loading direction (uphill loading & downhill loading).

Additionally, review the option of adding Mountain Bike hooks to the east chair lift chairs to accommodate mountain bike transport to the top of the mountain.

2. Perform a structural loading analysis of foundations, chairs, cables, towers, and all other structural components to provide the agency with a clear understanding of any safety concerns present and loading limitations which should be applied.

3. Perform evaluation of all braking systems. Perform load testing if necessary (review load testing frequency requirements by LARA and most recent load testing results, provide recommendation if additional load testing is needed).

4. Perform all testing and analysis necessary to determine if controls are properly wired and are in good operating condition for the components that they are intended to control.

5. Evaluate all elements installed for proper assembly, torque compliance, part # compliance, material specification compliance. Identify all improper, non-compliant, or worn components and provide recommendations and cost estimates for compliance.

Scope item #2: Evaluate options for establishing a lift for the west side of the mountain - The PSC shall perform a comprehensive evaluation of the remnants of the existing west chair lift (foundations, towers, uphill and downhill structures, supporting utilities). This analysis shall include all supporting elements, such as on-boarding structures, off-boarding structures, and supporting utility capacities and adequacies. The analysis shall review the existing record drawings for the infrastructure components which are in place. If there are any components in place which do not have shop drawings, or plan sets, the PSC shall gather the information needed to complete a comprehensive analysis of the east chair lift system. The PSC shall also review the LARA permit requirements for new lifts and guide the DNR in understanding what standards apply to the evaluations of options of establishing a lift for the west side of the mountain. Options may include: 1. A new chair lift with 100% new components, 2. A chair lift system utilizing some of the components from the former west chair lift system coupled with new components. 3. A new surface lift system. Or the PSC may formulate 3 options to present to the owner.

The PSC shall mark up a plan set to show which elements are intact and are suitable for reuse and which elements have been removed and/or are not suitable for reuse. If the PSC’s analysis of existing elements determines that none of the existing west chair lift system elements are suitable for reuse – then that is an acceptable determination.

Items which may apply to this scope item:

1. Engage agency (DNR Parks and Recreation Division staff) in determining the basis of design and operation for loading capacities and 1-way loading direction (uphill loading only).

2. Perform a topographic survey and site survey to verify grades and clearance limits which may apply to the design and installation of a new lift system.

a. Determine if additional clearing is needed.

b. Determine if grading is needed.

3. Develop a minimum of 3 options for establishing a west lift system.

4. Develop a narrative statement which outlines the advantages and disadvantages of each option.

5. Develop cost estimates for each option.

6. Develop a cost benefit model / return on investment model for each option.

7. Develop a recommendation for which option the DNR should select.

Scope item #3: Evaluate options for establishing 5-6 engineered mountain biking trails - The PSC shall perform a study of developing 5-6 engineered mountain bike trails originating from anywhere around the winter sports complex (ski hill, ski chalet, and 3 parking lots). The proposed mountain bike trails are to be single track, primarily natural surfaced (could utilize small boardwalks or bridges to cross seeps and streams, but not heavily dependent upon built structures to keep long term maintenance down), and utilize banking, turns, and elevation changes to produce a sustainable trail system that is interesting and engaging to the user. The DNR is looking to develop a variety of experience / difficulty levels (such as 2 blue or intermediate, 2 green or easy, and 1 black or difficult) within the trail system. The trails could go down the front of the mountain, back of the mountain, or around either side of the mountain. An existing cross country ski trail network could be utilized as complimentary feature to the proposed mountain bike trails.

Items which may apply to this scope item:

1. Perform a topographic survey and site survey to verify grades and clearance limits which may apply to the design and installation of proposed trail system.

2. Identify locations of proposed structures (boardwalk, bridges, banking, etc.).

3. Perform ecological review of the route to ensure that there is no threatened and endangered species present along the routes.

4. Perform archaeological survey of the routes.

Scope items 4 & 5: Evaluate option of relocating the bunny hill to the south of (in view from) the ski chalet and converting the existing bunny hill into tubing park / small terrain park. - The PSC shall perform a study of establishing a bunny hill to the south of (in view from) the ski chalet.

Currently the bunny hill is located west and northwest of the ski chalet. Historically it was located southwest of the ski chalet (to the west of the bottom of the run named “Hiawatha”). There is some interest in moving the bunny hill back to its former location.

Items which may apply to this scope item:

1. Perform a topographic survey and site survey to verify grades and clearance limits which may apply to the design and installation of considered options.

a. Determine if additional clearing is required.

b. Determine optimum length of proposed bunny hill

c. Determine suitability of slope for terrain park

2. Identify locations of proposed structures (surface lift/tow rope support structures).

3. Review pedestrian circulation routes to identify potential points of conflict.

4. Develop a narrative statement which outlines the advantages and disadvantages of this considered option.

5. Develop cost estimates for each element.

6. Develop a cost benefit model / return on investment model for the considered elements.

Budget:

A project budget of $475,000 for Design has been established. The actual funding amount needed to address the selected infrastructure priorities is intended to be determined by the Phase 100 study.

Schedule:

The DNR wishes to construct any east chair lift renovations and/or improvements during either the 2024 or 2025 construction season. The project funding is provided by Federal Funding sources requiring obligation (encumbered in an executed construction contract) by Dec. 31, 2024, and complete expenditure (all PSC and Contractor pay requests satisfied} by Dec. 31, 2026.

Occupancy:

The State Parks will remain open to the public throughout the information gathering, study, design, and construction phases. A portion of the site will be closed, as required, during construction. Field work by the PSC and construction scheduling must be coordinated with the DNR in advance to minimize disruption to their operation of the project site.

SERVICES REQUESTED:

The Professional Services Contractor (PSC) shall provide Phase 100 Study services for the project. The PSC shall include any required Phase 200 Program Analysis and 300 Schematic Design tasks necessary to complete the study.

Professional Services shall include, but are not limited to, the following:

1. Proposed Outline for Phase 100 Study A. Index B. Background / summary of issue / purpose of study C. Scope Item 1 – East Chair Lift System

i. Interview agency to understanding capacity and operational goals for public use

ii. Perform condition analysis and functionality analysis of all components

a. Identify any unsafe conditions

b. Identify any non-compliant components

c. Identify any improperly assembled components

d. Identify any issues cited by LARA requiring corrective action. Identify

LARA correction action timetable.

e. Provide report on conditional assessment of all components

f. Provide report on functional assessment of all components.

g. Develop priorities for component replacement based on either functionality or condition or both.

h. Develop cost estimates for replacement.

iii. Perform structural analysis and loading analysis of components

a. Foundations

b. Towers

c. Sheaves

d. Structural support arms

e. Cables/rope

f. Chairs

g. J hooks

h. Grips

i. Bull wheels

j. Drives

k. Braking systems

l. Other areas – as recommended by PSC

iv. Perform analysis of supporting utility capacity and adequacy

v. Perform regulatory analysis

a. What are key regulations the DNR needs to meet with our lift system?

Current regulations versus where regulations may be going in the future.

b. What items have been cited by LARA requiring corrective action?

c. Are there are code or industry standard concerns that are common within the ski industry or that were found during the inspections of the equipment?

vi. Testing

a. Load testing

b. Brake testing

c. Chair grip testing – to be performed on a minimum of 20% of the chairs and to be coordinated with State Park operations and testing schedules.

D. Scope Item 1 – West Chair Lift System

i. Interview agency to understanding capacity and operational goals for public use

ii. Perform condition analysis and functionality analysis of all remaining intact components

a. Identify any unsafe conditions

b. Identify any non-compliant components

c. Identify any improperly assembled components

d. Provide report on conditional assessment of all components

e. Provide report on functional assessment of all components.

f. Develop priorities for component replacement based on either functionality or condition or both.

g. Develop cost estimates for replacement.

iii. Perform structural analysis and loading analysis of components

a. Foundations

b. Towers

c. Structural support arms

d. Cables

e. Chairs

f. Drives

g. Braking systems

h. Other areas – as recommended by PSC

iv. Perform analysis of supporting utility capacity and adequacy

v. Perform analysis of what intact elements are suitable for replacement versus what intact elements are missing or obsolete

a. Foundations

b. Towers

c. Drives

d. Cables

e. Chairs

f. Support structures

g. Supporting utilities

h. Etc.

vi. Perform regulatory analysis

a. What are key regulations the DNR needs to meet with a proposed lift system? Current regulations versus where regulations may be going in the future.

b. Are there are code or industry standard concerns that are common within the ski industry or that were found during the inspections of the equipment?

vii. Develop a minimum of 3 options for establishing (or re-establishing) a west chair lift

a. Description of each option

b. Advantages and disadvantages of each option

c. Cost estimates for each option

d. Recommendation by PSC for which option DNR should select.

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.

1. The PSC shall demonstrate in their proposal appropriate project experience relevant to the work described/requested in the Project Statement and/or RFP.

2. Travel reimbursements and billing rates shall be in accordance with the DTMB Billable Rate

Professional Services Contract.

3. PSC shall detail all labor required for each phase.

a. PSC shall provide clear documentation of the number of meetings proposed during the study phase and during the design phase and indicate which meetings, if any, will need to be on-site.

b. PSC shall detail the number of site inspections anticipated during the construction of the project in their proposal.

c. The PSC shall detail the anticipated number of construction progress meetings anticipated during the project in their proposal. PSC shall assume that construction progress meetings will occur concurrently with some of the aforementioned site inspections.

4. PSC shall detail all reimbursable expenses for each phase. PSC must include the following services in their proposal. Please reference the ALLOWANCES section for allowance amounts to be included for items listed below.

a. Phase 100 Design Services

i. List and include all field services and testing required for the proper design of the project as reimbursable expenses.

1. A site survey and topographic survey for the areas of project work

2. Soil probes, or soil borings as required for determining extent of bedrock and/or soil conditions associated with replacement of utilities or proposed foundations.

ii. List and include all reimbursable expenses for plan review by LARA. This shall include application preparation, submission, and application fees.

iii. List and include any additional permitting or testing anticipated to be required as reimbursable expenses.

1. Load testing

2. Brake testing

3. Chair grip testing

iv. List and include any other anticipated reimbursable expenses in the respective phase(s).

ALLOWANCES:

Identify and itemize all reimbursable and travel expenses in the PSC Cost proposal as allowances. The allowance amount shall include the expenses for the scope of work indicated (permit fees, plan review fees, materials testing, effluent testing, etc.) as well as the PSC staff labor to perform the scope of work indicated for each respective allowance (i.e. PSC staff time spent filling out an application for plan review or collecting samples for hazardous materials testing would be included in the allowance). If the PSC feels the allowances listed are not adequate to cover their expenses and staff time for any allowance, the PSC shall state so in their proposal and include the additional amount they feel is needed to adequately complete the scope of work for the respective allowance.

PSC shall include the following as reimbursable expense allowances in their proposal:

1. $2,000 reimbursable allowance for plan review and permit applications for completion of the following tasks:

a. LARA BCC Application for Plan Examination

2. $7,500 reimbursable allowance for site survey, and topographic survey

3. $7,500 reimbursable allowance for soil borings and soil sampling

PSC may include the following as reimbursable expense allowances in their proposal:

1. Any additional anticipated permit applications – PSC shall identify the specific additional permit(s) required and include a “permitting” allowance for the amount they determine necessary.

a. LARA Plan review

2. Any additional testing anticipated to complete Phase 100 Study – PSC shall identify the specific additional testing required and include a “testing” allowance for the amount they determine necessary.

3. Any other miscellaneous expenses – PSC shall identify the specific miscellaneous expenses required and include a “miscellaneous expenses” allowance for the amount they determine necessary. The miscellaneous expenses shall be allowed reimbursable items per the PSC contract.

ADDITIONAL REQUIREMENTS:

1. Timely minutes from all meetings will be required per the PSC contract.

2. PSC to follow DTMB naming convention of DTMB file number / project name / Y (contract) number / subject on all project documents.

3. PSC shall provide sufficient back-up on all invoices for reimbursable expenses.

4. PSC shall provide a progress summary e-mail to the project team every two weeks. Each progress summary shall document the prior two-weeks’ progress by the PSC and display the initial project schedule and current schedule status.

ATTACHMENTS: (highlighted items are not attached but will be provided to attendees of pre-proposal meeting)

1. Maps

a. 1A – Map of Porkies Ski Hill

b. 1B – Map of Porcupine Mountains Wilderness State Park

2. East Chair Lift

a. 2A - L-128 Ski Hill Renovations demolition grading

b. 2B - L-130 Ski Hill Renovations

c. 2C - L-133 Top Assembly and Profile Triple Chair

3. West Chair Lift

a. 3A - E-122 Double Chair Ski Lift

b. 3B - E-123 chair lift

c. 3C - E-124 Ski Slope Clearing

d. 3D - E-126 Ski Tow Motor Conversions

4. Miscellaneous documents

a. 4A - U-1, Utilities 1983

b. 4B - E-104 Topography Map

c. 4C - L-98 set Topo Index sheet #2

d. 4D - L-99 Topography set #3

e. 4E - L-99 Topography set #1

f. 4F - L-99 Topography sheets set #2

g. 4G - L-121 Ski Area Development

h. 4H - L-122 Ski slope improvements

i. 4I - R-30 Topographic Sheets

Please NOTE:

• Proposal responses MUST be uploaded to SIGMA VSS. Please enter the total cost for all phases as the bid amount.

• Firms should only submit one (1) attachment (being less than 6 MB) for proposal submission. The attachment is to be the technical and cost proposal combined.

• 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.

mailto:sigma-procurement-helpdesk@michigan.gov mailto:WatrosA@michigan.gov mailto:KleinD4@michigan.gov

NIGP CODES

90607, 90657, 90672, 92533

DESIRED SCHEDULE OF WORK

MDNR wishes to have Phase 100 completed by December 11, 2023. Please provide a detailed Phase 100 development schedule (including key tasks and milestone dates) with the PSC Proposal.

ACCEPTING RFP QUESTIONS UNTIL:

Please do not submit online questions via SIGMA VSS. ALL questions should be emailed to Tom Pawlowski at pawlowskit@michigan.gov address no later than 5:00 p.m., Eastern on May 22,2023.

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 (DHHS, 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:pawlowskit@michigan.gov