Project Statement 24242.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 Lansing, Michigan 48909

FILE NUMBER

751/24242.TAP

PROPOSAL DUE DATE

Thursday, April 24, 2025, at 2:00 p.m., EASTERN

CLIENT AGENCY

Department of Natural Resources (Parks and Recreation Division)

PROJECT NAME AND LOCATION

F. J. McLain State Park – Replace Campground Electrical and Day Use Water Systems

PROJECT ADDRESS (if applicable) 18350 State Highway M-203, Hancock, MI 49930

CLIENT AGENCY CONTACT

Douglas Rich, Western UP District Supervisor

Danielle Newman, Western UP Regional Planner

Louise Hunt, Park Supervisor

TELEPHONE NUMBER

C: 906-201-4961 richd@michigan.gov

C: 517-927-0755 newmand6@michigan.gov

C: 906-231-3932 huntl4@michigan.gov

DTMB - DCD PROJECT DIRECTOR

Tom Pawlowski

TELEPHONE NUMBER

C: 517-242-0973 pawlowskit@michigan.gov

WALK-THROUGH INSPECTION DATE, TIME, AND LOCATION:

MANDATORY Pre-Proposal Meeting 1:00 p.m., local time on Tuesday, April 8, 2025, via Microsoft TEAMS.

Interested firms are requested to email the DTMB Project Director, Tom Pawlowski at pawlowskit@michigan.gov no later than 12:00 p.m., on Tuesday, April 8, 2025, to receive the meeting invite.

The email should include names of all attendees and their contact information.

Subsequent site visitation and reconnaissance is highly encouraged but not mandatory. The site is likely still snowed in and access may require snowshoes/skis/etc. The day-use beach building is closed and locked for the winter season and not available for interior viewing without coordination with the Park Supervisor. Access should be limited to the hours the park is open and requires coordination in advance with the Park Supervisor.

Photos are attached

MANDATORY (Check box if Mandatory)

PROJECT DESCRIPTION/SERVICES REQUESTED:

The Department of Technology, Management and Budget (DTMB) in partnership with the Department of Natural Resources (DNR) Parks and Recreation Division (PRD) is requesting professional architectural and engineering services for Schematic Design (Phase 300), Final Design (Phase 500) and Construction Administration (Phases 600 and 700) for the following scope item:

Scope Item #1: Replace the campsite electrical system in the east campground. The existing system serves 82 campsites via 41 electrical pedestals (each pedestal serves 2 campsites). The new system is required to offer 1 electrical pedestal per campsite. For the new system, 20% of the campsites shall receive pedestals which offer 20/30/50-amp service. Given that some of the 82 campsites have been lost due to shoreline encroachment into the campground, the exact quantity of sites having such service will be determined during design but will be less than 20% of 82 (i.e. <16). The balance of the campsites shall offer only 20/30-amp service.

mailto:richd@michigan.gov mailto:newmand6@michigan.gov mailto:huntl4@michigan.gov mailto:pawlowskit@michigan.gov

The design will include evaluating the capacity of the primary electric line serving the transformer and electrical distribution panel as well as replacement of the transformer(s) and distribution panel(s).

The MDNR PRD is requesting professional architectural and engineering services for the Study (Phase 100), Final Design (Phase 500) and Construction Administration (Phases 600 and 700) for the following scope item:

Scope Item #2: Remove the existing below-ground pressure tank and provide new pressure tank(s) in the existing day-use Beach House. This will require alterations and modifications to the existing day-use Beach House. Design and install a ‘test’ potable water well with the plan of developing the well, testing for water quality parameters, confirming a yield in excess of 30gpm and abandoning the existing shallow potable water well and below-grade pressure tank and vault. This will require either limited or complete removal of existing underground water lines and installation of new water lines. Additionally, the DNR desires to have hot water added in the day-use Beach House, including at fixture locations where it is not currently offered such as the lavatories in the restrooms.

BACKGROUND OF ISSUES

Scope Item #1 – The existing campground (CG) electrical system was constructed in 1991 to serve 82 campsites via 41 electrical pedestals. The existing system provides only 20- and 30-amp electrical services.

The existing system is experiencing public safety issues with components within the electrical pedestal melting (receptacles, breakers, and conductors). These performance issues were found to be moderately widespread affecting 20+ pedestals. Once these discoveries were found the CG electrical system was closed to public use.

The system remains closed until the design and construction of a new CG electrical system can be completed.

Scope Item #2 - The existing underground pressure tank, well, and Beach House were constructed in 1971/1972. The underground pressure tank does not comply with the Michigan Safe Drinking Water Act (Act 399 of 1976) and Part 125 of Public Health Code (Public Act 368 of 1978) – Legislation Governing Campgrounds. The day-use Beach House does not currently offer hot water at key fixture locations including lavatories in the restrooms. Limited hot water is currently provided at the concession area and in the pipe alley for use by staff for cleaning purposes. The DNR would like to include hot water for use at pipe alley for cleaning purposes, ideally via a mop sink, and at the lavatories in the men’s and women’s restrooms. The professional should also plan to evaluate the condition of the current hot water heaters at both the concession area and in the pipe alley and prepare recommendations for continued use or upgrades. The DNR prefers that the concession area hot water be separate from the restroom and pipe alley hot water.

SERVICES REQUESTED AND ANTICIPATED OUTCOMES

Scope Item #1 – The DNR is requesting a rapid delivery of the design and bidding of the campground electrical system. Advertising shall be as timely as possible to target more ideal contractor availability and to minimize impacts due to long lead time items. The campground electrical system is anticipated to be able to be directionally drilled due to the widespread sandy soils found at the site, but that will need to be vetted during design. Upgrading and restoring the campground electrical system to safe operational usage is the goal of this project scope.

Phase 300 Services will include:

The PSC shall work collaboratively with the DNR to produce schematic design drawings of the proposed campground electrical system. Complete a detailed topographic survey. Surveying tree locations will be important to aid in the discussion of electrical system routing and pedestal locations while maintaining the generally primary directive of a park to maintain a healthy treescape. The schematic plans will determine which campsites will be 20/30/50-amp and which will be 20/30-amp only. If campsites are anticipated to be lost to ongoing shoreline erosion in the near future, the DNR may wish to eliminate electric service from these sites.

During Phase 300, the PSC shall provide recommendations for sites where electric pedestals may need to be eliminated to minimize future loss to shoreline erosion and/or the proposed plans shall make accommodations for easy elimination of electric service at sites subject to shoreline erosion at future dates. The schematic design will also look at the location for placement of each new campground electrical pedestal and routing of electric lines between campsite pedestals and the distribution panels. The DNR anticipates electric pedestals and routing of lines serving the pedestals will not follow the existing locations and routing due to ongoing shoreline erosion concerns. Further, include analyzing the existing and needed capacity of the primary electrical service to these features to form the basis of design of all supporting services, transformers, and distribution panels.

Following the completion of Phase 300 Services:

The DNR intends to proceed with design and construction of the replacement of the campground electrical system, so the PSC proposal shall include Phase 500-700 Services for this scope. Include any Phase 400 tasks necessary to complete the design of the system and to perform final design in Phase 500. Anticipate that the CG electrical scope item will have its own set of Contract Documents and will be bid separately and constructed at a separate time than the Beach House scope item(s).

Scope Item #2 – A Phase 100 Study shall be performed to spatially and structurally evaluate the existing day use beach building and utility infrastructure and determine the considerations and costs for housing the pressure tank(s), controls for the new well, and replacing and/or adding water heating in this building as outlined below.

Restoring and upgrading the water system for the Beach House to a position of compliance and improved operational function and capacity is the goal of this project scope.

Related to the Beach House building reconfiguration, the Phase 100 Study will look at the following items:

a. Determining placement of the pressure tank(s) and controls

b. Evaluating any structural considerations with the proposed placement of the pressure tank(s)

c. Replacing and/or adding water heater(s) for supporting the existing fixtures at the concession area and replacing and/or adding water heater(s) to support cleaning and handwashing in the restrooms. The study shall include an evaluation of related infrastructure upgrades needed to convert the restroom lavatories to function with hot water and to include a mop sink for cleaning purposes. Note that the concession area currently has two sinks both supported by a water heater serving exclusively that space.

There is hot water in the pipe alley between restrooms utilized by the DNR for cleaning. Lavatories in the restrooms are currently cold water only.

d. Floor plan alterations to accommodate the pressure tank(s), controls, water heater(s), proposed mop sink, and maintenance access to all mechanical and electrical controls needed to operate the building and the well.

e. The study shall consider all mechanical, electrical, and plumbing upgrades needed to support the building modifications and the well.

f. The plumbing for the pressure tank and well shall include pipe insulation, injection ports, sample taps, and pump to waste facilities.

g. Reconfiguration of the Beach House as required to accommodate infrastructure revisions. Ideally, the DNR would like to limit reconfigurations to the pipe alley between restrooms and utilization of the excess dressing booths in the building, but if this is not possible, the DNR will rely on the PSC to provide alternate options during the Phase 100 study. The PSC shall assume the DNR would like to see at least two different options for a building reconfiguration to serve the needs outlined in this scope of work.

Related to the development of a new well, the Phase 100 Study will look at the following items:

During Phase 100, a test well shall be drilled to determine if capacity and water quality requirements will be sufficient to allow this well to wholly replace the existing well or if additional test well(s) will be necessary. The existing well should be properly abandoned (per EGLE requirements). Related to those points, the study shall include the PSC:

a. Developing the basis of design to determine/verify capacity requirements of proposed and existing well.

b. Installing the ‘test’ well. The rationale for calling it a test well is that well drilling at this site has been found in areas to require completing more than one well to establish a well with sufficient yield. The well drilling protocol shall therefore include close monitoring of each test well installation in the light of prior soil boring, well log and ground water level information, and with the contingency to complete additional test wells until enough yield is obtained whether in one well or more than one well in tandem with the others. Ending up with only one well and one pump would be much preferred. Low yield test wells should also be anticipated to need to be properly abandoned (per EGLE requirements).

c. Gathering information necessary for applications/obtaining permits as necessary.

d. Completing test well development.

e. Preparing and executing a plan for pump testing of test well.

f. Preparing and executing a plan for performing bacteriological testing & chemical testing of test well.

g. Capping the ‘test’ well(s).

The study shall include a detailed budget-level cost estimate for the scopes proposed.

Following the completion of the Phase 100 Study:

Assume the DNR proceeds with design and construction of the recommended renovations of the Beach House for placement of the pressure tank(s), controls, water heating, and related infrastructure improvements as well as development of the well(s). Using the capped test well(s) and information gathered during the Phase 100 Study, design all related mechanical, electrical and plumbing upgrades necessary to properly and completely provide the operational outcomes for the building and well. Include in your proposal Phase 500-700 services related to the above scopes. Include any Phase 300 or Phase 400 tasks necessary to complete final design.

Anticipate that the Beach House scope item(s) will have its own set of Contract Documents and will be bid separately and constructed at a separate time than the CG electrical scope.

BUDGET:

The construction budgets for the campground electrical system replacement and the replacement of the well and underground pressure tank (and associated work) have not yet been set. The construction budgets will be determined by the PSC cost estimates at 50% and 90% complete Phase 500 design. Anticipate as usual that upon review of 50% design estimates that funding available will be reviewed by DTMB and DNR and a funding limit will be identified to guide the PSC’s design to 90%, so that the final design is targeted to an amount that can be awarded when bid.

SCHEDULE AND OCCUPANCY:

Provide a schedule for soonest completion of design, with an estimate for the likely duration of construction.

Assume PSC contract award and a kickoff meeting on May 19, 2025. The concessionaire operates from Memorial Day weekend through Labor Day weekend annually. The Park/campgrounds are typically open from mid-May to mid-October. At this time, the DNR has blocked campground reservations for the affected campsites beginning on October 1, 2025, in hopes that the project may move to construction at that time. Consider that campground shutdown due to the reservation system for campsites must be determined not less than 6 months ahead of time, so both scheduling and the ability to maintain a design schedule without slippage will be necessary. If construction is not anticipated to begin in October 2025, the DNR requests that the PSC inform the DNR of this when submitting a schedule with their proposal so that reservations can be opened back up for October 2025. The Park 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 McLain State Park staff in advance to minimize disruption to their operation of the project site.

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. Proposals shall also demonstrate appropriate resources/personnel appropriate to the services required (e.g. electrical, mechanical, civil-site, civil-structural, geotechnical, architectural, survey, etc.).

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 quantity and frequency of site inspections anticipated during the construction of the project in their proposal. Progress site inspections shall involve participation by staff resources appropriate to the work being conducted (e.g. civil for sitework, architect for architectural, electrical designer for electrical work, mechanical designer for HVAC/plumbing work, etc.) for document compliance and for progress payment consideration. PSC is expected to contribute to team success by timely and complete inspections to identify noncompliant work and prevent rework, the length of the ultimate punchlist being the telltale of success or failure.

c. The PSC shall identify the anticipated quantity of construction progress meetings necessary for the project in their proposal. PSC shall provide meeting minutes within 3 business days.

Anticipate that construction progress meetings will occur concurrently with some of the aforementioned site inspections. For days of concurrent meetings, the PSC shall produce both meeting minutes and site inspection reports.

4. PSC shall detail all reimbursable expenses for each phase.

a. PSC must include the following services in their proposal:

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.

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

iii. List and include all reimbursable expenses for SESC plan reviews by DTMB-DCD. This shall include application preparation and submission. DTMB-DCD charges no application fees.

iv. List and include all fee and expenses for EGLE Campground Program’s Application for Campground Construction Permit to modify the existing campground for the construction of new campground electrical system and for modifications to the Beach House for water system

v. List and include all fee and expenses for Local Health Department permit for new potable water well and, if necessary, paperwork/process for well abandonment.

vi. List and include all additional permitting or testing anticipated to be required as reimbursable expenses.

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

Please reference the ALLOWANCES section for allowance amounts to be included for items listed above.

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, test well, test pumping, water samples and 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.

b. EGLE Campground permitting

2. $12,500 reimbursable allowance for ‘test’ well installation including required permitting.

3. $2,500 reimbursable allowance for water samples and testing

ADDITIONAL REQUIREMENTS:

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

2. Allow for a standard 2-week DNR review of the deliverables related to each phase of services.

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

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

5. PSC shall provide a progress summary e-mail to the project team every two weeks during pre-construction phases (i.e. Phases 100-500). Each progress summary shall document the prior two-weeks’ progress by the PSC and display the initial project schedule and current schedule status.

Schedule slippage and remedy for schedule recovery are to be identified as they occur.

ATTACHMENTS:

1. Supporting documents:

a. 1 - Park map

b. 2 - E-111 Well tank and pump (original plans)

c. 3 - Well log - Well ID 31000000370

d. 4 - EGLE correspondences

e. 5 - A-106a Beach House

f. 6 – E-115 Campground electrical and expansion plans (1991 plans for East CG electrical system)

g. 7 – West UP Health Department correspondences (Permit applications and violation notices)

h. 8 - McLain State Park Geophysical Survey - Soil Boring, Well & GW excerpts

i. 9 – Day Use Beach House Photos

j. 10 - USACE Lease Areas at Day Use Area of McLain SP

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 30mb.

• 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

90694, 92531, 92533, 92586, 92588 and 92597

DESIRED SCHEDULE OF WORK

Please provide a detailed design schedule (including key tasks and milestone dates) with the PSC Proposal

ACCEPTING RFP QUESTIONS UNTIL:

Please do not submit online questions via VSS. ALL questions should be emailed to Tom Pawlowski at pawlowskit@michigan.gov address no later than 5:00 p.m., Eastern on Thursday, April 17, 2025.

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