Project Statement 25061-1.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

491/25061.JBB

PROPOSAL DUE DATE

Thursday, June 26, 2025, at 2:00 p.m., EASTERN

CLIENT AGENCY

Department of Health and Human Services

PROJECT NAME AND LOCATION

Bay Pines Center – Separate Fire Suppression System from Boiler System, Generator install, and PA System replacement

PROJECT ADDRESS

Bay Pines Center 2524 N. 30th Street Escanaba, MI 49829-9208

CLIENT AGENCY CONTACT

Michelle Holloway, Project Manager James Sanville, Physical Plant Bay Pines/Site Contact

TELEPHONE NUMBER

517-281-8323 (cell) 906-789-7374 (Office)

DTMB - DCD PROJECT DIRECTOR

Jeff Barsch, DTMB Project Director Jason Pascoe, DTMB Field Representative

TELEPHONE NUMBER

906-251-0727 906-280-1046

WALK-THROUGH INSPECTION DATE, TIME, AND LOCATION:

6/11/25 @ 10:30am EST Meet in Lobby Bay Pines Center 2524 N. 30th Street Escanaba, MI 49829-9208

MANDATORY (Check box if Mandatory)

PROJECT DESCRIPTION/SERVICES REQUESTED

The Department of Technology, Management and Budget (DTMB) in partnership with the Department of Health and Human Services (DHHS) is requesting Phase 500, 600, and 700 Engineering / Architectural / Construction Administration Services to separate the HVAC from the fire suppression system, replace the existing generator and incorporate a two-way PA System from the existing POD Consoles into each resident’s room within the pod.

Detailed Scopes are listed below:

Project Scope:

1.) Separate the Heating and Cooling system from the Fire Suppression System –

The existing fire suppression system is plumbed into the existing boiler system. This creates an issue when the Fire Suppression must undergo its certifications as part of the boiler system must be drained. The Facility desires the fire suppression system to be revised to a standalone system.

2.) Generator Replacement –

The existing 180 KW Generator has outlived its useful life and needs to be replaced.

The existing Cell doors have electric strikes with key override and the doors default to locked in a power outage if the generator does not start and pick up the electrical load. DHHS has an opportunity to secure generators from other locations within the state. The PSC will review these existing generators to determine if relocation to Bay Pines would meet the facility’s needs.

Consideration of long-term service and parts will need to be considered as part of this step and a formal recomendion to utilize or purchase a new generator as part of the project shall be provided to the team.

3.) Replace the POD PA System –

The existing communication system is outdated, and replacement parts are no longer available.

The facility requests replacement of the existing pod PA Systems to allow 2-way communication between the pod desk and the rooms as well as pod speaker announcements. The Speaker boxes and consoles are open to residents and the replacement system needs to be durable and safe.

Schedule:

DHHS wishes to have the project completed as soon as possible. Professional firms shall provide a proposed design and construction schedule, including LARA/BFS review. Professional firms should also include any additional applicable agency review times in the proposed project schedule. Owner Review time shall be included in the professional design schedule.

Occupancy:

Bay Pines Center will remain open throughout the information gathering, design, and construction phases.

The PSC shall design the project in such a way as to limit the number of shutdowns, closures, and interruptions to daily operations of the facility. Fieldwork by the PSC and construction scheduling must be coordinated with DHHS in advance to minimize disruption to operation of the facilities.

SERVICES REQUESTED:

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 Bid Documents and Construction Administration.

PROPOSAL REQUIREMENTS:

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

1. Phase 500 Final Design and Development of Contract Documents for Bidding

a. Contract Documents shall be created utilizing the current State of Michigan, Department of Technology, Management, and Budget (DTMB), State Facilities Administration (SFA), Design and Construction Division (DCD), DC Spec General Conditions and the Master Spec format.

i. he Contract Documents shall meet the approval of DHHS and DTMB. The Contract Documents shall meet all code and permitting agency requirements as well as accessibility requirements of the Americans with Disabilities Act which incorporates the 2010 Department of Justice’s ADA Standards for Accessible Design.

b. PSC shall provide, at a minimum, virtual design meetings at design kickoff (this could also be scheduled as an onsite meeting) 50%, 90% and 99% completion of Contract Documents. The PSC is responsible for the submittal of 50% and 90% and 99% Contract Documents and estimates for owner review a minimum of ten (10) working days prior to the proposed review meeting dates. 100% review documents shall be provided for owner review, but a 100% review meeting is not required.

c. PSC shall provide construction estimates for owner review at 50%, 90%, 99% and 100%.

Review of the construction budget will be required at the 50% and 90%, 99% design review meetings.

i. PSC shall provide a proposed schedule for design and construction with the RFP response. The PSC should provide active project management and maintain their proposed schedule of tasks and milestones including, but not limited to, critical project tasks such as consultation and other data collection tasks. The PSC’s schedule shall not only itemize and identify the critical project tasks, path, and correlation, but the PSC shall be proactive in identifying and implementing remedial actions necessary to get back on schedule if schedule slippage is encountered. Agency review task durations on the PSC’s schedule should not be considered flexible for gaining back time should schedule slippage occur. PSC shall be responsible for the development of phasing plans and / or a construction schedule recommendation to avoid negatively impacting facility operations. The schedule shall allow for review time by all applicable permitting agencies, including BFS, LARA, and any other required permitting agencies.

d. PSC shall be responsible for posting projects on SIGMA for bid advertisement, performing a pre-bid meeting (in-person meeting), issuing addenda, performing Best Value Bid Evaluations on bidders, and generating PSC recommendations of Contract Award for construction.

2. Phases 600 & 700 Construction Administration

a. A brief description of the anticipated duration of and proposed schedule for construction with an estimated number of site visits for inspection and an estimated number of progress meetings shall be included in the proposal.

b. Phase 600 and 700 Construction Administration Services shall be based on the following:

i. PSC shall manage and run all pre-construction and progress meetings throughout the project duration.

ii. Meeting minutes from each progress meeting and reports from each site visit shall be distributed to the Project Team within five (5) calendar days of the meeting and/or site visit.

iii. Construction meetings will be bi-weekly alternating between onsite and virtual.

iv. Include all staff’s labor and costs required for Phase 600 Office Services. Progress meetings will not always be concurrent with on-site project inspections.

v. Include all staff labor and costs required for Phase 700 Field Services. Assume on-site inspections occur on a once per every two-week basis.

vi. Include all reimbursable costs for Phase 600 Office Services on the Phase 600 reimbursement line item.

vii. Include all reimbursable costs for Phase 700 Field Services on the Phase 700 reimbursement line item.

viii. Coordination with BFS will be required of both the PSC and Contractor.

ix. Coordination with any testing companies will be required of both the PSC and Contractor.

x. PSC is responsible for ensuring accuracy, timeliness and completeness of all closeout documents.

REIMBURSABLE ITEMS: Itemize all reimbursable expenses and allowances in the PSC Proposal as individual line items.

1. List and include all field services, travel expenses, permitting, and testing required for the proper design and construction oversight of this project.

2. Hazardous Material testing, and removal specification and onsite air monitoring during construction:

$10,000 Hazardous Compliance with NESHAP is required –

3. LARA Plan Review: $1,000

4. BFS Plan Review/Coordination: $1,000

5. PSC shall detail any additional reimbursables not specifically listed they deem needed to successfully complete this project.

ADDITIONAL REQUIREMENTS:

1. The PSC shall gather and verify any available as-built information and document the existing site conditions as required to complete the project. This work will occur at an operating juvenile detention center, and work will be located in areas considered to be within the secure perimeter.

Access in all locations is strictly controlled, monitored and may be subject to delays due to both test- and actual-mobilizations by Center personnel that necessitate work shutdown. PSC Team members will be required to undergo a Central Registry and I- Chat background check as required by the facility. Please see the attachments listed below.

ATTACHMENTS:

1. Existing Hydronic System

2. Existing Generator One Line Diagram

3. Photos of Existing Conditions

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

90607, 90630, 90638, 90644, 92507, 92531, 92533, 92539

DESIRED SCHEDULE OF WORK

The Agency requests this study begin as soon as possible upon contract award

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 no later than 12:00 p.m., Eastern on 6/18/2025.

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 (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) mailto:barschj@michigan.gov