Design Engineering Services RFP.pdf

03-03-2026

Windham Bank Stabilization #CA0901 Design Engineering Services RFP

Windham Bank Stabilization Project #CA0901

Request for Proposals

Design Engineering Services

Town of Windham, Vermont

Date Issued: Monday October 26, 2026 Date Due: Monday, November 30, 2026

Contact person:

Mike McConnell

Senior Planner

Windham Regional Commission

139 Main Street, Suite 505 mgm@windhamregional.org

(802) 457-4547, ext. 110

All questions related to this request for proposal shall be addressed to this individual no later than

5 business days prior to the Date Due above.

I. INTRODUCTION

The Town of Windham is requesting proposals for engineering services for a project to construct approximately 10,000 square feet of bank stabilization upgrades along West Windham Road in

Windham, Vermont (see project description in scope of work) funded in part by the Federal

Highway Administration and the Town of Windham, through the Vermont Agency of

Transportation (VTrans) Municipal Assistance Section (MAS).

The project is managed locally by Michael McConnell, WRC Senior Planner and Municipal

Project Manager (MPM). The owner of the project is the Town and the ultimate authority for the design engineering consultant during the project rests with the Town of Windham Selectboard, through its Municipal Project Manager.

Project development must follow the VTrans Municipal Assistance Section (MAS) process.

Questions related to the MAS project development process can be answered by the VTrans

Project Supervisor / Manager Nydia Lugo, Municipal Assistance Section, by phone at (802) 595-

3347 or email at Nydia.Lugo@vermont.gov.

All work will be accomplished in accordance with the following:

• MAS Guidebook for Municipally Managed Projects (found on the VTrans MAS website https://vtrans.vermont.gov/highway/local-projects ).

mailto:mgm@windhamregional.org mailto:Nydia.Lugo@vermont.gov https://vtrans.vermont.gov/highway/local-projects

• MAS Project Development Process flow chart (found on the VTrans MAS website).

• Specifications for Contractor Services (found on the VTrans MAS website).

II. SCOPE OF WORK

The Town of Windham has entered into an agreement with the Vermont Agency of

Transportation to develop a project to design and implement bank stabilization upgrades on West

Windham Road in Windham, Vermont, where the roadway abuts the Cobb Brook (Project

Location Map attached as Appendix A). The project is approximately 10,000 square feet, 225’ long, and 45’ high, from the bottom of the river bank to the road shoulder. The site has experienced severe erosion from storm damage, undermining the integrity of the roadway and causing significant sedimentation in the Cobb Brook (Site Photos attached as Appendix B).

Initial conceptual designs consist of riprapping along the stream bank, vegetated buffering, and a mesh erosion control barrier at the transition from the top edge of the river bank to the road shoulder. The included preliminary designs (Appendix C) were developed in collaboration with

Hammond Engineering and the Vermont Agency of Natural Resources for the purposes of preliminary scoping for the project. The Town is not committed to this design plan and is seeking a range of alternatives to be explored in the design phase.

This project is funded in part by the Federal Highway Administration and the Vermont Agency of Transportation. Accordingly, all aspects of project development, from developing a purpose and need statement to constructing the project, must conform to federal and state regulations.

In general, the scope of this project will follow the Project Development Process used by the

VTrans Municipal Assistance Section as follows:

• Project kick-off meeting, development of conceptual plans and associated public meetings for comments.

• Submission of documentation and plans for NEPA process.

• Development of preliminary plans.

• Develop Right of Way (ROW) plans, if necessary, and assist with ROW documents.

• Develop contract plans, technical specifications, final engineer’s estimate and bid documents and assist with the bidding process.

• Assistance during construction.

Consultants should note that general guidance, templates and other relevant design information can be accessed on the MAS SharePoint site found at:

https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/SitePages/MAB-LP.aspx

The development of Conceptual Plans through Contract Plans, Specifications and Estimates will consist of the following Scope of Work phases and tasks:

https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/MAB%20Documents%20Library/MAB%20Process%20Flowchart.pdf https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/SitePages/MAB-LP.aspx

Phase A- PROJECT DEFINITION

Task 1: Project Kick-off

The consultant will convene a project kick-off meeting to discuss the goals and objectives of the municipality and define the project development process. The VTrans project Supervisor /

Manager will be a participant in this meeting and will provide an overview of the typical project development schedule for locally managed projects. The Consultant will discuss the project schedule and arrange to collect all information relevant to the project, including all existing project files, underground utility information, tax maps of the affected properties, etc. The consultant will coordinate and schedule this meeting and take notes to document the discussions and decisions made and to distribute to parties of interest.

Task 2: Topographic Survey and Base Mapping

2.1 Right-of-Way and Deed Information

The consultant is to develop a base map that shows the approximate limits of the existing Right-of-Way. The municipality will provide available roadway plans, land records, property deeds and tax maps on file for the properties within the project limits. The purpose will be to document the property lines and owners within the project limits for subsequent Right-of-Way use. This right of way and property information will be compiled and presented on the plans.

1.2 Utility Location

The consultant shall identify all existing overhead and underground utilities that may be affected by project construction and depict their location on project plans.

2.3 Ground Survey

The consultant will perform the topographic survey for this project in general accordance with

VTrans survey guidelines and requirements. The survey will include enough information to design, permit, acquire Right-of-Way and construct the project.

Task 3: Conceptual Plans

The consultant will prepare Conceptual Plans and a conceptual construction cost estimate for the improvements. The Conceptual Plans will indicate the existing topography and other base information and illustrate the proposed work. The design will be in accordance with the

AASHTO Guide for the Development of Bicycle Facilities, 2024 Vermont Standard

Specifications for Construction, the current editions of the Vermont State Design Standards, the

Public Rights of Way Accessibility Guidance issued by the US Access Board, and the most recent edition of the Manual on Uniform Traffic Control Devices. Identified rights-of-ways, utilities, natural and cultural resources, and other features affecting the design will be indicated on the plans. The basis for project pay items will be the 2024 VTrans Standard Specifications for

Construction. Note that if the project falls primarily within the right of way of a state highway, the plans shall be developed using MicroStation software and shall generally follow the 2014

VTrans CADD Standards and Procedure - http://vtranscaddhelp.vermont.gov/ .

The Conceptual Plans are anticipated to consist of:

• Title Page

• Layout Sheets showing existing and proposed features

• Preliminary profiles

• Approximate right of way lines and construction limits (consultant shall provide supporting information addressing how right of way limits were determined)

• Typical Sections for the proposed improvements

• Cross Sections

Together, these drawings illustrate the information necessary to define the project and will include information such as:

• Roadway, sidewalk and/or path design (Cross Slope, material type, and Thickness)

• New or modified subsurface drainage

• Limits of Construction

• Pavement Markings and signs

• Conceptual Traffic Control (at a minimum, plans shall reference VTrans standard drawings or Typical Applications from the MUTCD that illustrate how work zone traffic will be addressed)

The consultant will submit two full size copies of the Conceptual Plans and construction cost estimate to the municipality, along with one set of the plans and estimate for the Municipality and VTrans in .pdf format. VTrans distributes plans electronically for review and they must be in

.pdf format for this purpose. The conceptual cost estimate must be prepared in a complete and concise tabular format and will be submitted in .pdf format. The consultant will develop the construction cost estimate utilizing individual items and unit prices consistent with the 2024

VTrans Standard Specifications for Construction, including any revisions, supplements or addenda.

The consultant will also submit a written assessment of the possible impacts of the project on existing vehicle, pedestrian and bicycle traffic. Based on the VTrans Work Zone Safety and

Mobility Policy and Guidance document:

• Determine project significance (Project Type - A, B, C or D).

• All Project Types require the design engineer to fill out and submit the Traffic

Management Plan (TMP) checklist to the MAS Project Supervisor / Manager.

http://vtranscaddhelp.vermont.gov/ https://vtrans.vermont.gov/sites/aot/files/highway/documents/workzone/Work%20Zone%20Safety%20and%20Mobility%20Policy%20and%20Guidance.pdf https://vtrans.vermont.gov/sites/aot/files/highway/documents/workzone/Work%20Zone%20Safety%20and%20Mobility%20Policy%20and%20Guidance.pdf

• Depending on significance, the selected firm must be prepared to develop Temporary

Traffic Control (TTC) plans, Traffic Operations (TO) requirements and Public

Information (PI) strategies.

• Submit TMP checklist and supporting documentation with Conceptual Plans.

If traffic control measures, including any needed temporary pedestrian facilities, are needed, their cost shall be included in the project cost estimate.

Task 4: Resource Constraints and CE Documentation

The consultant is expected to identify natural and cultural resources on the project plans to support the municipality in satisfying the NEPA process which is expected to be at the level of

Categorical Exclusion (CE).

4.1 Natural Resource Identification

The consultant will confirm the presence or absence of any known natural resources in the project vicinity and will identify these resources on plans of the project area. Please refer to the

MAS Share point site at https://outside.vermont.gov/agency/VTRANS/external/MAB-

LP/SitePages/Environmental.aspx for a detailed outline of the requirements for Natural Resource

Identification.

4.2 Historical/Archaeological

The consultant will determine any historical or archaeological impacts and VTrans staff will provide concurrence as part of completing the CE. Please refer to MAS Share point site at https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/SitePages/Environmental.aspx for a detailed outline of the requirements for Historical/Archaeological identification.

4.3 Other Permitting and Investigations

The Consultant will determine the need for other environmental permits and will assist the municipality in acquiring all necessary federal, state, and local environmental permits necessary to complete the project. The municipality is generally responsible for any permit fees, although these are waived for some permits.

4.4 Preparation of the Categorical Exclusion Document

Because federal funding is involved with this project, the National Environmental Policy Act

(NEPA) process and requirements must be followed. To meet the requirements of this act, a https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/SitePages/Environmental.aspx

Categorical Exclusion (CE) Document must be completed. The consultant will prepare the

VTrans environmental analysis sheet and supporting documentation will be submitted to VTrans for review and concurrence. VTrans will complete the process with the FHWA.

Phase B- PROJECT DESIGN

Task 5: Preliminary Plans

Once the NEPA process has concluded, the consultant will develop preliminary plans for the project. The preliminary plans will include all the information from the conceptual plans and will add further detail, including any stormwater drainage and required erosion prevention and sediment control measures. The preliminary plans will contain:

• Title Sheet

• Typical Section

• Base Plan with a project centerline and existing ROW information

• Profiles

• Cross Sections

• Driveway treatments

• Drainage details

• Erosion Prevention measures and details

• Signs and pavement markings

• Lighting

• Traffic control plans for motor vehicles, bicycles (if accommodated separately from motor vehicles) and pedestrians including any details not covered by VTrans standard drawings or MUTCD Typical Applications. Submit revised/ updated TMP checklist and supporting documentation with Preliminary Plans.

In addition to the preliminary plans, the consultant will develop a revised Engineer’s Estimate.

A submittal to VTrans is expected at this stage for VTrans review. The plans, estimate and draft

TMP (if applicable) will be submitted to VTrans in a .pdf format. All comments and changes resulting from the review will be addressed by the consultant in the following set of plans.

Task 6: Right-of-Way Plans and Acquisition Process

Using the project construction limits and any anticipated need for temporary rights during construction, the need for additional right of way will be confirmed by the Consultant. They will determine if any additional right-of-way (ROW), including all permanent and temporary easements, beyond the existing ROW is required to construct the project. If the project is in a state highway ROW, it will require a VTrans State Highway Access and Work Permit, and the consultant will work with the town to obtain this permit from VTrans.

6.1 Right of Way Plans

Existing ROW, and all areas of additional ROW, whether temporary or permanent, will be clearly indicated on ROW plans prepared by the Consultant in accordance with standard survey practices. Draft ROW plans and draft easements will be submitted to VTrans for review and approval prior to negotiating with property owners. Easement language must be consistent with guidance provided by the VTrans ROW section.

Easements are typically developed by municipal attorneys, but their content must match information shown on the ROW plans. ROW plans must include all the elements of preliminary plans with the addition of the following:

• Right-of-Way detail sheet

• Property Acquisition Table

If Right-of-Way acquisition is simple and/or does not involve many parcels, it is acceptable to include Right-of-Way information on the project plan sheets.

6.2 Right of Way Coordination

The municipality will be responsible for appraisals, negotiations and completing the acquisitions.

The Consultant will provide assistance and work closely with the municipality throughout the

ROW phase, including any Necessity and Condemnation procedures. ROW acquisition must conform to Public Law 91-646 and 100-17, which together are referred to as the “Uniform Act.”

Task 7: Final Design/Bidding

The consultant will prepare the final construction design of the project. Final Design will include final plans, an updated construction cost estimate, and draft special provisions. These provisions will supplement the VTrans Standard Specifications for Construction (2024) which will serve as the basis for the construction of the project. Final plans will be submitted to VTrans for review and comments. All comments and changes resulting from the review will be addressed by the consultant in the following set of plans. The contract plans will include all information necessary to put the project out to bid.

7.1 Final (85%) Plans

The Consultant will submit Final plans along with an updated listing of items and quantities, and an associated cost estimate for municipal and VTrans review and concurrence. These plans will incorporate all comments and conditions received from permitting agencies. Final utility relocations will be shown. ROW plans (if necessary) showing acquisition lines and any agreements made with property owners will be included. The Consultant will certify through the signature of an engineer registered in the state of Vermont to practice “structural or civil” engineering that these plans and subsequent 100% plans meet all applicable standards, codes and requirements for design and public safety (design certification.) The Consultant will also provide a “Utility & Railroad Clearance” that indicates that all necessary utility coordination has been completed. Submit revised/ updated TMP checklist and supporting documentation with Final

Plans.

7.2 Special Provisions

The Consultant will develop project special provisions to cover items not contained in the

VTrans 2024 Standard Specifications for Construction, and for items that vary from the standard specifications.

7.3 Final Estimate

The consultant will develop a final engineer’s estimate.

Task 8: Contract Plans, Construction Bidding and Award

The consultant will take all the necessary steps to provide the municipality with a complete package which can be put out to bid. The municipality is responsible for the bid advertising process.

8.1 Contract Plans

The consultant will submit Contract (100%) Plans along with an updated list of items, quantities and an associated cost estimate for municipal and VTrans review and concurrence. These plans will incorporate any final changes since the review and acceptance of 85% Plans. These plans will be signed and stamped by the Consultant’s licensed PE.

8.2 Construction Bid Package

Once the Contract Plans are approved, the Consultant will be responsible for assembling the

Construction Bid Package. The complete Construction Bid Package will include all of the following items:

• Complete Contract (100%) plans.

• Construction cost estimate.

• Final utility relocations, clearances, and special provisions.

• Right-of-way clearances and special agreements.

• Construction special provisions.

• All necessary permits acquired, and conditions noted.

• Construction Contract specifications.

• Include Final TMP checklist and supporting documentation in the project bid documents.

• Bid Documents including instructions to bidders, bid form and all required federal documents (Note: VTrans has developed a bid document template that should be used as a starting point.)

8.3 Bid Process

The Consultant will be available during the bidding process to answer any technical questions about the project design. Once bids are opened, the consultant will confirm that all required components of the bid have been submitted. The consultant will conduct an analysis of the bids and will provide a recommendation to the municipality and VTrans on award of the contract after review of the bids. The bid analysis will generally follow FHWA’s Guidelines on Preparing

Engineer's Estimate, Bid Reviews and Evaluation dated October 7, 2021. This can be found at https://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm. Additionally, please refer to the MAS – Recommended Bid Analysis Procedures in SharePoint for detailed instructions.

Task 9: Construction Services

The Consultant shall be prepared to hand off the responsibility for the TMP checklist and supporting documentation to the construction inspector at the pre-construction conference.

The Consultant will provide limited assistance during the construction phase, primarily to answer any design questions that come up. The consultant will also review for conformance any required material and drawing submittals. It is anticipated that three to six visits to the project site during construction will be required.

III. RESPONSE FORMAT

Responses to this RFP shall consist of a separate Technical Proposal and Cost Proposal.

A. A technical proposal consisting of:

1. A cover letter expressing the firm’s interest in working with the Town of Windham including identification of the principal individuals that will provide the requested services.

2. A description of the general approach to be taken toward completion of the project, an explanation of any variances to the proposed scope of work as outlined in the RFP, and any insights into the project gained as a result of developing the proposal.

https://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm

3. A scope of work that includes detailed steps to be taken, including any products or deliverables resulting from each task.

4. A list of individuals that will be committed to this project and their professional qualifications including the names and qualifications of any sub-consultants. The individual’s names, titles and expected duties should be included. Key personnel not specified in the proposal will require the approval of the MPM prior to utilization or invoicing. (Key personnel is defined as individuals or executives that hold critical roles within a project. This includes those that have specialized expertise or knowledge, leadership and accountability, strategic influence and high impact on delivery of the project. Examples include Executives, Senior Managers, Project Managers and

Senior/Lead Engineers or other positions that require special licensing or certifications.)

5. A summary of estimated labor hours by task that clearly identifies the project team members and the number of hours performed by each team member by task.

6. A proposed schedule that indicates project milestones, overall time for completion and public meetings to be held throughout the projected timeline. Federal Aid projects often take at least 4 years from Grant award to construction completion. See the MAS Project

Development Process flow chart at https://outside.vermont.gov/agency/VTRANS/external/MAB-

LP/MAB%20Documents%20Library/MAB%20Process%20Flowchart.pdf for additional information.

7. Demonstration of success on similar projects, including a brief project description and a contact name and address for reference.

Please note that Items 1 – 5 should be limited to a total of 15 pages. Resumes, professional qualifications and work samples are not included in this total.

B. A separate cost proposal consisting of:

1. A composite schedule by task of direct labor hours, direct labor cost per class of labor, overhead rate, and fee for the project. If the use of sub- consultants is proposed, a separate schedule must be provided for each.

IV. CONSULTANT SELECTION

The Selection Committee is made up of 5 members, including the MPM. The Selection Committee will make a recommendation to the MAS Project Supervisor / Manager and the Town Selectboard to award a contract.

https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/MAB%20Documents%20Library/MAB%20Process%20Flowchart.pdf https://outside.vermont.gov/agency/VTRANS/external/MAB-LP/MAB%20Documents%20Library/MAB%20Process%20Flowchart.pdf

The proposal will be evaluated considering the following weighted criteria:

Once the Technical Proposals are discussed and ranked, the cost proposals will then be opened and reviewed for consistency with, and in light of, the evaluation of the Technical Proposals. The selection committee may elect to interview consultants prior to final selection. The Town of

Windham reserves the right to seek clarification of any proposal submitted and to select the proposal considered to best promote the public interest.

The proposal will be evaluated and awarded based on the personnel presented. Should the awarded consultant propose any substitutions to the project key personnel in the future, they must submit a letter to VTrans for review in consultation with the Municipality, requesting approval of such a change.

The committee will select the consultant on or about Monday, June 1st, 2026 to perform the services outlined in the scope of work. The rates that are proposed will be in effect for the complete term of the contract. Also, at that time, a notice of intent to issue the contract to the selected proposer will be mailed to all parties who submitted a proposal.

V. SUBMISSION

Consultants interested in this project should submit their proposal to:

Michael McConnell, Senior Planner & Municipal Project Manager mgm@windhamregional.org

Submit as an electronic submission via e-mail with the technical and cost proposals submitted as two separate files, clearly marked as such, including the project name. Please inform the Contact

Person prior to submission to avoid proposal being relegated to their spam or junk email files.

Review Criteria Weight Maximum

Points

Weighted

Points

Understanding the Scope of Work 5 5 25

Knowledge of Project Area 2 5 10

Qualifications/Experience of Proposed Staff 3 5 15

Availability of Technical Disciplines 2 5 10

Past Performance on Similar Projects 5 5 25

Reasonableness of Proposed Schedule and Labor Hour

Estimates 3 5 15

TOTAL 100

mailto:mgm@windhamregional.org

Proposals and/or modifications received after the date and time due will not be accepted or reviewed.

All proposals, upon submission, become the property of the Town of Windham. The cost of preparing, submitting and presenting is the sole expense of the firm. The Town of Windham reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, or cancel this RFP in part or in its entirety, if it is in the best interest of the Town. This Request for Proposals in no way obligates the Town of Windham to award a contract.

VI. CONTRACTING

The Consultant, prior to being awarded a contract, shall apply for registration with the Vermont

Secretary of State's Office to do business in the State of Vermont, if not already so registered.

The registration form may be obtained from the Vermont Secretary of State, 128 State Street

Montpelier, VT 05633-1101, PH: 802-828-2363, Toll-free: 800-439-8683; Vermont Relay

Service – 711; web site: https://www.vtsosonline.com/online

The contract will not be executed until the Consultant is registered with the Secretary of State's

Office. The successful Consultant will be expected to execute sub-agreements for each sub-consultant named in the proposal upon award of this contract.

The Consultant’s attention is directed to the VTrans’ Disadvantaged Business Enterprise (DBE)

Policy Requirements. These requirements outline the State’s and the consultant’s responsibility with regard to the utilization of DBEs for the work covered in the RFP. It is expected that all consultants will make good faith efforts to solicit DBE sub-consultants.

If the award of the contract aggrieves any firms, they may appeal in writing to the Town of

Windham Selectboard, 5676 Windham Hill Rd, Windham, VT 05359. The appeal must be post-marked within seven (7) calendar days following the date of written notice to award the contract.

Any decision of the Town Selectboard is final.

Prior to beginning any work, the Consultant shall obtain Insurance Coverage in accordance with the Specifications for Contractor Services located on the Municipal Assistance Section website.

The certificate of insurance coverage shall be documented on forms acceptable to the Town.

https://www.vtsosonline.com/online