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Town of Wilmington

South Main Street Streetscape Project

I.                 Project Background

The Town of Wilmington received a Downtown Transportation Grant through the Vermont Agency of Commerce and Community Development for the South Main Street Streetscape Project.  The project is 358 linear feet of sidewalk on the east side of the town maintained road, which runs one block from the Town’s main intersection of Routes 9 & 100 to the Pettee Memorial Library (4-16 South Main Street).  The existing 4-foot-wide sidewalk is in very poor condition with crumbled concrete and curbs. The proposed project would create where possible in the narrow corridor 41/2 to 5-foot-wide concrete sidewalk and vertical granite curbing.  Pedestrian scaled LED street-lighting will also be placed approximately every 75 feet with a style in keeping with the towns historic character. Additionally, a new crosswalk will be installed at the planned curb extension crossing South Main Street, as a linkage to the trails system.  ADA compliant curb ramps will be located at all crosswalks connected to the project area (total 4).  This project greatly improves pedestrian and commuter safety. This streetscape project is the third in a prioritized series as outlined in a scoping study completed by Dubois & King. This scoping study determined that there were no significant project design challenges.


Responses to this RFP should consist of the following:

A.)   A technical proposal consisting of:

1.         A cover letter expressing the firm’s interest in working with the Town of Wilmington 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.

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

4.               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.

5.               A proposed schedule that indicates project milestones and overall time for completion.

6.               A list of individuals that will be committed to this project and their professional qualifications.  The names and qualifications of any sub-consultants shall be included in this list.

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 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.



The consultant selection will be made by a committee that includes Wilmington representatives; of Wilmington Works (Downtown Designation), Town Road Supervisor, Town Economic Development Consultant, and the Town Beautification Committee.  The proposal will be evaluated considering the following weighted criteria:

Maximum           Weighted

Criteria                                                            Weight        Points                 Total

1. Understanding the Scope of Work                          5                      5                      25

2. Knowledge of Project Area                                     2                      5                      10

3. Qualifications/Experience of Proposed Staff           3                      5                      15

4. Availability of Technical Disciplines                         2                      5                      10

5. Past Performance on Similar Projects                    5                      5                      25

6. Reasonableness of proposed schedule and           3                      5                      15

labor hour estimates

The selection committee may elect to interview consultants prior to final selection. The committee will select the consultant on or about November 27, 2017



Consultants interested in this project should submit four (4) copies of their proposal to:

Gretchen Havreluk, Economic Development Consultant

PO Box 217, 2 East Main St

Wilmington, VT 05363


Note:  Electronic submissions are allowed

Technical and cost proposals must be submitted in separate, sealed envelopes or email with the following information clearly printed:

1.               Name and address of prime consultant

2.               Due date and time

3.               Technical or cost proposal

4.               Project name


Proposals should be double-sided and use recycled paper, if possible.  Twin pocket portfolios or other simple, re-usable binding method is recommended.

Questions about the project should be directed to Gretchen Havreluk at the above address or at:

Telephone:     (802) 464-8591 x 117

FAX:                (802) 464-8477


All proposals must be received by the Town no later than 4:00 PM on Monday, November 13,2017.  Proposals and/or modifications received after this time will not be accepted or reviewed.  No facsimile-machine produced proposals will be accepted.

All proposals upon submission become the property of the Town of Wilmington.  The expense of preparing and submitting a proposal is the sole responsibility of the consultant.  The Town of Wilmington reserves the right to reject any or all proposals received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP as in the best interest of Wilmington.  This solicitation in no way obligates the Town of Wilmington to award a contract.


V.         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: 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.

Prior to beginning any work, the Consultant shall obtain Insurance Coverage in accordance with the Specifications for Contractor Services updated August 2014.  The certificate of insurance coverage shall be documented on forms acceptable to the Town.

If the award of the contract aggrieves any firms, they may appeal in writing to the Town of Wilmington Town Manager, PO Box 217, Wilmington, VT 05363.  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 Manager is final.

VI.        Scope of Work

Project development process to include:

Þ    Project kick-off and development of conceptual plans

Þ    Submission of documentation and plans for NEPA process

Þ    Development of preliminary plans

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

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

Þ    Project management during construction


The development of Conceptual Plans through Final Plans, Specifications and Estimates will consist of the following Scope of Work.



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 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.

2.2:      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. Identified rights-of-ways, utilities, natural and cultural resources, and other features affecting the design will be indicated on the plans.

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

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 pdf format. The consultant will develop the construction cost estimate utilizing individual items and unit prices.

Task 4: Resource Constraints

The consultant is expected to identify natural and cultural resources on the project plans to support the municipality in satisfying all permits needed.

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.

4.2:      Historical/Archaeological

The consultant will determine any historical or archaeological impacts and assist in Approval from the VT Division for Historic Preservation.

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.



Task 5: Preliminary Plans

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 Sections
Base Plan with a project centerline and existing ROW information
Cross Sections
Driveway treatments
Drainage details
Erosion Prevention measures and details
Signs and pavement markings
Traffic control plans for motor vehicles and pedestrians
In addition to the preliminary plans, the consultant will develop a revised Engineer’s Estimate.

A submittal to the Town of Wilmington is expected at this stage for review. The plans and estimate will be submitted to The Town of Wilmington 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 the Town of Wilmington for review and approval prior to negotiating with property owners.  Easement language must be consistent with guidance provided by the VTrans ROW section. ROW plans must include all of the elements of preliminary plans with the addition of the following:

·        Right-of-Way detail sheet

·        Property Acquisition Table

In the event that 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.  Final plans will be submitted to the Town of Wilmington 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 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. The Consultant will also provide a “Utility Clearance” that indicates that all necessary utility coordination has been completed.

7.2:      Special Provisions

The Consultant will develop any project special provisions to cover items not contained in the VTrans 2011 Standard Specifications for Construction or those 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 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 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.

·        Bid Documents including instructions to bidders, bid form and all required federal documents.

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 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 January 20, 2004.  This can be found at

Task 9:  Construction Services

The Consultant will provide project management assistance during the construction phase, primarily to answer any design questions that come up.  The consultant will also review any required shop drawing submittals.  It is anticipated that three to five visits to the project site during construction will be required.


Wilmington Streetscape –completed by DuBois & King

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