Dixfield, Engineering RFP - Common Road Rebuild

Start Date: December 11, 2024
End Date: January 10, 2025
Type: Requests for Proposals (RFP)
Phone: 207-562-8151
Email: [email protected]

Town of Dixfield
Request for Engineering Proposal
Common Road Reconstruction Project

I. SUMMARY
The Town of Dixfield is requesting proposals from qualified surveying and engineering professionals 
to provide survey and design services for the planned reconstruction of Common Road.
Proposals will be received until 12:00 pm, Friday, January 10, 2025; addressed to TOWN OF DIXFIELD, 
PO Box 808, DIXFIELD, MAINE 04224, ATTN: TOWN MANAGER.

More specific information concerning the proposed project and proposal submittal guidelines follow:

One signed original and one electronic copy of the proposal shall be enclosed in an opaque, sealed 
envelope marked with the project title and name and address of proposer. If the proposal is sent 
through the mail or other delivery system, the sealed envelope shall be enclosed in a separate 
envelope with the notation “Common Road – Surveying and Engineering Services Proposal Enclosed” on 
the face thereof.

It is expected that each respondent will become thoroughly acquainted with the project prior to 
preparation of a proposal. Consultants should demonstrate the professional, technical expertise 
necessary to accomplish the project.
II. SCHEDULE

A. Submittal of proposals due: Friday, January 10, 2025
B. Anticipated award of contract: Monday, January 13, 2025

C. Completion of Items 1-4 of the scope of services: November 30, 2025
III. PROPOSAL ORGANIZATION

Proposals should be organized in a clear and concise manner. Proposal lengths should be as short as 
practical and all material included should be germane to the project. In no case shall the entire 
proposal package exceed five (5) pages. All drawings or documentation in support of the proposal 
must be complete at the time of submittal.
Town of Dixfield Request for Engineering Proposal
Common Road Reconstruction Project

A. Approach

Briefly describe the proposed methodology used to complete the project. The descriptions should be 
clearly expressed and should reflect the major, individual elements of the overall effort, set out 
as tasks to be accomplished. The SCOPE OF WORK should be logical, reasonable, and should indicate 
an understanding of the proposed project goals.

B. Schedule and Deliverable Products
A schedule should be included which represents the consultant’s reasoned estimate of the time 
required for completion of each task. The schedule should be related to the SCOPE OF WORK. 
Deliverable products should be discussed and approximate submission dates included on the schedule.

C. Project Management
The responsibilities of each member of the project team should be discussed with detail being given 
to the project manager and other design, supervisory, or key project team members who should 
possess the experience; education, background, and record of accomplishment appropriate to carry 
out the tasks identified in the SCOPE OF WORK. Discussion should be limited to the education, 
experience, and projects pertinent to the subject project.

D. Team Experience
Briefly describe the type of firm or firms comprising the project team and briefly explain areas of 
technical competence. Give specific examples of only related past projects annotating those 
projects that parallel this proposal. The satisfactory completion of similar projects of equal size 
and complexity will be an important element in the proposal’s evaluation.
Include information on all subcontractors that will be used. The Town reserves the right to approve 
or disapprove the use of any or all subcontractor(s).

IV. FEE PROPOSAL

The proposers will provide in a separate sealed envelope a fixed fee proposal as required to 
achieve the SCOPE OF WORK. Rate sheets, as well as travel/per diem costs are to be included in the 
fee proposal.

V. EVALUATION

Proposals will be evaluated on a qualitative basis referring to the requirements listed in 
“Proposal Organization” and the fee. Consideration will also be given to the overall value offered 
and the proposed schedule.

VI. BACKGROUND INFORMATION

The Town of Dixfield is seeking to reconstruct the entirety of Common Road. Common Road is a paved 
road of varying width and is approximately 3.2 miles in length. The funding for the surveying and 
design services will come from the Town of Dixfield.
Reclaim or full depth construction as served by road condition.

VII. SCOPE OF WORK
The Town of Dixfield is seeking proposals from qualified firms to:
1. Perform all surveying necessary to develop plans for road reconstruction.

2. Prepare construction and bid documents for the reconstruction of the roadway to incorporate good 
engineering standards for the roadway, shoulders, and drainage. Conceptually, subject to right of 
way and/or topographic conditions, the Town seeks a 2- lane paved road with 3 foot wide shoulders 
on each side of the roadway.
3. Identify any environmental permitting requirements and any Maine DOT requirements

4. Construction Cost Estimate – The Town will need a construction cost estimate
5. Bidding Services, Contract Administration, and Construction Monitoring (if requested).

Other Provisions

The Town of Dixfield reserves the right to retain all proposals submitted and to use any ideas in a 
proposal regardless of whether that proposal is selected. The Town of Dixfield reserves the right 
to award a contract to the firm which is perceived to offer the greatest contribution to the 
success of this project and best fulfills the Town of Dixfield's needs.
The Town of Dixfield reserves the right to reject any or all proposals, to waive any technicalities 
in proposals received, to negotiate, and to accept the proposal, which shall be in the Town’s best 
interest.

Insurance – Proof of professional liability coverage is required. Applicants shall indicate their 
ability to provide proof of coverage for the following minimum insurance requirements:
a. General Liability coverage of $1 million per occurrence and $2 million in the aggregate;
b. Motor vehicle liability coverage of $1 million combined single limit;
c. Proof of workers’ compensation coverage;
d. Professional errors and omissions coverage of $1 million.
e. If awarded the contract, the Town of Dixfield shall be named both Certificate holder and 
Additional Insured for General Liability and Auto Liability

Confidentiality – Proposals received by the Town shall become a matter of public record, subject to 
public inspection, except to the extent, which an applicant designates in writing, proprietary data 
to be confidential and submits that data under separate cover, such information may be held from 
public inspection, as provided in Maine law: 5 MRSA §§ 13119-A and 13119-B.
Submission of a proposal indicates acceptance of these conditions contained in the request for 
proposals.

Site Visit/Questions – Requests for site visits or questions concerning this project can be made to 
Alicia Conn, Town Manager, via email to [email protected] or telephone at
(207) 562-8151.