PROFESSIONAL CONSULTING SERVICES RFP 032027

REQUEST FOR PROPOSALS
FOR
PROFESSIONAL CONSULTING SERVICES
RFP 032027
Town of Scarborough
P.O. Box 360
259 U.S. Route One
Scarborough, Maine 04070-0360
Released on July 16, 2026
Proposals Due on August 10, 2026

Section 1 OVERVIEW
The Town of Scarborough seeks proposals from professional consulting firms with experience to
assist the Town's Planning, Public Works, and Engineering & Technical Services Departments
with a variety of services required by the Town of Scarborough, as needed. The services desired,
include the following specialties:
A. General Engineering Services, including civil engineering, stormwater systems, and site
and subdivision development review.
B. Construction Inspection Services.
C. Environmental Engineering and/or scientist services for various needs including wetland
delineation, vernal pool assessments, MS4 General Permit requirements, watershed
restoration, and brownfields site technical assistance.
D. Landscape Architecture Services.
E. Structural Engineering Services, including design, analysis of existing structures, and
review of proposed new structures.
F. Climate Resilient Modeling and Design, including road and culvert design, dune
restoration, and nature-based solutions.
G. Energy Distribution Design and Review.
The Town expects to select up to two (2) firms for General Engineering Services (A). The Town
expects to select one (1) firm in each of the listed specialties, but may not appoint any if the firm
selected for general engineering services has sufficient in-house expertise to provide any of the
services outlined in B through G. The exact number of firms selected will be determined
depending on the quality, range of strengths, and responsiveness of the proposals received.
Firms seeking to provide General Engineer Services (A) which have in-house strengths in any of
the specialties B through G, should indicate in their Transmittal Letter (as outlined in Section 4)
whether they would like to be considered for those specialties if they are not awarded the General
Engineering Services contract. The Town discourages team submissions that include multiple
firms under one proposal. Individual firms should submit under separate cover, providing their
individual experience and expertise.
The qualified firms shall provide consulting services on an "on-call" basis for projects to be
determined during the term of the contract. The contract will be a minimum of a 4-year term.
Section 2 SCHEDULE OF EVENTS
This request for proposals will be governed by the following schedule:
Release of RFP July 16, 2026
Deadline for Written Questions July 28, 2026
Proposals Due August 10, 2026
Review of Proposals August 10-20, 2026
Interviews for top qualifying firms August 24-27, 2026
Final Evaluation by Selection Committee September 3, 2026
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Section 3 SCOPE OF WORK
A. General Engineering Services
In general, the Consultant shall perform engineering services on an "on-call" basis for
projects assigned by Town staff. For General Engineering Services as outlined in Section
1, the scope of work for any one project may involve all phases of project development
with input from multiple departments, and includes, but is not limited to, the following:
Preliminary Engineering
Prepare base maps in AutoCAD, preliminary layouts, estimates of probable costs and
alternatives as requested.
Prepare engineering details and calculations.
Prepare Engineer's Opinion of Costs.
Present alternatives and provide recommendations and analyses of the advantages
and/or disadvantages of each.
Construction Documents
Prepare engineering designs, calculations, plans, specifications, cost estimates, and
contract bidding documents. The Town shall review the plans and construction
documents at the following stages: Preliminary Engineering, sixty percent (60%);
ninety percent (90%), and final engineering, or as specifically required by Town staff.
All project calculations, supporting/reference information, correspondence, photos,
electronic files, etc. shall be provided to the Town with the final submittal or upon
request.
Drawings shall be prepared in standard engineering scale using AutoCAD 2017, or a
compatible version. All drawings shall be scaled in feet and have their bearings based
upon NAD83, Maine State Plane West, and vertical datum NAVD1988.
Permits
Assist the Town in obtaining approvals (and environmental permits as required) from
applicable agencies, including State and Federal.
In addition to all necessary documentation, mapping, and applications, at a minimum
the Consultant shall provide the following: necessary correspondence/responses,
attend meetings, and site visits as required.
Construction Administration Services
Prepare bid documents and contracts
Facilitate bid process, including, but not limited to assisting Town staff in answering
bidder's questions, attend pre-bid conferences, site walks, bid opening, issuing
addenda, and prepare the bid tab and award notification.
Attend pre-construction meetings.
Administer requirements as necessary under funding source requirements, such as
State or Federal standards.
Provide electronic as-built plans to the Town.
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Peer Reviews
Review subdivision and site plans and other related projects, including preparation of
written memorandum and letters that confirm compliance with municipal ordinances,
regulations, checklists, and accepted planning and engineering design practices.
Participate in staff/developer meetings as necessary to answer questions or further
discuss written engineering review comments on active or pending projects.
Provide written engineering review to the Planning Board as directed by Planning staff.
Based on Planning Board submission deadlines, comments are expected to be
received no later than four (4) business days prior to scheduled meetings. Written
engineering reviews shall be transmitted in electronic format via email.
B. Construction Inspection Services
Attend Pre-construction and construction meetings with contractors.
Conduct field inspections of development projects as coordinated in preconstruction
meeting or as requested by the Town Engineer. Procedures for inspections should be
followed as outlined in the Town's Stormwater Management Plan.
Review and comment on as-built drawings to confirm compliance with Town
Ordinances, Town Standards, and acceptable industry standards.
Review and comment on reduction requests for performance guarantees.
Perform other related engineering services as requested.
C. Other Services
The remaining professional services listed under Section 1, C through G will be
determined as needed based on projects and initiatives to be implemented through
municipal departments. Such services may include, but are not limited to: peer reviews,
design, project planning, and technical assistance.
Section 4 SUBMISSION REQUIREMENTS
All proposals are due and must be delivered to the Scarborough Clerks' Office at Town Hall
located at 259 U.S. Route One, Scarborough, Maine on or before August 10, 2026 by 2:00pm.
Proposals submitted late will not be considered or accepted.
Each Respondent must submit five (5) copies of the Proposal, plus an electronic version. One
Proposal Fee, which includes hourly rates of appropriate staff, shall be submitted under a
separate sealed envelope contained within the Respondent's sealed proposal. Proposals
submitted must be clearly marked: Request for Proposals for Professional Consulting
Services.
Proposals must be addressed and delivered to:
Town of Scarborough
Clerks' Office
Attention: Kristen Barth
P.O. Box 360
259 U.S. Route One
Scarborough, Maine 04070
Hand delivered proposals will be date/time stamped/signed by the Town Clerk. Normal business
hours are Mondays-Thursdays 7:00 am to 5:00 pm, excluding holidays. The Town will not be
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liable to any Respondent for any unforeseen circumstances, delivery or postal delays.
Postmarking on the due date will not substitute for receipt of the proposal. Each Respondent is
responsible for submission of their Proposal.
A Proposal will be disqualified if the Hourly Rate Fee Proposal is not contained within a
separate sealed envelope.
All questions must be in writing and submitted to Kim Morrison by July 28, 2026 at the
following email: kmorrison@scarboroughmaine.org
In order to establish a uniform review process, it is requested that proposals be organized in the
following manner:
1. Title Page
a. Show the proposal subject, name of firm, local address, telephone number, name
of primary contact person, and date.
2. Table of Contents
a. Include a clear identification of the materials by section and by page number.
3. Letter of Transmittal
a. Limit to one or two pages. This letter should briefly state the Respondent's
understanding of the work to be done and give details of Respondent's anticipated
project approach and plan review timetable.
b. Specify which engineering service the Respondent is proposing to provide to the
Town of Scarborough.
4. A brief summary of experience of individual(s) who will be working with the Town of
Scarborough, with respect to the specific services being provided. Include a list of recent
projects designed by the individual(s), a list of projects reviewed by the individual(s), and
a list of projects inspected by the individual(s). Particular attention should be paid to the
last 5 years experience with municipal projects.
5. A Capabilities Statement, which includes the core services the Respondent can provide
both from a municipality aspect and from other industries. Topics that should be
addressed should be the elements under Section 3, Scope of Work.
6. A brief assessment of the Respondent's construction administration experience, including
both construction inspections and field observations.
7. Names and qualifications of key individuals who will be responsible for conducting the
design, plan review, and inspections, as well as the primary point of contact, including
registrations, licenses, and certifications. Prior municipal experience and willingness to
provide exclusive services to the Town within municipal boundaries should be highlighted
in this section. The Town's preference is for exclusive services within Scarborough,
however the ability for firms to represent private clients on a limited basis will be
considered.
Note: The key individuals identified in the proposal are considered by the Town to be
essential to the work being performed under the contract. Prior to changing key individual
roles and responsibilities, or adding new key individuals to the contract with the Town, the
Respondent shall notify the Town in advance and shall submit justification in sufficient
detail to permit evaluation of the impact on the program. No change or addition of new
personnel shall be made without the Town's written consent.
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8. List five (5) references of past clients, including primary contact's name, title, address,
phone number, email address, and last project name and date that the Respondent
worked on with the reference contact.
9. A statement confirming that the Respondent can accommodate the anticipated variable
workload, which will be on an "on-call" basis.
A Fee Proposal shall be submitted in a single separate sealed envelope with the proposal.
Any proposal not complying with this requirement may be subject to disqualification.
a. Fee Proposals are to include schedule/hourly rate for all personnel/positions who
will be assigned to this contract as well as travel time rates and mileage.
b. Include in Fee Proposal any miscellaneous fees and charges, such as postage,
printing, etc.
c. The Fee Proposal may be adjusted after negotiations with the Town and prior to
signing a formal contract, if necessary.
d. The Fee Proposal shall indicate the markup for subcontractor services.
Section 5 EVALUATION CRITERIA
The Town of Scarborough's evaluation and selection process is a Qualifications-Based Selection
(QBS) for professional services. The Town of Scarborough may use some or all of the following
criteria in its evaluation and comparison of proposals submitted. The criteria listed are not
necessarily an all-inclusive list. The order in which they appear is not intended to indicate their
relative importance. The ranking will consist of the proposals based upon a maximum of 100
points, as follows:
1. Experience / Qualifications (30 points maximum)
a. Based on information provided in Section 4(4) outlined above.
2. Capabilities (15 points maximum)
a. Based on information provided in Section 4(5) outlined above.
3. Personnel Qualifications (25 points maximum)
a. Based upon information provided in Section 4(7) outlined above.
4. References (15 points maximum)
a. Based upon information provided in Section 4(8) outlined above.
5. Workload Availability (15 points maximum)
a. Based upon information provided in Section 4(9) outlined above.
Fee Proposals will be opened after the selection process has been completed.
Section 6 SELECTION
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A Selection Committee, consisting of Town of Scarborough staff, will evaluate the information
provided, and rate each Respondent by the criteria indicated in Section 4 and 5. The Selection
Committee will administer the selection procedure including any necessary negotiations.
Based upon this review, the Selection Committee may select one, some or all Respondents for
interviews. Should interviews be conducted, the person who will be responsible for managing the
contract must be present at the interview. The Committee may request that other identified key
personnel be present also.
Section 7 STANDARD TERMS AND CONDITIONS
The Town of Scarborough reserves the right to amend this RFP prior to the proposal due date.
All amendments and additional information will be posted on the Town website:
www.scarboroughmaine.org. The Town reserves the right to waive any informality in proposals,
to accept the proposals or portions thereof, and to reject any and all proposals, should it be
deemed in the best interest of the Town to do so. Nothing in this document shall require the Town
of Scarborough to proceed with Engineering and/or any of the identified services. The Town
reserves the right to substantiate Respondent's qualifications, capability to perform, and
availability and past performance record.
The cost for developing the proposal is the sole responsibility of the Consultant. All proposals
submitted become the property of the Town.
The apparent successful firm will be required to sign a Professional Services Contract. Prior to
award, the apparent successful firm may be required to enter into discussions with the Town to
resolve any contractual differences. These discussions are to be finalized and all exceptions
resolved with one (1) month of notification. If no resolution is reached, the proposal may be
rejected and discussions may be initiated with the second highest scoring firm. The Town may
extend the one (1) month timeline if it is deemed appropriate.
The duration of the contract shall be through July 1, 2030. The Town solely reserves the right to
negotiate an additional three (3) year renewal with the selected consultant. The Town shall
announce its intention prior to the end of the contract period. Pursuant to Scarborough Town
Code, the Town reserves the right to cancel any contract immediately for cause, or for
convenience on thirty days prior written notice to the contracted firm. The Town also reserves
the right to include in the contract for services other terms and conditions not specifically set forth
herein, including but not limited to terms and conditions required by non-Town funding sources.
The Town reserves the right to cancel the contract if any key personnel changes or additions are
not agreed upon in writing.
The Town reserves the right to approve subcontractors. All work performed under contract to the
Town becomes the property of the Town in the format specified by the Town.
A Certificate of Insurance is required from all consultants, contractors and vendors doing busy
with the Town of Scarborough. Within two (2) weeks of the Notice of Award, Consultant must
submit a Certificate of Insurance naming the Town of Scarborough as "additional insured." Failure
to furnish the required certificate within the required timeframe may result in the proposal being
rejected.
The successful Consultant(s) selected shall agree to defend, indemnify and hold the Town
harmless from any and all claims, demands, suits, causes of action and judgments arising from
or related to Consultant's performance, including claims of professional malpractice or
negligence. Such indemnity shall include the Town's reasonable attorneys' fees as well.
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The above referenced indemnity shall be in addition to and as a complement to the below
described insurance coverage, which coverage is a mandatory requirement of this RFP and any
award hereunder.
Specifically, the successful Consultant(s) shall provide the following coverage(s) and amount(s).
Commercial General Liability $2,000,000.00
Automobile Liability $2,000,000.00
Workers Compensation $1,000,000.00
Errors and Omissions $2,000,000.00
Umbrella Coverage $2,000,000.00
All policies shall be underwritten by companies licensed to sell insurance in Maine and who are
rated A+ or better by AM Best Company. Self-insurance pools or trusts are not an acceptable
substitute for the referenced commercial coverage.
Those firms or entities who wish to limit their proposals to one or more specialty categories (B-E)
may propose alternate coverage levels, but the Town will consider such reduced coverage when
making any award hereunder. Any such alternate coverage proposal must still contain at least a
$1,000,000.00 umbrella policy naming the Town as an additional insured.
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