Construction Inspection Services- Exchange Street Multi-Use Path

Middlebury- Exchange Street Multi-Use Path
Middlebury STP BP13(11) & BP15(8)
Request for Proposals
Construction Inspection Services
Town of Middlebury, Vermont
Date Issued: April 13, 2026 Date Due: May 4, 2026 at 11 a.m.
Contact: 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.
Emmalee Cherington, Director of Engineering
echerington@townofmiddlebury.org
(802) 388-4045
I.INTRODUCTION
The Town of Middlebury, Vermont, herein after referred to as the Municipality, is soliciting
Construction Inspection Services for the above referenced project. Construction includes, but is
not limited to, the following: WORK TO BE PERFORMED UNDER THIS PROJECT
INCLUDES GRADING, SUBBASE, CONCRETE SIDEWALK, CONCRETE CURB,
SHARED-USE PATH, DRAINAGE, TEMPORARY CONSTRUCTION FENCING, SIGNAGE
AND RELATED ITEMS FOR A SIDEWALK AND SHARED-USE PATH. TOTAL LENGTH
OF PROJECT IS 3,631 LF.
The project is managed locally by Emmalee Cherington, Municipal Project Manager (MPM).
The owner of the project is the Town of Middlebury and the ultimate authority for the
construction inspection services consultant during the project rests with the Town of Middlebury
Selectboard, through its Municipal Project Manager.
The municipality has also contracted with Bowman Consulting Group, LTD to provide
engineering support during the construction phase.
The project is being developed through the Municipal Assistance Section (MAS) of the Vermont
Agency of Transportation (VTrans). One requirement of locally managed Federal Aid projects is
that the municipality provide the necessary oversight of the construction phase. This oversight
includes inspection and sampling/testing of construction materials. This RFP seeks to hire a
consultant that can provide these services to the Town of Middlebury.
Questions related to the MAS project development process can be answered by the VTrans
Project Supervisor / Manager Jon Lemieux, Municipal Assistance Section , by phone at (802)
498-7064 or email at jon.lemieux@vermont.gov.
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Final plans for this project are available for viewing at the Middlebury Department of Public
Works, 1020 Rt. 7 S, Middlebury, VT. The DPW Office is open Monday through Friday, 7 am to
3:30 pm. Contract plans may be purchased from Blueprints (20 Farrell Street, South Burlington,
VT) at cost. Digital plans can be provided by Bowman. Contact: Nikki Centerbar at (802) 557-
0114 to request digital plans. The selected Construction Inspection individual or firm will be
provided a copy of the Contract Documents and the Construction Plans at no charge.
All Work will be accomplished in accordance with the following:
* Current MAS Guidebook for Municipally Managed Projects (found on the VTrans MAS
website https://vtrans.vermont.gov/highway/local-projects).
* Specifications for Contractor Services (found on the VTrans MAS website).
* VTrans Construction Manual
* VTrans Route Survey Manual
* VTrans Quality Assurance Program and the VTrans Materials Sampling Manual
* VTrans Approved Products List
* VTrans List of Materials with Advance Certification
* Manual on Uniform Traffic Control Devices
* VTrans Standard Specifications for Construction 2018
* VTrans General Special Provisions for 2018 Standard Specifications
* VTrans Supplemental Specifications
* Project Special Provisions
* VTrans Work Zone Safety & Mobility Policy and Guidance document
It is anticipated that the project will be advertised on April 21, 2026. The award of construction
contract is anticipated within four to six weeks of advertisement. The construction is scheduled to
be completed by November 15, 2026.
II.SCOPE OF WORK
The consultant hired to perform these services should be qualified to perform a variety of
inspection, record keeping and construction engineering activities including, but not limited to:
Task 1: Administration
1. Act as the primary contact person representing the Town of Middlebury on the project.
The consultant will be responsible for contacting the Design Engineer, the MPM and
the VTrans MAS Representative to resolve any design related issues that may arise
during construction.
2. Maintain communication with the MPM on a regular basis.
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3. Coordinate with the Municipality, Design Engineer, VTrans and the Construction
Contractor(s).
4. Review and have a thorough understanding of contract plans, specifications, estimates
and contract special provisions.
5. Attendance at a pre-bid conference at the Municipalities request, if applicable.
Coordinate, schedule and oversee the pre-construction conference. Coordinate,
schedule and attend the Final Inspection. Attend all other job-related meetings.
6. Make sure contractor contacts Dig-Safe.
7. Preparation of Daily Reports, including documentation of pay item quantities.
8. Maintain a photographic record of the progress of construction, annotating such photos
to indicate their content and context including date. This photographic record must be
available for reference by the MPM, Design Engineer, State or Federal representatives,
and Municipal representatives.
9. Accompany the MPM, Design Engineer, State or Federal representatives and
Municipal representatives on visits to the project.
10. Participate once every two weeks in regularly scheduled Construction Status meetings
with the Contractor, MPM, Design Engineer, State or Federal representatives and
Municipal representatives.
11. Report immediately any unusual occurrences and all accidents occurring within the
project limits to the MPM and the Design Engineer.
12. Calculation and verification of the final contract quantities.
13. Review and submit to the Town, or the Design Engineer if required by the Town, any
suggestions or requests made by the contractor to change or modify any requirements
of the Plans or Contract Documents. Review and prepare any change orders required
for the project, including coordination with the contractor, municipality and design
consultant if needed. Change orders will include the preparation of an independent cost
analysis for items of work that were not included in the original contract unit prices.
14. Receive certificates, computations and reference materials submitted by the Contractor.
Maintain files on the project site of all items submitted by the contractor and of work
done on behalf of the Municipality.
15. Prepare a Contractors progress payment estimate on a bi-weekly basis.
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16. Issue a Certificate of Substantial Completion at the appropriate time.
17. Provide certification to the Municipality and VTrans that this project was constructed
as designed, subject to appropriate and necessary revisions during construction, in
conformance with all project specifications and that all necessary contract provisions
were fully complied with.
Task 2: Construction Inspection
1. Maintain a presence on the project during times when contractor and subcontractor
activities are underway.
2. Check that the contractor complies with all construction contract requirements, Town
of Middlebury permits and ordinances; property rights agreements; erosion and
sediment control; and stormwater management plan; state permits, regulations and
statutes; and federal regulations and statutes; and exercise the engineer's authority as
provided in the contract documents and report immediately any deviations to the MPM.
3. Inspect and approve material sources and waste, borrow and staging areas, with due
regard to approval/disapproval from the Vermont Agency of Transportation's
Environmental Section.
4. Tracking of utility relocation and plotting of final facility locations on the final as-built
plans (if any).
5. Erosion control monitoring in accordance with applicable permits.
6. Review and verify traffic control activities.
7. Development of final as-built plans by marking up a set of contract plans.
8. Check that completed work complies with the plans and specifications and is true to
line and grade.
9. Wear personal protective equipment, including appropriate headgear, footwear and
reflectorized vest when on the project site.
10. Provide and have on the project all necessary equipment, tools, and supplies needed to
carry out the required duties.
11. Inspect work completed at such time as the contractor may claim substantial
completion, with a contractor's representative, and issue a list of items to be corrected
or completed.
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12. Be familiar with the most recent edition of the Work Zone Safety & Mobility Policy
and Guidance document.
13. Discuss final Traffic Management Plan (TMP) checklist and any final detailed TMP
components at the pre-construction conference.
14. Be responsible for verifying that traffic control devices and measures are in place and
consistent with the TMP checklist, special provisions, temporary traffic control (TTC)
plan along with documenting any routine reviews in the Daily Work Report (DWR).
15. Coordinate on-site Work Zone Safety and Mobility reviews periodically throughout the
project. Any modifications agreed to during any coordinated on-site review shall be
documented by the RE/CI in the Daily Work Report.
16. At project completion, complete a project Work Zone Safety and Mobility review using
the Closeout Report and submit this report to the municipality and VTrans.
Please note that a field office will/will not be provided.
The Construction Inspection contractor will have a dedicated space within the Municipality and
close by the project, in which to house the files, equipment, and workspace needed to carry out
the responsibilities described herein. The Municipality will make space available at a location
close to the project at no charge. Rental of space will not be allowed as an expense under this
project.
Task 3: Materials and Equipment Inspection and Testing
1. Check that materials and equipment are fabricated and tested in accordance with
contract documents, in advance of installation; ensuring that the independent laboratory
is performing preliminary process control tests on material samples in accordance with
Inspection Level ? of VTrans Quality Assurance Program (QAP) and Materials
Sampling Manual (MSM) to ensure continued quality in the work. Review the test
reports and certificates and forward to the MPM for decision on acceptability.
2. Check that materials submitted as pre-approved are on the current VTrans Pre-
approved Material List or on the List of Materials with Advanced Certification.
3. Record materials certifications in accordance with VTrans procedures.
4. The selected Construction Inspection Consultant is responsible for the required
acceptance testing by an independent qualified laboratory. This includes hiring an
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independent qualified laboratory. List of qualified labs can be found at
https://vtrans.vermont.gov/highway/construct-material/test-cert.
Task 4: Ensure that the contractor is in compliance with EEO/Contractor and Labor
Compliance requirements on FHWA funded projects
1. This will include review of certified payrolls, conducting interviews with a sampling
of contractor/sub-contractor employees, collecting information regarding conformance
with prompt pay requirements, coordinating with the VTrans Civil Rights section as
necessary, and following up with contractors regarding any corrective actions.
2. Information on the Civil Rights requirements can be found at
https://outside.vermont.gov/agency/VTRANS/external/MAB-
LP/SitePages/CivilRights.aspx
III.RESPONSE FORMAT
Responses to this RFP shall consist of a Technical Proposal and a Cost Proposal being submitted
in separate sealed envelopes.
A. A technical proposal consisting of:
1. A cover letter expressing the consultant's interest in working with the Town of
Middlebury including an identification of the principal individual(s) that will provide
oversight of the requested services.
2. A description of the general approach to be taken toward completion of the project and
an explanation of any variances to the proposed scope of work as outlined in this RFP.
3. A scope of work that includes detailed steps to be taken, any products or deliverables
resulting from each task and a summary of estimated labor hours by 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. Any key personnel
not specified in the proposal will require the approval of the MPM prior to utilization
or invoicing.
5. Describe experience with federally funded transportation construction projects and
familiarity with VTrans Standard Specifications for Construction.
6. A proposed means of providing the equipment and supplies required to carry out the
prescribed duties.
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7. Demonstration of success on similar projects, including a brief project description and
a contact name and address for reference.
8. The Technical proposal shall be clear and concise, not exceeding twenty-five (15) 8 12"
x 11" pages. Information better suited to a larger paper size should be folded to an 8
12" x 11" size. Proposals should be double-sided and use recycled paper, if possible.
A. 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 includes 3 Town staff members including the MAS Project Supervisor,
Director of Operations and the Town Manager. The Selection Committee will make a
recommendation to the MAS Project Supervisor / Manager and the Town Selectboard to award a
contract.
The selection committee will review and evaluate all proposals based on the following criteria:
Maximum Weighted
Review Criteria Weight
Points Points
Understanding the Scope of Work 5 5 25
Knowledge of Project Area 2 5 10
Qualifications/Experience of Proposed Staff 5 5 25
Availability of Technical Resources 3 5 15
Reasonableness of Proposed Schedule 2 5 10
Proven Record of Successful Completion of Similar
3 5 15
Projects
TOTAL 100
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
Middlebury reserves the right to seek clarification of any proposal submitted and to select the
proposal considered to best promote the public interest.
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The proposals will be evaluated and awarded based on the personnel presented in the Technical
Proposal. Should the awarded consultant propose any substitutions to the key personnel they must
submit a letter to the Municipality requesting approval of such a change. This change will also
need to be approved by VTrans.
* Key personnel are 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.
The committee will select the consultant on or about May 21st, 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.SUBMISSIONS
Consultants interested in this project should submit their proposal to the contact name and
address indicated.
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.
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: 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.
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If the award of the contract aggrieves any firms, they may appeal in writing to the Town of
Middlebury Selectboard, 77 Main Street, Middlebury, Vermont. 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 in the Municipal Assistance Section website.
The certificate of insurance coverage shall be documented on forms acceptable to the Town.
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