Construction Administration Services for the Green Street Connector Project, Waltham Section

The City of Waltham
REQUEST FOR PROPOSALS
CONSTRUCTION ADMINISTRATION SERVICES FOR
THE CITY OF WALTHAM SECTION 1A AND BIDDING
SUPPORT OF THE
GREEN STREET CONNECTOR PROJECT
PROPOSALS DUE:
Wednesday September 16th, 2026 at 10:00AM
LAST DAY FOR QUESTIONS:
Wednesday September 9th, 2026 at 12:00PM
(email only to: cphilpott@city.waltham.ma.us)

REQUEST FOR PROPOSALS
CONSTRUCTION ADMINISTRATION SERVICES
GREEN STREET CONNECTOR PROJECT
Issued By:
City of Waltham
610 Main Street
Waltham, MA 02452
Issue Date: August 26th, 2026
Proposal Due Date: September 16th, 2026, 10:00AM
1. INVITATION TO SUBMIT PROPOSALS
The City of Waltham ("Owner") is requesting proposals from qualified civil engineering
firms with experience in transportation planning and land development to act as a
Consultant and provide Construction Administration Services for the Green Street
Connector Project ("Project") Section 1A. This section is identified as the City of Waltham
property from Main Street to Green Street ending at Spencer Street.
The Project consists generally of the reconstruction and associated improvements of
Green Street Connector including the realignment to intersect with Route 117 at the
intersection of Bear Hill Road within Waltham, Massachusetts. Additional improvements
include streetscape improvements, stormwater and utility improvements and
intersection/signal timing modifications. The Construction Schedule/Estimated Duration
is approx. 30 Months.
The selected Consultant will provide professional construction administration and
construction engineering services necessary to assist the Owner in successfully
administering, monitoring, documenting, and completing the Project.
The Project may be funded in whole or in part through Massachusetts state and/or
federal funds as well as Private Funds. Accordingly, the selected Consultant shall
comply with all applicable federal, Commonwealth of Massachusetts, and local laws,
regulations, policies, grant requirements, and funding-agency requirements applicable to
the Project.
The Owner reserves the right to reject any or all proposals, waive minor informalities, and
make an award in the best interest of the Owner, subject to applicable procurement
requirements.
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2. PROJECT DESCRIPTION
The Project generally includes reconstruction of existing roadway infrastructure and
installation of new traffic signals. The Green Street Connector Project seeks to realign,
extend, and widen Green Street between Main Street (Route 117) and Weston Street (Route
20). The Project includes approximately 0.9 miles of roadway and streetscape
improvements, stormwater and utility infrastructure upgrades, and traffic control
modifications, including traffic signals, pavement markings, and signage. The Construction
Schedule/Estimated Duration is approx. 30 Months.
The anticipated construction work may include, but is not necessarily limited to:
1. Roadway reconstruction and re-alignment of intersection;
2. Pavement removal and replacement;
3. Base and subbase improvements;
4. Curbing and sidewalk reconstruction;
5. Drainage improvements associated with roadway reconstruction;
6. Traffic signal installation;
7. Traffic signal poles, mast arms, foundations, and associated hardware;
8. Traffic signal conduit and wiring;
9. Signal heads and pedestrian signal equipment;
10. Vehicle and pedestrian detection equipment;
11. Traffic signal controller cabinets and related equipment;
12. Traffic signal interconnection and communications;
13. Pavement markings and signage;
14. Temporary traffic control and maintenance of traffic;
15. Coordination with utility companies and other agencies;
16. Restoration of disturbed areas; and
17. Other work shown in the construction contract documents.
The Consultant will not be responsible for performing the construction work.
The Consultant's role will be to provide construction administration,
construction engineering, inspection, documentation, coordination,
and related professional services on behalf of the Owner for the City of
Waltham's Section 1A. Bidding Support will be required to Bid the whole
project in its entirety.
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3. PROJECT OBJECTIVES
The primary objectives of the Construction Administration Services are to:
1. Assist the Owner in administering the construction contract;
2. Monitor the Contractor's compliance with the plans, specifications, contract
requirements, and applicable laws;
3. Provide qualified construction inspection services;
4. Monitor construction progress, schedule, quality, and workmanship;
5. Review Contractor submittals, requests for information, and proposed changes;
6. Review and document quantities and payment applications;
7. Assist with change orders and claims;
8. Monitor installation and testing of the new traffic signal infrastructure;
9. Maintain complete and accurate construction records;
10. Assist the Owner in complying with state and federal funding requirements;
11. Coordinate with the Owner, Contractor, utilities, municipalities, agencies, and
other stakeholders; and
12. Assist the Owner through substantial completion, final completion, and project
closeout.
SCOPE OF SERVICES
The selected Consultant shall provide the following services, as applicable to the Project.
4. CONSTRUCTION BIDDING ADMINISTRATION AND
MASSDOT COMPLIANCE
4.1 Construction Bidding Administration Support
The selected Consultant shall provide support to the Owner and Design Team during the
construction bidding and contractor procurement of the Project as one whole Bid. The
Bid will include the entire project outlined in Attachments A & B. The Consultant shall
assist the Owner in administering the bidding process and evaluating prospective
Contractors in accordance with applicable Massachusetts procurement requirements,
Project-specific requirements, and applicable MassDOT requirements.
Bidding administration services shall include, but shall not necessarily be limited to, the
following:
4.1.1 Bid Document Review
The Consultant shall:
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1. Review the final construction plans, specifications, bid forms, special
provisions, and other contract documents for constructability and consistency
prior to advertisement;
2. Review the contract documents for consistency with applicable MassDOT
requirements;
3. Identify potential ambiguities, omissions, conflicts, or inconsistencies that
could result in bidder questions or construction issues;
4. Assist the Owner and Design Team in making appropriate revisions or
clarifications prior to advertisement;
5. Assist in confirming that required federal and state provisions have been
incorporated into the bid documents; and
6. Assist with preparation and/or review of addenda as requested by the Owner.
4.1.2 Bidder Questions and Requests for Information
During the bidding period, the Consultant shall:
1. Monitor and respond to technical questions submitted by prospective
Contractors;
2. Coordinate questions with the Owner and Design Team;
3. Review questions concerning roadway construction, traffic signal work,
quantities, specifications, sequencing, maintenance of traffic, and other
technical matters;
4. Prepare proposed written responses for Owner review and approval;
5. Assist in determining whether questions require clarification through an
addendum;
6. Maintain a log of bidder questions and responses;
7. Assist with issuance of formal addenda when necessary; and
8. Ensure that all substantive clarifications are distributed consistently to all
prospective bidders in accordance with applicable procurement requirements.
Since the City's Purchasing Department will administer the Bid process, the Consultant
shall not provide information to an individual bidder that is not simultaneously made
available to all prospective bidders when such information could affect the bidder's
proposal.
4.1.3 Pre-Bid Meeting and Site Visit
The Consultant shall assist the Owner with any pre-bid meeting and/or site visit, including:
1. Preparing or reviewing the agenda;
2. Attending and participating in the pre-bid meeting;
3. Providing technical clarification regarding the Project;
4. Responding to questions concerning the plans and specifications;
5. Documenting questions and discussions;
6. Preparing meeting minutes, if requested; and
7. Assisting with subsequent addenda or clarifications resulting from the meeting.
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4.1.4 Bid Evaluation
Following receipt of bids, the Consultant shall assist the Owner with the evaluation of
submitted bids.
Services shall include:
1. Reviewing bid submissions for completeness;
2. Reviewing required bid forms and certifications;
3. Checking mathematical extensions and totals;
4. Reviewing proposed unit prices;
5. Identifying apparent irregularities or discrepancies;
6. Reviewing the apparent low bidder's qualifications and experience;
7. Reviewing Contractor references;
8. Reviewing the Contractor's relevant roadway construction experience;
9. Reviewing the Contractor's relevant traffic signal construction experience;
10. Reviewing proposed subcontractors, where applicable;
11. Reviewing required state and/or federal certifications;
12. Reviewing applicable licensing and registration requirements;
13. Reviewing applicable debarment/suspension requirements;
14. Assisting the Owner with determination of bidder responsiveness and
responsibility;
15. Identifying potential bid irregularities for consideration by the Owner and its
legal/procurement representatives; and
16. Preparing a written bid evaluation and recommendation.
Since the City's Purchasing Department will administer the Bid process, the Consultant
shall not make the final contract award decision. The final determination regarding bidder
responsiveness, responsibility, and contract award shall remain with the Owner and shall
be made in accordance with applicable procurement laws and regulations.
4.1.5 Contractor Recommendation
The Consultant shall prepare a written recommendation to the Owner identifying the
apparent lowest responsive and responsible bidder, or otherwise providing the
Consultant's professional recommendation regarding award.
The recommendation shall include, as appropriate:
1. Bidder name;
2. Base bid amount;
3. Alternate bid amounts;
4. Total evaluated bid amount;
5. Comparison with other bids received;
6. Relevant project experience;
7. Roadway reconstruction experience;
8. Traffic signal construction experience;
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9. References;
10. Relevant qualifications;
11. Review of required certifications;
12. Review of apparent bid irregularities;
13. Review of proposed subcontractors;
14. Review of Contractor availability and anticipated schedule; and
15. Any other information relevant to the Owner's determination.
The Consultant shall promptly notify the Owner of any material concerns identified during
the bid evaluation process.
4.2 Federal and MassDOT-Funded Project Requirements
If the Project is funded in whole or in part through MassDOT and/or federal transportation
funds, the Consultant shall assist the Owner in complying with all applicable requirements
imposed by the funding source.
Such requirements may include, but are not limited to:
1. MassDOT project development and construction administration requirements;
2. MassDOT Standard Specifications for Highways and Bridges;
3. Applicable MassDOT Construction Standards and related guidance;
4. Federal Highway Administration (FHWA) requirements;
5. Davis-Bacon and Related Acts requirements, when applicable;
6. Build America, Buy America Act requirements, when applicable;
7. Disadvantaged Business Enterprise (DBE) requirements, when applicable;
8. Equal Employment Opportunity requirements;
9. Title VI requirements;
10. Americans with Disabilities Act (ADA) requirements;
11. Section 504 requirements;
12. Federal suspension and debarment requirements;
13. Applicable federal contract provisions;
14. Required labor compliance documentation;
15. Required material certifications;
16. Required Buy America documentation;
17. Required testing and quality assurance documentation;
18. Required environmental compliance documentation;
19. Required project records;
20. Required reimbursement documentation; and
21. Applicable audit and record-retention requirements.
The Consultant shall review the specific MassDOT/FHWA funding agreement and Project
requirements provided by the Owner and shall comply accordingly.
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4.3 MassDOT Construction Administration Support
During construction, the Consultant shall assist the Owner with MassDOT-related
construction administration requirements, including:
1. Maintaining required daily construction records;
2. Maintaining inspection reports;
3. Documenting construction quantities;
4. Assisting with preparation and review of payment estimates;
5. Monitoring compliance with approved plans and specifications;
6. Assisting with required material certifications;
7. Monitoring required testing;
8. Assisting with change order documentation;
9. Maintaining required project correspondence;
10. Maintaining photographic documentation;
11. Assisting with construction progress reporting;
12. Assisting with MassDOT field inspections;
13. Assisting with resolution of MassDOT comments;
14. Monitoring required Contractor documentation;
15. Assisting with final inspection requirements; and
16. Assisting with MassDOT project closeout.
The Consultant shall provide sufficient personnel familiar with MassDOT procedures to
adequately support the Project throughout construction.
4.4 MassDOT Traffic Signal Requirements
For the traffic signal portion of the Project, the Consultant shall assist the Owner in
complying with applicable MassDOT and other applicable transportation agency
requirements.
Services may include:
1. Review of traffic signal equipment submittals;
2. Review of traffic signal materials and equipment for compliance with approved
specifications;
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3. Inspection of signal foundations, conduit, wiring, poles, mast arms, signal
heads, pedestrian signal equipment, detection equipment, and controller
cabinets;
4. Coordination with MassDOT regarding traffic signal requirements;
5. Assistance with signal testing and commissioning;
6. Documentation of testing and deficiencies;
7. Coordination of signal activation;
8. Review of traffic signal timing and operational requirements;
9. Assistance with required signal inspection documentation; and
10. Assistance with final acceptance and closeout.
4.5 Bidding and Award Deliverables
The Consultant shall provide, as applicable, the following deliverables during the bidding
and award phase:
1. Bid document review comments;
2. Bidder question and response log;
3. Pre-bid meeting materials;
4. Technical responses to bidder questions;
5. Addenda review and technical assistance;
6. Bid tabulation;
7. Bid responsiveness review;
8. Contractor qualification review;
9. Contractor reference review;
10. Bid evaluation memorandum;
11. Recommendation for award;
12. MassDOT-required bidding documentation; and
13. Other documentation reasonably required by the Owner or MassDOT.
4.6 Coordination with Owner's Procurement Official
The Consultant shall coordinate all bidding and Contractor selection activities with the
Owner's designated Procurement Officer or other authorized procurement representative.
The Consultant's role shall be advisory and technical in nature. The Owner's Procurement
Officer shall retain responsibility for conducting the procurement in accordance with
applicable procurement laws, regulations, and policies.
The Consultant shall not independently:
1. Commit the Owner to a contract;
2. Modify procurement requirements;
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3. Waive bid requirements;
4. Determine the final award;
5. Reject a bid; or
6. Provide unauthorized direction to prospective bidders.
All formal procurement decisions shall be made by the Owner or its duly authorized
Purchasing Agent.
4.7 Standard of Care
All Construction Bidding Administration and MassDOT support services shall be performed
in accordance with the standard of care ordinarily exercised by qualified professional
engineering and construction administration firms performing similar services on roadway
and traffic signal projects in Massachusetts.
The Consultant shall promptly notify the Owner of any condition, interpretation, omission,
or issue identified during the bidding or construction administration process that may
materially affect the Project's cost, schedule, constructability, funding eligibility, or
compliance with applicable MassDOT requirements.
4.8 Pre-Construction Services
Prior to commencement of construction, the Consultant shall:
1. Review the construction contract documents;
2. Participate in a pre-construction meeting;
3. Review the Contractor's proposed construction schedule;
4. Review the Contractor's project management and communication procedures;
5. Review applicable traffic control and maintenance-of-traffic plans;
6. Review Contractor submittals and shop drawings;
7. Review proposed materials and equipment;
8. Establish procedures for daily reports, quantity tracking, photographs, testing
documentation, and project records;
9. Establish procedures for processing payment applications and change orders;
10. Coordinate with the Owner regarding construction administration procedures;
11. Review applicable permit requirements;
12. Coordinate with utility companies and other affected agencies, as appropriate;
and
13. Identify potential construction administration issues before construction
begins.
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