AE Gale Meadows Pond Dam Rehabilitation Design

Location:	Vermont
Posted:	Feb 11, 2026
Due:	Apr 6, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction Y - Construction of Structures and Facilities
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor

[phone] 802-828-2211

Montpelier VT 05633-8000

[fax]

802-828-2222

http://bgs.vermont.gov/purchasing

SEALED BID

Agency of Administration

REQUEST FOR PROPOSAL

ARCHITECTURAL AND ENGINEERING SERVICES

FOR THE

GALE MEADOWS POND DAM REHABILITATION DESIGN

235 Gale Meadows Road

South Londonderry, VT

ISSUE DATE:

BIDDERS’ CONFERENCE:

QUESTIONS DUE BY:

RFP RESPONSES DUE BY:

February 11, 2026

March 11, 2026 at 9:00 AM (EST)

March 20, 2026 at 4:30 PM (EST)

April 6, 2026 at 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

James Meyers, State Senior Purchasing Agent

BGS.OPCVendorDocs@vermont.gov

Revision Date: October 1, 2024

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP), the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish a contract with a qualified Architectural and/or

Engineering firm to provide architectural and engineering design services to rehabilitate an auxiliary

spillway on a dam in South Londonderry, VT, which was damaged in July 2023. Interested firms are

invited to bid on providing architectural/engineering design services described in Section 2 of this RFP.

The Vermont Department of Fish and Wildlife (DFW), in coordination with the Vermont Dam Safety

Program (DSP) is seeking technical and fee proposals from qualified dam safety engineering consultants

experienced with dam inspection, topographic survey, bathymetric survey, wetlands and ordinary high

water delineation, hydrologic and hydraulic (H&H) analyses, dam failure analyses and consequence

estimation, flood inundation mapping, dam hazard potential classification, structural investigation and

assessment, geotechnical investigations and assessment, hydraulic design, geotechnical design,

structural design, permitting, and cost estimation. The subject of this project is Gale Meadows Pond dam

located in Londonderry, Vermont. The dam is owned and operated by the Department of Fish and

Wildlife. Basic dam information and the location of this dam can be found on the Vermont Dam

Inventory:https://dec.vermont.gov/water-investment/dam-safety/VDI. The recently completed

rehabilitation assessment can be found at:

https://outside.vermont.gov/agency/anr/Gale%20Meadows%20Pond%20Dam%20Rehabilitation/Forms/A

llItems.aspx

Gale Meadows Dam is an earth embankment dam with principal spillway, auxiliary spillway, and Low-

Level Outlet (LLO). The dam is classified as a SIGNIFICANT hazard potential. The dam has a total

length of approximately 300 feet and a height of 30 feet. The dam crest is roughly 28 feet wide and has a

thin grass layer and a partial gravel roadway across it. The upstream slope inclination is 2.5 to 3H:1V and

has thick grass covering, with riprap along the shoreline. There is a fishing platform on the right-center

side of the upstream slope. The downstream slope inclination is 3H:1V and is covered by thick vegetation

and some brush. The principal spillway consists of a concrete drop inlet accessed by a metal gated foot

bridge. The outlet barrel is an approximately 5-foot diameter steel pipe encased in concrete discharging

into a large pool. On the upstream side of the concrete riser is a stoplog channel with an invert about 4

feet below the spillway crest and a width of 7.5 feet. In addition, the riser includes a 2-foot square slide

gate LLO located at the base of the structure. The auxiliary spillway is a concrete broad-crested weir on

the left side of the dam, which discharges into a long rock-lined channel and then into the same stream

as the principal spillway. The Gale Meadows Pond Reservoir has a surface area of 195 acres, a normal

storage of 1,338 acre-feet, a maximum storage of 2,714 acre-feet, and a drainage area of 10.5 square

miles. Gale Meadows Dam was constructed in 1965 for wildlife and recreational purposes and is still

used for recreational purposes to this day.

The dam received a UNSATISFACTORY condition rating during the most recent dam safety inspection

(August 4, 2023). The UNSATISFACTORY condition rating was assigned due to substantial erosional

damage to the auxiliary spillway discharge channel located below the concrete weir crest which took

place during the July 2023 Flood event. The damage was so severe that there was a concern that further

auxiliary spillway activation could potentially lead to additional erosion and release of the impoundment.

The DSP worked with the DFW to implement a temporary stabilization of the auxiliary spillway discharge

channel. Construction of the temporary stabilization was completed in December 2023.

Key deficiencies of the dam included:

• Auxiliary spillway discharge channel is vulnerable to extensive erosion during flood flows up to and

including the Inflow Design Flood (IDF).

• Existing hydrologic and hydraulic studies suggest that the dam has inadequate hydraulic discharge

capacity to pass the prescriptive IDF (1,000-yr food) with the required 1.5 feet of freeboard.

In 2025, DFW hired a firm to complete a rehabilitation assessment of the dam and provide the state with

design options for completing permanent repairs. The project provided DFW with conceptual

alternatives, design requirements, data where gaps existed, historic and culture resource analysis,

opinions of probable cost, and other pros/cons to be considered prior to the selection of a preferred

alternative to carry forward to final design and construction. The design alternative selected is

summarized here:

Revision Date: October 1, 2024

This option would be to replace the existing auxiliary spillway weir and rip-rap lined channel

with a cast-in-place concrete chute. A concrete slab is necessary to accommodate high

velocities in the auxiliary spillway channel during the IDF. The channel width would be 100

feet at the upstream apron and gradually taper to a width of about 30 feet at the

downstream end. Although smaller in configuration, the spillway for this alternative would

be more efficient than existing conditions. A finished concrete approach slab would have a

higher weir coefficient than the existing approach, which is obstructed with vegetation.

Concrete energy dissipation blocks would be formed into the downstream end of the slab.

A grouted rip rap plunge pool would also be provided downstream of the chute. Vertical

training walls will guide flow down the chute, ranging between 5 to 10 feet in height. The

maximum expected velocity for this alternative is expected to be around 25 ft/s, which is

within the acceptable range for reinforced concrete channels. Slab subgrade preparation

would be performed by placing a compacted layer of dense graded crushed stone over the

existing rip rap surface. Final design of the spillway will need to consider subslab and

retaining wall drainage, structural design and details and final grading beyond the spillway.

Note that the proposed auxiliary spillway weir length (100-ft) is less than the existing (120-

ft). Therefore, the capacity of the auxiliary spillway is slightly decreased with the proposed

weir. In addition to the auxiliary spillway replacement, this alternative fills a low spot of the

embankment to the right of the auxiliary spillway to have a consistent crest elevation of

1,365.0 ft. With a maximum impoundment level of 1,363.4 ft during the IDF, this will provide

additional freeboard, and satisfy the 1.5 ft freeboard requirement. Since the proposed

auxiliary spillway has a lesser hydraulic capacity than the existing spillway, there are not

expected to be any negative impacts downstream of the dam.

The objective of this project is to hire a firm to provide the following services:

•

Design Phase Engineering Services

•

Regulatory Permitting Services

•

Bid Phase Engineering Services

•

Construction Phase Engineering Services

1.2. CONTRACT PERIOD: The State anticipates the start date will be May 18, 2026. The substantial

completion date will be July 1, 2028, Project completion date will be December 30, 2028 and contract

completion date will be July 1, 2029, which includes a one-year warranty period.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held at the date and time

indicated on the front page of this RFP.

1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or

wishing to comment or take exception to any requirements of the RFP must submit specific questions in

writing no later than the deadline for question indicated on the first page of this RFP. Questions may be

e-mailed to the point of contact on the front page of this RFP: BGS.OPCVendorDocs@vermont.gov. All

emails with questions should include the name of the project in the subject line. Any comments,

questions, or exceptions not raised in writing on or before the last day of the question period are waived.

At the close of the question period, a copy of all questions or comments and the State's responses will be

posted on the State’s web site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post

this information as soon as possible after the question period ends, contingent on the number and

complexity of the questions. All information provided by vendors during this process will be public and

bidders shall not provide confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

Revision Date: October 1, 2024

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

The primary objective of this project is to provide the state with design, bidding, and construction oversight

services. The following shall be included in the architectural/engineering design firm’s scope of work:

2.1. Milestone #1 - Address Data Gaps

2.1.1. Review the 2025 GZA Rehabilitation Assessment Report and identify data gaps which need to be

addressed to be able to design, permit, and construct the selected alternative the rehabilitation

assessment, (Alternative 1). Propose scopes of work and provide estimated costs to address data gaps

(if any). If it is believed a data gap would be best handled during construction, please state such in your

proposal. If there are no data gaps to address, please state such in your proposal.

2.1.2. If planning to address data gaps the scope work shall include:

2.1.2.1. Meeting 1: Meet with the State to confirm whether additional data collection/evaluation

needs to be performed and obtain State approval to address them. Provide meeting minutes.

2.1.2.2. Provide the State with a summary memorandum documenting findings of additional data

collection/evaluation efforts and include recommendations and modifications to pursue State’s

preferred design alternative. Provide pertinent data, logs, photos, calculations, supporting

information and digital files.

2.1.2.3. Meeting 2: Discuss the summary memorandum with the State and obtain approval to

proceed to Milestone #2. Provide meeting minutes.

2.2. Milestone #2 - Conceptual to 60% Design

2.2.1. Advance the selected alternative to 60% design status and provide each of the following

deliverables listed below at 60% design level:

2.2.1.1. A complete set of plans;

2.2.1.2. A complete set of technical specifications;

2.2.1.3. A complete control of water plan;

2.2.1.4. Updated opinion of probable cost;

2.2.1.5. A basis of design report which details core principles, calculations, assumptions, design

criteria, codes, standards, and decisions guiding the design of the selected alternative including:

2.2.1.5.1. Reasoning for why key decisions and/or changes from previous iterations of the

design were made.

2.2.1.5.2. Commentary on the constructability of the project;

2.2.1.5.3. Commentary on the ability of the project to comply with regulatory requirements;

2.2.1.5.4. Commentary on the project duration and impacts including any temporary pond

drawdowns;

2.2.1.5.5. A figure showing the temporary shoreline from any proposed drawdowns during

construction.

2.2.2. Provide pertinent data, logs, photos, calculations, supporting information and digital files for

deliverables listed under (2.2.a.).

2.2.3. Meeting 3: Discuss the design with and obtain approval from the State to start coordination with

permitting entities and proceed to Milestone #3. Provide meeting minutes.

2.3. Milestone #3 - 60% to 90% Design

2.3.1. Advance the selected alternative to 90% design status and provide each of the following

deliverables listed below at 90% design level:

2.3.1.1. A complete set of plans;

2.3.1.2. A complete set of technical specifications;

2.3.1.3. A complete control of water plan;

2.3.1.4. Updated opinion of probable cost;

2.3.1.5. An updated basis of design report which details core principles, calculations, assumptions,

design criteria, codes, standards, and decisions guiding the design of the selected alternative

including:

2.3.1.5.1. Updated reasoning for why key decisions and/or changes from previous iterations

of the design were made.

2.3.1.5.2. Updated commentary on the constructability of the project;

2.3.1.5.3. Updated commentary on the ability of the project to comply with regulatory

requirements;

Revision Date: October 1, 2024

2.3.1.5.4. Updated commentary on the project duration and impacts, including any temporary

pond drawdowns;

2.3.1.5.5. Updated figure showing the temporary shoreline from any proposed drawdowns

during construction.

2.3.2. Provide pertinent data, logs, photos, calculations, supporting information and digital files for

deliverables listed under (2.3.a.).

2.3.3. Meeting 4: Discuss the design with and obtain approval from the State to continue coordination

with permitting entities and proceed to Milestone #4. Provide meeting minutes.

2.4. Milestone #4 - 90% to Final Design

2.4.1. Finalize the design of the selected alternative and issue documents for use in permitting, bidding,

and construction. Provide each of the following deliverables listed below at final design and issued for

construction level:

2.4.1.1. Complete set of plans stamped by a Vermont licensed engineer;

2.4.1.2. Complete set of technical specifications stamped by a Vermont licensed engineer;

2.4.1.3. Complete control of water plan stamped by a Vermont licensed engineer;

2.4.1.4. Updated opinion of probable cost;

2.4.1.5. An updated basis of design report which details core principles, calculations, assumptions,

design criteria, codes, standards, and decisions guiding the design of the selected alternative

including:

2.4.1.5.1. Updated reasoning for why key decisions and/or changes from previous iterations

of the design were made.

2.4.1.5.2. Updated commentary on the constructability of the project;

2.4.1.5.3. Updated commentary on the ability of the project to comply with regulatory

requirements;

2.4.1.5.4. Updated commentary on the project duration and impacts, including any temporary

pond drawdowns;

2.4.1.5.5. Updated figure showing the temporary shoreline from any proposed drawdowns

during construction.

2.4.1.5.6. Required submittals for obtaining Dam Order (permit) including a “First Fill” Plan,

Operation and Maintenance Manual, and Emergency Action Plan.

2.4.2. Provide pertinent data, logs, photos, calculations, supporting information and digital files for

deliverables listed under (2.4.a.).

2.4.3. Meeting 5: Discuss the design with and obtain approval from the State to finalize the design and

permit application packages. Provide meeting minutes.

2.5. Milestone #5 - Permits

2.5.1. Prepare and provide complete application packages to obtain all Federal, State, and Local

permits/approvals required to construct the project. Application packages will be signed and submitted

by the dam owner (Vermont Fish & Wildlife Department). Address comments and make revisions to

final design and issued for construction documents as necessary to obtain all required permits and

approvals.

2.6. Milestone #6 - Bid Package

2.6.1. After receiving approval from all required permitting entities, the project will be advertised for

bidding by the State. Assist the State in bidding the project by providing a bid package containing all of

the pertinent final design, permitting, and issued for construction documents.

2.7. Milestone #7 - Bid Phase Services

2.7.1. Provide support at all phases of solicitation, including:

2.7.1.1. Presenting of proposed work to interested contractors;

2.7.1.2. Assisting the State with answering questions;

2.7.1.3. Documenting questions and answers for inclusion in an addendum;

2.7.1.4. Assisting the State with evaluation of proposals from Construction Contractors.

2.7.2. Meeting 6: Attend the Construction Contractor pre-bid meeting, in person at the dam, during bid

advertisement. Provide meeting minutes.

Revision Date: October 1, 2024

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
AE Gale Meadows Pond Dam Rehabilitation Design	03/20/2026 04:30PM		04/06/2026 04:30PM