RFSB No. 225034 - Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center

City of Augusta
Invitation to Bid
Bid # 226034
REQUEST FOR PROPOSAL
for
ENGINEERING SERVICES for
ROOF REPLACEMENT and FRONT
ENTRANCE REDESIGN AT BUKER
COMMUNITY CENTER
RFP Release Date
April 9, 2026
Proposal Submittal Deadline
May 5, 2026
2:00 p.m.
Questions with regard to submissions, process, or proposals
can be emailed to:
Dan Mastrogiorgio
Facilities Director
daniel.mastrogiorgio@augustamaine.gov
City of Augusta * 16 Cony Street* Augusta, Maine 04330 * (207) 626-2300 * www.augustamaine.gov

REQUEST FOR PROPOSALS
for
ENGINEERING SERVICES for ROOF REPLACEMENT and FRONT
ENTRANCE REDESIGN AT BUKER COMMUNITY CENTER
NOTICE IS HEREBY GIVEN that the City of Augusta ("City") is issuing this Request for
Proposals ("RFP") for preparation of "Engineering Services for Roof Replacement and Front
Entrance Redesign at Buker Community Center."
Consultants are solely responsible for ensuring proposals are received by the City on or before the
submittal deadline. Proposals must be received no later than 2:00 p.m., on Tuesday, May 5,
2026 at the following address:
City of Augusta
Development Services Office
16 Cony Street
Augusta, Me 04330
An original copy must be signed by a representative authorized to bind the company. Proposals
submitted by facsimile or email are not acceptable and will not be considered. The original signed
proposal shall be submitted in sealed package with the name of the Consultant and RFP title
"Engineering Services for Roof Replacement and Front Entrance Redesign at Buker
Community Center" clearly marked on the outside of the package.
Failure to comply with the requirements set forth in this RFP may result in disqualification. Proposals
and/or modifications received subsequent to the hour and date specified above will not be considered.
Submitted proposals may be withdrawn at any time prior to the submission time specified in
this RFP, provided notification is received in writing before the submittal deadline. Proposals
cannot be changed or withdrawn after the submittal deadline. No handwritten notations or corrections
will be allowed. The responding Consultant is solely responsible for all costs related to the
preparation of the proposal.
Mandatory Site Visit
April 21, 2026
10:00 a.m.
Buker Community Center
22 Armory Street
Augusta, Maine 04330
The City reserves the right to reject all proposals and to waive any minor informalities or
irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP
shall not constitute any implied intent to enter into a contract.
The contract award, if any, will be made to the Consultant who, in the City's sole discretion, is best
able to perform the required services in a manner most beneficial to the City.
The RFP is available on the City of Augusta website. (www.augustamaine.gov)

Table of Contents
Introduction ............................................................................................................................................ 1
Background ............................................................................................................................................ 2
Scope of Services ................................................................................................................................... 2
Overview ............................................................................................................................................ 2
Deliverables ........................................................................................................................................... 3
Project Schedule ..................................................................................................................................... 3
Submission of Proposal .......................................................................................................................... 4
Proposal Content .............................................................................................................................4 & 5
Format of Proposal ............................................................................................................................. 6
Criteria for Selection .......................................................................................................................6 & 7
Special Conditions ................................................................................................................................. 7
Contract and Insurance Requirements ................................................................................................ 7
Reservations ....................................................................................................................................... 8
Public Records ................................................................................................................................... 8
Right to Cancel and Amend ............................................................................................................... 8
Additional Information ...................................................................................................................... 8
Conflict of Interest ............................................................................................................................. 8
Release of Public Information ............................................................................................................ 8
Non-Assignment ................................................................................................................................ 8
Collusion ............................................................................................................................................ 9
Equal Employment Opportunity Compliance ................................................................................... 9
Right to Audit .................................................................................................................................... 9
Attachment 1: Professional Services Agreement
Attachment 2: Proposal Form
Attachment 3: Evaluation Form

Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
Introduction
The City of Augusta is accepting proposals for a qualified professional firm to conduct Engineering
and Design Services for a Roof Replacement and a Front Entrance Redesign at Buker Community
Center. The selected firm shall provide services to develop design drawings, project specifications,
and shall provide construction administration for both projects. The selected firm will review the
existing EPDM roof to develop a bid ready set of plans and specifications for a roof replacement. The
selected firm shall also review the existing front entrance and design an ADA complaint front entrance
so the Buker Community Center can be easily accessed by every resident of the City of Augusta.
The RFP is intended to provide a common and uniform set of instructions to guide proposers through
the development of proposals.
There is no expressed or implied obligation for the City of Augusta to reimburse responding firms for
any expenses incurred in preparing proposals in response to this request. Materials submitted by
respondents are subject to public inspection under the Maine Freedom of Access Act.
During the evaluation process, the City of Augusta reserves the right, where it may serve the
City's best interest, to request additional information or clarification from proposers, or to allow
corrections of errors or omissions. At the discretion of the City of Augusta, firms submitting
proposals may be requested to make oral presentations as part of the evaluation process.
The City reserves the right to retain all proposals submitted and to use any idea(s) in a proposal
regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the
firm of the conditions contained in the request for proposals, unless clearly and specifically noted in
the proposal submitted and confirmed in the contract between the City of Augusta and the firm
selected.
It is anticipated the selection of a firm will be completed within four (4) weeks of the submittal of
proposals. Following the notification of the selected firm, a recommendation and proposed
contract will be prepared for review and approval by the City Manager. The City reserves the right
to reject any or all proposals, to waive any non-material irregularities or information in any proposal,
and to accept or reject any items or combination of items.
Proposals must be responsive to City's request. The City shall determine the most responsive and
qualified consultant providing the best service at the most reasonable cost. Cost alone shall not be
the determinative factor.
The request for proposals does not obligate the City to award a contract or complete the project and
the City reserves the right to cancel the solicitation if deemed in its best interest.
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Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
Background
The City of Augusta is the capital of Maine and is located approximately 60 miles north of Portland
and approximately 75 miles south of Bangor. It has a population of approximately 18,000 that more
than doubles in population 5 days per week, with visitors that work, shop, and conduct business in the
city.
Scope of Services
Overview
The first project will involve the review of the existing roof to develop a set of plans and
specifications to complete a roof replacement including the removal and replacement of an existing
skylight, associated/necessary structural framing of the new skylight, complete replacement of the
rubber membrane/flashing/insulation/drains and all other associated and necessary work for a
complete project.
The second project will also include a full review of the existing front entrance with the goal being to
design and create a new ADA compliant front entrance. The selected company will create a set of
plans and specifications to make the appropriate alterations to the existing front entrance that meets
current ADA code compliance requirements.
Both projects will require plans and specifications that shall include all necessary information and to
create two separate bids ready for advertisement. Successful firm shall work with city staff to
advertise, review and select a contractors to complete the replacement and repairs as designed in the
specifications and drawings. Successful Firm shall act as project manager and shall oversee each
project from start to finish.
The project shall include, but not be limited to the following:
A. Inspect the entire roof and assess/evaluate the needs for repairs and replacement;
B. Inspect front entrance and assess/evaluate the needs to create an ADA complaint front entrance
C. Develop all the necessary drawings and specifications to prepare a complete set of stamped
construction plans and specifications to complete each individual project.
D. Provide total project cost estimates with a cost breakdown per the following for the roof project
information:
* Estimate for removal and structural work for new skylight
* Estimate for replacement of the rubber membrane/flashing/insulation/drains
* Construction contractor review and selection
* Project management
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Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
E. Provide total project cost estimates with a cost breakdown per the following for the front
entrance project
* Estimate for demolition and removal of the existing entrance.
* Estimate for the creation of a new ADA complaint front entrance
* Construction contractor review and selection
* Project Management
Deliverables
A. Tabbed, spiral bound Assessment Report inclusive of all repair/replacement recommendations.
Tabs for the report shall be determined during the process. Three (3) completed sets in hard
copy format and one electronic version in .pdf format
Project Schedule
The City will not give verbal answers to clarifications regarding information in this RFP, or verbal
instructions prior to the submission deadline. All clarifications shall be submitted in writing. A
verbal statement regarding same by any person shall be non-binding. The City is not liable for any
increased costs resulting from the Consultant accepting verbal directions.
Below is a desired schedule for initiation of this project; however dates may be subject to change and
adjusted as necessary.
RFP Issued April 9, 2026
Mandatory Site Visit* April 21, 2026 at 10:00 a.m.
Deadline for submitting questions by email April 24, 2026
Proposal Submittal Deadline May 5, 2026 at 2:00 p.m.
Contract award (no later than) May 26, 2026
* Location of mandatory site visit - Buker Community Center, 22 Armory St, Augusta, ME. 04330
No proposals shall be considered without Consultant present for the mandatory site visit.
Inquiries concerning the Request for Proposals and the subject of the
Request for Proposals shall be made to:
Dan Mastrogiorgio
Facilities Director
daniel.mastrogiorgio@augustamaine.gov
The Consultant may recommend other tasks that it deems appropriate to achieve the objectives set
forth in this RFP.
The successful respondent shall be required to retain all working papers and related supporting
documents, including records of professional time spent, for a period of five years after delivery of
the required reports, unless notified in writing by the City of the need to extend the retention period.
The Consultant further agrees to allow City staff to review such documents upon written request at
any time during retention period.
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Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
Submission of Proposal
Proposals submitted by facsimile or emails are not acceptable and will not be considered. The
original signed proposal and four (4) duplicates are to be submitted in sealed package with the name
of the Consultant, RFP title "Engineering Services for Roof Replacement and Front Entrance Redesign
at Buker Community Center", and bid number clearly marked on the outside of the package. A
separately sealed envelope titled "Cost Proposal" shall be included within the "Engineering
Services for Roof Replacement and Front Entrance Redesign at Buker Community Center"
sealed envelope.
The Proposal shall be received by the City of Augusta by 2:00 p.m. on Tuesday May 5, 2026
for a proposal to be considered. The Proposal should address the items listed below. The Proposal
should be addressed as follows:
City of Augusta
Development
Services
16 Cony Street
Augusta, ME. 04330
Proposal Content
The Consultant shall be responsible for preparing an effective, clear, and concise proposal. The
Consultant shall submit one (1) bound original signed proposal, four (4) bound proposal copies and
one USB electronic copy of the proposal, in a single PDF format. A 12-point font size is required
for typed portion of sections 1-5, smaller fonts are acceptable for tables, charts, and exhibits. The
proposal shall be typed and must contain no more than 20 typed pages. The conflict of interest
statement, comments on or requested changes to contract, work schedule, and staff availability
sections are not counted toward the 20 page limitation when inserted at the end of the proposal. The
following information shall be included:
1. Letter of Interest: Please include a letter expressing the Consultant's interest in being
considered for the project. Include a statement regarding the consultant's availability to
dedicate time, personnel, and resources to this effort. The letter of interest must include a
commitment to the availability of the Consultant and all key project staff to provide specified
services.
2. Project Understanding and Approach: Please include a statement demonstrating your
understanding of the proposed project. Describe your approach to completing the project
successfully; methodologies and technologies you would employ; key milestones and
processes you would employ. Describe what information you would expect the City to
supply.
3. Relevant Experience:
Please include information describing the Consultant's experience with Roof Replacement
projects. Please provide a minimum of five (5) specific examples of the Consultant's relevant
experience with Roof Replacement projects. At a minimum, the Consultant should provide a
list of the most recent projects for which the Consultant has performed similar services of
similar size, scope, and complexity. Include the name, contact person, address, phone number
and e-mail of each party for whom the service was provided, as well as a description of the
service performed, the dollar amount of the contract, and the date of performance.
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Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
4. Proposed Scope of Services: Please provide a Proposed Scope of Services, which is based
on the Scope of Work contained in this RFP; and discuss any ideas for modifying, clarifying,
or improving the City's proposed scope of work.
5. Conflict of Interest Statement: The firm shall disclose any financial, business, or other
relationship with the City that may have an impact upon the outcome of this contract.
6. Comments on or Requested Changes to Contract: The City standard professional services
agreement is included as Attachment 1 to this Request for Proposals. The proposing firm
shall identify any objections to and/or request changes to the standard contract language in
this section
7. Work Schedule: Provide a realistic proposed schedule designed to meet the City's objectives
with key deliverables, milestones, and tasks, including dates for completion of the final
reports.
8. Cost Proposal: On Attachment 2 "Proposal Form" please provide the following:
a. Cost associated with inspection of the roof, review of all existing information, complete
preparation of plans and specifications, and budget estimates associated with the noted
repairs/upgrades.
b. Cost for preparation of all bid documents associated with the repairs/upgrades as
specified.
c. Cost associated with Project management for the duration of the project.
d. Hourly rates for additional engineering services and associated expenses.
e. Value added services
9. Manner of Payment: Progress payments will be made based on the progress of the work
completed. Interim billings shall cover a period of not less than a calendar month.
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Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
Format for Proposal
To facilitate the review of responses, all responses are required to adhere to the following
requirements with regard to their proposal. The City strongly encourages respondents to ensure that
RFP submissions are succinct and clearly organized. If the proposal is not in this format or does not
include all of the listed items, it may be deemed non responsive. For ease of handling, all responses
are to be provided in a standard 8 12" x 11" portrait format with binding on the left hand edge.
1. Title Page showing the request for proposals subject; the firm's name; the name, address and
telephone number of the contact person; and the date of the proposal.
2. Table of Contents identifying the materials submitted by section and page number.
3. Detailed Proposal following the order set forth in the Proposal Content.
Criteria for Selection
Proposals will be reviewed by City staff and evaluated to determine which proposals best meet the
criteria of the RFP. Evaluation of the proposals by staff is expected to be completed within 30 days
following the proposal submittal deadline. The final selection will be based on completeness,
comparable experience, technical merit, and time to perform project.
The City reserves the right, without qualification, to:
1. Reject all proposals.
2. Exercise discretion and apply its judgment with respect to any proposal submitted.
3. Select proposals which qualify on the following factors with a maximum scoring potential for
each factor as shown, for a maximum potential score of 100 points:
a. Project understanding and approach (20 pts)
b. Relevant experience (20 pts)
c. Project Team (20 pts)
d. Scope of Services (20 pts)
e. Cost (20 pts)
A recommendation for consultant selection will be made to the City Manager based on Staff's "best
value" evaluation of the proposals/qualifications, which will take into account the consultant's
team's qualifications, comparable experience, availability to undertake the project, complete the
tasks timely, deliver a high-quality work product, and the ability to comply with the City's standard
professional services agreement.
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Engineering Services for Roof Replacement and Front Entrance Redesign at Buker Community Center
All interested parties are encouraged to submit proposals to the RFP, as the award is not based solely
on the lowest cost proposal submitted. Total cost will be taken into consideration, but the
Consultant's capabilities, competence and capacity will be considered as well. The City reserves the
right to choose the overall best firm according to the City's criteria. The City, and its designated
representatives, shall be the sole judge of its own best interest, the proposal, and the resulting
negotiated agreement. The City's decisions will be final.
The above factors, along with other factors that the City may deem appropriate, will be used to
identify the proposal that represents the best value, which will be the basis for the contract award.
The decision of whether to award a contract and selection of a consultant will be in the sole
discretion of the City Council.
Special Conditions
Contract and Insurance Requirements
The selected consultant shall be required to enter into a city-prepared Professional Services
Agreement approved by the City Manager. Consultants shall be prepared to accept the terms and
conditions of the City's Standard Professional Services Agreement including all Insurance
Requirements. The successful Consultants bid and the terms and conditions stated in this RFP will
be made part of the contract between the City of Augusta and the Consultant. This RFP outlines the
specifications and requirements, but not necessarily all of the terms and conditions that will be
incorporated into the final agreement between the City of Augusta and the successful Consultant.
* General Liability. Consultant shall maintain commercial general liability insurance in an
amount not less than one million dollars ($1,000,000) per occurrence, two million dollars
($2,000,000) general aggregate, for bodily injury, personal injury, and property damage,
including without limitation, blanket contractual liability. Consultant's general liability
policies shall be primary and non-contributory to provide that City and its officers, officials,
employees, and agents shall be additional insureds under such policies.
* Workers' Compensation. Consultant shall maintain Workers' Compensation Insurance
(Statutory Limits) and Employer's Liability Insurance with limits of at least one million
dollars ($1,000,000). Consultant shall submit to City, along with the certificate of insurance,
a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and
volunteers.
* Auto Liability. Consultant shall provide auto liability coverage for owned, non-owned, and
hired autos with a limit of no less than one million dollars ($1,000,000) per accident. If
Consultant owns no vehicles, this requirement may be met through a non-owned auto
endorsement to the CGL policy
* Professional Liability. Consultant shall maintain professional liability insurance that insures
against professional errors and omissions that may be made in performing the Services to
be rendered in connection with this Agreement, in the minimum amount of one million
dollars ($1,000,000) per claim and in the aggregate. Any policy inception date, continuity
date, or retroactive date must be before the effective date of this agreement, and
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