City of Ellsworth, Maine

Request for Proposals (RFP)
Clerk of the Works/Owner’s Representative
Merrill Lane Extension & Infrastructure Project

Addendum posted August 28, 2025

Addendum for August 28, 2025

Addendum for August 28, 2025 Attachment A

I. Project Timeline & Obligations

The City of Ellsworth is advancing the Merrill Lane Extension Project in partnership with the Maine Judicial Branch to support the construction of a new $55 million Hancock County Judicial Center. The initial road design with stormwater has been completed and is currently being prepared for submission to the Maine Department of Environmental Protection (DEP) for a Permit By Rule approval, anticipated within the next month. Shortly thereafter, a final road design with water/sewer/electric will be prepared to guide construction.

The City intends to begin clearing and grubbing for the roadway in November of 2025, with a firm obligation under its developer agreement with the Judiciary to deliver a passable construction road with electric utilities in place by January 2026. Final paving and completion of the public way are not required until 2027. However, depending on financing opportunities and development activity, the City may choose to fast-track road construction and associated infrastructure to spur additional housing and commercial investment in the area.

Although municipal projects are exempt from Planning Board approval, the City intends to work closely with the Planning Board and will adhere to private road development standards to ensure the extension meets the necessary criteria for acceptance as a public way.

The Clerk of the Works/Owner’s Representative will play a key role in keeping this timeline on track, coordinating regulatory compliance, and managing construction sequencing to align with both the judiciary’s deadlines and the City’s broader economic development goals.

II. Introduction

The City of Ellsworth invites qualified firms or individuals to submit proposals for Clerk of the Works/Owner’s Representative services for the Merrill Lane Extension Project. This project is a pivotal infrastructure investment that will extend Merrill Lane to serve as the access road to the new Judicial Center while simultaneously bringing water, sewer, and electrical infrastructure into the city’s designated Urban Core that will promote residential and commercial expansion in a high growth area of the city. This role is critical to ensuring timely delivery, cost efficiency, interdepartmental coordination, and alignment with the community’s long-term growth and development goals.

III. Background & Project Vision

The Ellsworth courthouse replacement has been identified as the Maine Judicial Branch’s top priority due to the age, inefficiency, and inability of the current facility to meet modern judicial needs. The existing building is undersized and outdated, lacking the security, technology, and accessibility features required of a contemporary court facility.

 

Recognizing this urgent need, the Judiciary has demonstrated flexibility and willingness to partner with the City of Ellsworth, the seat of Hancock County, in exploring alternative sites that better align with local planning goals. Through this collaborative effort, the Wardwell Property, located within the City’s designated Urban Core growth zone, has been secured as the preferred location for the new $55 million Hancock County Judicial Center.

To realize this opportunity, the City must construct a 0.22-mile extension of Merrill Lane, connecting High Street to the courthouse parcel and bringing essential water, sewer, and electric infrastructure into the Urban Core. This extension not only fulfills the judiciary’s site access needs, but also establishes the foundation for long-term housing, commercial, and recreational development in one of Ellsworth’s most strategically important areas.

The estimated cost of construction, as scoped by engineers, is approximately $1.5 million, though the City intends to leverage in-house Public Works capacity to reduce costs where appropriate (e.g., clearing, grubbing, grading, and portions of water/sewer placement).

But the Merrill Lane extension is more than a road, it represents:

• An anchor investment in Ellsworth’s Urban Core.
• Expanded housing and economic development opportunities, including the potential for workforce housing, commercial development, and new tax revenue.
• Improved future recreational access, with trailhead parking to the Downeast Sunrise Trail and connections to Card Brook’s scenic corridor.
• A model project for future infrastructure extensions that may eventually connect High Street to Main Street, unlocking more than 140 acres of development potential.

IV. Scope of Services

The Clerk of the Works/Owner’s Representative will:

1. Project Oversight & Coordination
   1. Serve as the City’s representative throughout the pre-design, design, and construction phases.
   2. Work closely with the City Manager, Public Works Department, and the Director of Planning & Urban Development.
   3. Ensure compliance with project specifications, regulatory requirements, and schedule milestones.
2. Construction Observation & Reporting
   1. Monitor construction activities including clearing, grubbing, blasting, grading, paving, culvert placement, and utility installation to ensure project alignment.
   2. Provide written and oral progress updates to City leadership and elected officials as required.
   3. Oversee contractor and City Public Works crews to ensure effective coordination and efficient use of City resources.
3. Utilities Integration
   1. Coordinate the placement of water, sewer, and electric lines to serve both the courthouse site and future development parcels.
   2. Work with City engaged engineers and utility providers to ensure proper alignment, quality, and documentation.
4. Cost Control & Documentation
   1. Track expenditures and assist the City in identifying opportunities for cost savings through in-house work and value engineering.
   2. Maintain comprehensive project records including logs, change orders, testing results, and inspection reports.
   3. Help secure a performance bond for the city road project.
5. Stakeholder Engagement & Communication
   1. Facilitate communication between contractors, City staff, state judiciary representatives, and adjacent landowners.
   2. Provide clear updates suitable for City Council and community reporting.

V. Project Deliverables

The Clerk of the Works/Owner’s Representative will ensure the following major project deliverables are achieved:

• Phase 1 (By January 2026):
  • Clearing, grubbing, and grading of the roadway corridor.
  • Installation of culverts, blasting, and fill placement as required.
  • Establishment of a passable construction road to the courthouse site.
  • Installation of electric utilities sufficient to support courthouse construction activities.
• Phase 2 (By Summer 2027):
  • Completion of underground utility infrastructure (water and sewer extensions).
  • Final road construction, including base work and paving.
  • Delivery of roadway built to private road development standards suitable for acceptance as a public way.
  • Documentation of as-built conditions and certification of compliance with City specifications to be accepted as a public way.

Should the City elect to accelerate Phase 2 construction to encourage adjacent development activity, the Clerk of the Works will assist in revising schedules, reallocating resources, and coordinating with the Planning Board and developers to ensure quality and timely delivery.

IV. Qualifications

Proposers should demonstrate:

• Experience serving as Clerk of the Works, Owner’s Representative, or Construction Manager on public infrastructure projects of similar scale.
• Knowledge of roadway design and construction, pavement specifications, blasting, utility placement, and coordination with municipal public works teams.
• Familiarity with Maine DEP regulations, public infrastructure financing, and state/local permitting.
• Strong communication and reporting skills for technical and non-technical audiences.

V. Proposal Requirements

Proposals should include:

1. A cover letter summarizing qualifications and interest.
2. A detailed work plan describing approach to project oversight.
3. Resumes of key personnel.
4. Examples of similar projects completed within the last five years.
5. Proposed fee structure (lump sum, hourly, or hybrid).
6. References from at least three relevant projects.

VI. Evaluation Criteria

Proposals will be evaluated based on:

• Relevant project experience and technical expertise
• Proposed approach and work plan
• Qualifications of assigned personnel
• Communication, reporting, and stakeholder engagement skills
• Knowledge of local working conditions
• Cost proposal

VII. Submission Instructions

Proposals must be received by September 4th at 5pm.
Submit proposals electronically in PDF format to:

Ebony Kramp-Dowling, Executive Assistant
City of Ellsworth
1 City Hall Plaza
Ellsworth, ME 04605
Email: edowling@ellsworthmaine.gov

VIII. Anticipated Timeline

• RFP Issued: August 20^th
• Questions Due: August 27^th
• Proposals Due: September 4^th at 5pm
• Selection & Award: September 15^th
• Project Start: October 1^st