City staff updated the City Council on progress for the Courthouse Road project and outlined next steps on permitting, parcel closings and bidding.

The update, requested by resident Jared Wilbur, noted that the Adams parcel has closed, the Merrill parcel is close pending resolution of a sublease legal issue, and the Wardwell parcel will close after those two. Staff said they already have “right, title and interest” on needed parcels for the project.

Why it matters: staff said the Maine Department of Environmental Protection (DEP) indicated the road might qualify as a separate project, which could allow a shorter permit-by-rule review (staff suggested a roughly 20‑day review rather than a longer common‑scheme development review). That shorter path would accelerate the stormwater review and allow construction to begin later this fall if design and permitting proceed as expected.

Permitting and costs: staff reported that initial test borings identified potential blasting needs on one parcel and that a final geotechnical report from SW Cole was pending. Staff said blasting and rock removal are the largest remaining cost variable. The presentation also said vernal pools in the area did not meet the definition that would require more extensive mitigation and that design changes reduced the amount of construction off Long Lane, producing a potential cost savings.

Bidding and project management: staff recommended putting the entire project out to bid with the existing design prints, rather than breaking it into many piecemeal components. One councilor urged that approach: “Put the whole thing out to bid. If you can’t stomach the bid that comes in, sit down with the contractor and see where economies can be made,” the councilor said. Staff said a full RFP will give bidders’ pricing detail and allow staff to decide which parts, if any, might be performed in house.

Staff also discussed hiring a clerk of the works (an on-site project manager) or similar certified project owner to coordinate public works, contract paving and other private contractors. The city’s project engineer, Andrew McCullough, was identified by staff as using city design standards for the work; staff said a new planning director expected Oct. 1 may also help manage project oversight.

Funding and finance considerations: staff said state bond release funding for the project has been authorized and that the state should be moving toward advertising contractor bids soon. The city is also considering whether to seek additional county funding, explore tax-increment financing district options or impose utility hookup fees to recover water and sewer costs for new development tied to the road.

What was directed vs. discussed: this meeting captured discussion and staff recommendations; no formal contract award or council vote was recorded. Staff said next steps include filing the DEP stormwater submission, receiving the final SW Cole geotechnical report, posting bid documents when design is final and deciding whether to hire a clerk of the works. Staff also indicated they would follow up on potential county funding.