Selectboard seeks engineering quotes for Moose Mountain bridge and Tumbledown Deck culvert

BROOKFIELD TOWN — The Brookfield Selectboard voted to ask engineering firm Beta for formal cost proposals to produce design, permitting and bid documents for two infrastructure projects: a rehabilitation of the Moose Mountain Bridge and replacement of a culvert on Tumbledown Deck Road.

At the Selectboard meeting, board members said they had reviewed a preliminary report prepared through the Stratford Regional Planning Commission and that the bridge work appeared more straightforward than they had feared. A speaker identified in the record as a staff member said the bridge’s primary problems were “design flaws” rather than the underlying structure and urged fixing what exists to minimize disturbance to adjacent property. “Keeping property disturbance to a minimum and fixing what’s there,” the staff member said, “there’s really nothing wrong with the bridge other than its design flaws.”

Why it matters: The board said the projects will require engineering, permitting and bid documents before construction can begin and that those steps — especially permitting and engineering — are likely to account for a large share of near-term cost. Town officials discussed options to fund work from existing trust funds and cautioned that any use of operating budget funds beyond the current year would require approval from the Department of Revenue Administration (DRA).

Key details: The preliminary estimate cited in the report was about $175,000 for Moose Mountain Bridge rehabilitation (survey, geotechnical work, plan development, hydraulic analysis and assistance in bidding). The culvert/road-raising estimate was discussed in the meeting as approximately $200,000 and described as including construction costs for bringing the road up and associated work. The Selectboard described those figures as preliminary estimates from Beta’s study and emphasized they would seek a formal proposal before committing town money.

Board direction: The motion that passed directed Chris (board member) to contact Beta and arrange a meeting with the board to obtain a written quote for design, permitting and a bid package. The motion asked Beta to present two options: Option A for Moose Mountain work only and Option B for both Moose Mountain and Tumbledown Deck. The motion was made, seconded and carried.

Process and procurement: Board members discussed whether to issue an RFQ for engineering services or to ask Beta for a proposal. Several members urged getting competitive quotes but also noted that Beta had already produced a preliminary report at no cost to the town. The group discussed that, if Beta is selected for final design, the firm would commonly include limited construction observation/inspection hours in a follow-on contract to verify the contractor performs per design. The board also noted it has authority to waive bids in limited circumstances but that it would decide on any waiver later if needed.

Funding and timing: Selectboard members said there is money in town trust funds dedicated to bridges and roads; one member noted a roughly $100,000 uncommitted balance available this fiscal year, and others said both projects were likely more than a year out given permitting timelines. Members discussed carrying a warrant article to request additional funds at next March’s town meeting if needed.

Next steps: Chris will contact Beta to schedule a meeting so Beta can present a formal proposal and expected fees. The board also discussed preparing an RFQ if members want to solicit competing engineering proposals.

Ending: Selectboard members framed the vote as a step to move from a study to a procurement phase and said they would return to the board with Beta’s formal cost proposal and any competitive quotes before approving construction funding.