Litchfield WPCA reviews RFQ/P for sewer system engineering, confirms DEEP grant eligibility and loan option

Litchfield, Conn. — The Litchfield Water Pollution Control Authority reviewed a draft Request for Qualifications and Proposals (RFQ/P) for grant-eligible engineering services at a special meeting on March 12, 2026, and agreed on scope refinements and procurement safeguards before pursuing state funding.

Chair Chris Levesque opened the meeting and said he had contacted the Connecticut Department of Energy and Environmental Protection (DEEP) and identified Chris Falk as the authority’s state contact for the grant process. According to the minutes, DEEP confirmed grant funding is available for up to 55% of eligible project costs on a first-come, first-served basis and that a low-interest loan component (about 2% for a 20-year term) could provide financing that covers up to 100% of project costs.

Members conducted a line-by-line review of the RFQ/P scope, endorsing a comprehensive set of tasks the consultant would perform. The scope includes project administration and DEEP coordination; updating GIS and sewer maps using RTK GPS and digitizing sewer lateral locations that currently exist only on paper; preparing easement documentation (the default corridor was set at a 20-foot width, with consultant-led owner outreach and legal descriptions); developing a Capacity, Management, Operation and Maintenance (CMOM) program; conducting rainfall-dependent infiltration and inflow (I&I) investigations including smoke testing, flow isolation and dye testing; preparing a hydraulic capacity model; performing sewer inspection and condition assessment; and preparing conceptual and preliminary design (30–60%) to support grant submissions. The RFQ/P also calls for a milestone-based work plan with specific completion dates, and lists final design and construction administration as optional tasks to avoid a second QBS process if construction-phase services are required.

Members emphasized staff continuity as a key criterion for consultant selection. The authority decided firms should demonstrate a stable, experienced project team and present the actual project team at interviews; personnel changes would require LWPCA review to prevent a “bait-and-switch.” Reference checks will focus on schedule adherence and deliverable quality. An evaluation committee of three will be established; Levesque stated he will recuse himself from that evaluation because of professional relationships with likely proposers and will share QBS scoring sheets and interview templates with Public Works Director Raz Alexe and Plant Superintendent T. Donoghue prior to the next meeting.

The authority estimated planning-phase tasks for the roughly 29-mile system would be complete in 12 to 18 months, with remediation and construction to follow as separate phases pending capital funding. Members also noted that approximately 100 unrecorded easements are stored in the office safe and will be digitized and linked in Diamond Maps as part of the easement task.

On capital governance, Levesque led discussion about clarifying the process for capital authorization and distinguishing capital outlay from formal capital appropriations. Members agreed a board-approved appropriation will be required before moving forward with the RFQ/P because DEEP expects to see that documentation. John Bongiorno, the Board of Selectmen liaison, said he would follow up with Town Finance Director Stacey to confirm the proper account setup and debt-service process. The minutes state that any loan obligation would run against the good faith of the Town of Litchfield and would require Town Meeting approval.

Votes at a glance: - Approval of minutes (Feb. 12, 2026 special meeting): Motion to add approval of the Feb. 12 minutes and approve carried; mover Chris Levesque; second John Bongiorno; all members present voted “aye.” - Adjournment: Motion to adjourn carried at 7:08 p.m.; mover Chris Levesque; second Kate Honan; all members present voted “aye.”

What’s next: Members asked staff to finalize a single redlined RFQ/P for circulation before the next meeting, form the QBS evaluation committee and finalize scoring criteria and interview questions, confirm the status of Woodward & Curren’s engagement, and ensure any stormwater grant resolutions for Litchfield Town Beach are included in capital budgeting. Plant Superintendent T. Donoghue is scheduled to present a GIS and field-conditions update in spring.

Note on transcript inconsistency: the printed minutes include the signature line “Terrence Donoghue, Interim Recording Secretary.” The meeting record elsewhere refers to “Ted Donoghue” and “T. Donoghue” as Plant Superintendent. The article follows the transcript’s meeting-role attributions (Plant Superintendent listed in the attendance) and flags the inconsistent recording of the name in the minutes’ signature line.