Project Information

Bid Title

SCG Septic System Replacement

Issuing Agency

Sanford city

Location

Maine

Published Date

Nov 13, 2025

Closing Date

Dec 2, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

SCG Septic System Replacement

Invitation to Bid

City of Sanford

The City of Sanford is receiving bids from contractors to furnish materials and install a septic system in the City of Sanford, York County. The work will be funded by the DEP Small Community Grant Program and the work will be subject to special requirements of the DEP.

Bid Documents may be obtained online at https://www.sanfordmaine.org/business/bid_opportunities/index.php or in the Code Enforcement Office at 919 Main Street, Sanford, ME 04073 during regular business hours Monday through Thursday 7:30am – 5:30pm. Inspection of project site before bidding is strongly recommended.

Bidders must have a minimum 3 years’ experience in septic system installation and provide 5 references related to septic system installations. Qualified Disadvantaged Business Enterprises are encouraged to bid.

Sealed bids marked “2025 City of Sanford Septic System Bid” shall include a certificate of liability insurance and must be received at the City of Sanford Code Enforcement Office by 12:00pm, Tuesday December 2, 2025 at which time they will be opened. The City reserves the right to accept or reject any or all bids. For more information please call 207-324-9145.

SCG Septic System Replacement Bid Package 2025

Attachment Preview

AWARD BASED ON INDIVIDUAL BIDS

INSTRUCTIONS TO BIDDERS

1. All bids must be submitted on the attached bid proposal form prior to the bid

opening date indicated. It is the responsibility of the prospective bidder to

inspect the construction site and examine the plans and HHE 200 forms,

technical specifications, and contract general conditions to ensure that he

fully understands the construction requirements. Any questions regarding

the work should be directed to the Municipality at least twenty-four hours

before bid opening.

2. The contract is based on individual systems. Contracts will be signed

individually with each bidder whose individual septic system price is lowest.

The Municipality will be the sole judge of the acceptability of the bids, and

may reject any and all bids if it is judged to be in the Municipality's best

interest. The contractor may be required to produce evidence of his ability to

adequately perform the work before bids are awarded.

3. The bid prices must be for complete, operational and finished septic systems

as indicated in the bid documents including any piping, fittings, valves, fill,

grading, insulation, site restoration, electrical or other work not directly

shown but which can be reasonably inferred by an examination of the site

and construction documents to produce a finished product. Qualified bids

will not be accepted. Any errors or omissions detected by prospective bidders

should be brought to the attention of the Municipality at least twenty-four

hours before bid opening.

4. This project is partially or wholly funded by the Maine Department of

Environmental Protection, and is subject to special requirements as described

in the bid documents.

5. Pump Stations shown on the plans must be included in the bid price. If the

need for a Pump Station is not clear on the plans, then the system is to be bid

without a Pump Station with a separate price for the Pump Station if it is

found to be needed.

6. The selected contractor will be required to show proof of insurance per the

General Conditions of the Contract

7. Contents of the construction contract include:

• Instructions to Bidders

• Bid Proposal

• Contract Agreement

• General Conditions

• Specifications for Septic System

• Design Plans (usually the HHE – 200)

• Change Orders

• Contractor’s Final Payment Affidavit

AWARD BASED ON INDIVIDUAL BIDS

BID PROPOSAL

THIS BID IS SUBMITTED TO:

(MUNICIPALITY)

(ADDRESS)

Having carefully examined the Instructions to Bidders, Bid Proposal, Contract Agreement, General

Conditions, Plans and Specifications, Contractors Final Payment Affidavit form and Change Order form

prepared by:

(Site Evaluator/Engineer) as well as the premises

and conditions affecting the Work, we the undersigned propose to furnish all Labor, Equipment, and

Materials necessary for and reasonably incidental to the construction and completion of this Proposal for:

NAME OF SYSTEM

(An individual price for each system

must be shown)

LUMP SUM PRICE

per SEPTIC SYSTEM

(include Pump Station cost if check

box on HHE 200 indicates

“REQUIRED”)

ADDITIONAL PUMP

STATION COST

(if check box on HHE 200

indicates "MAY BE

REQUIRED")

$

$

$

$

$

$

$

$

The Contract(s) will be awarded to the lowest acceptable LUMP SUM PRICE for each individual septic

system. Pump stations indicated on the plans ("REQUIRED" is checked) must be included in the LUMP SUM

PRICE. If the need for a pump station is not clear on the plans, ("MAY BE REQUIRED" is checked), the

LUMP SUM PRICE shall include a price for the complete system without a pump station and a separate price

for the pump station in case it is found to be needed. A separate pump station price which is deemed to be

unreasonable may be reason to reject the bid.

The undersigned agrees, if awarded the Contract, to complete the Work within

calendar

days after execution of the agreement.

(FILLED IN BY MUNICIPALITY)

The undersigned agrees, if this Proposal is accepted, to sign a Contract and deliver it, along with the Affidavits

of all insurance within seven (7) calendar days after the date of notification of such acceptance.

PRINTED NAME:

SIGNATURE:

DATE:

COMPANY NAME:

TEL:

ADDRESS:

CONTRACT AGREEMENT

THIS AGREEMENT made the

day of

20

by and between

hereinafter called the Municipality, and

hereinafter called the Contractor.

WITNESS,

That the Municipality and the Contractor for the consideration hereinafter named agree as follows:

ARTICLE 1. SCOPE OF WORK

The Contractor shall furnish all of the Materials and perform all the Work shown on the Plans and

described in the Specifications entitled:

Prepared by

, referred to in these Contract Documents

as the Engineer, and shall do everything required by this Agreement, the General Conditions, the

Specifications, and the Drawings.

ARTICLE 2. TIME OF COMPLETION

The work shall be completed according to the following schedule:

Substantial Completion:

Final Completion:

ARTICLE 3. THE CONTRACT SUM

The Municipality shall pay the Contractor for the performance of the Contract, subject to additions

and deductions provided by approved Change Orders in current funds as follows:

$

(In Words)

(In Figures)

ARTICLE 4. PAYMENTS

The Municipality shall make payment of 90% of the contract amount after the project is substantially

completed.

That is, all structures installed and operating and all disturbed areas loamed and seeded.

Final payment shall be due after final completion. That is, the Work is completed and operational in

accordance with the Contract Documents including a catch of grass.

ARTICLE 5. THE CONTRACT DOCUMENTS

The General Conditions of the Contract, Instructions to Bidders, the Bid Proposal, the Specifications,

and the Drawings, Contractors Final Payment Affidavit and Change Orders together with this

Agreement, form the Contract.

The Municipality and the Contractor hereby agree to the full performance of the covenants herein.

IN WITNESS, WHEREOF the parties hereto have executed this Agreement in the day and year first

above written.

BY:

PRINT:

WITNESS:

Authorized Municipality Official (Sign)

Authorized Municipality Official (Print)

(Sign)

BY:

Contractor (Sign)

PRINT:

Contractor (Print)

WITNESS:

(Sign)

GENERAL CONDITIONS OF THE CONTRACT

ARTICLE I: Definitions

Wherever the following terms are used in the contract documents, the intent and meaning shall be as

follows:

Contract Documents - The documents which are comprised of the Bid Proposal, Instruction for Bidders,

Contract Agreement, General Conditions of the Contract, Construction Plans and Specifications

prepared by a Registered Professional Engineer or Licensed Site Evaluator (including HHE 200 forms),

and General Construction Specifications for Septic Systems. They are also known as the contract.

DEP - The Maine Department of Environmental Protection

Engineer -- The designer of the replacement system.

Final Completion - The condition in which the work is complete and operational, covered, graded, and

satisfactory grass cover is established.

HHE - 200 Form - A subsurface wastewater disposal system application form, provided by the

Maine Department of Health & Human Services, exhibiting a complete subsurface wastewater

disposal system design.

LPI - Local Plumbing Inspector representing the Municipality.

Municipality - The Municipality, acting through its authorized representative.

Project - The entire work to be performed under the contract.

Substantial Completion - The condition in which the work is complete to a point where all structures

are installed and operational, the system can be utilized for its intended purpose, and all disturbed

areas are loamed and seeded.

ARTICLE 2: Intent and Correlation of the Contract Documents

It is the intent of the contract documents to describe a complete project. The contractor shall furnish all

Labor, Material, Tools, Transportation, Insurance, and Incidentals which are reasonably required to

construct and complete the project. The plans or HHE-200 forms, including all revisions, Instruction to

Bidders, the General Conditions of the Contract, Executed Contract, General Construction

Specifications for Septic Systems, and completed Bid proposal comprise the Contract documents.

Should the contractor discover any error, omission, or inconsistency in the contract documents which

would require additional costs above that shown in the bid, he shall notify the Municipality at least

twenty-four hours before the bids are opened. Should errors, omissions, inconsistencies, or differing site

conditions be discovered after contract award, then the Municipality shall be promptly notified and

affected work suspended until a resolution is found. In the event that there is a conflict between

requirements of the plans and specifications, the more stringent requirement will be followed.

ARTICLE 3: Permits, Laws, and Regulations

The Municipality will apply for and obtain the Plumbing Permit, DEP permits, including Permit By

Rule Notification and highway opening permits. The Municipality will secure the Small Community

Grant Easement for the project. The Municipality will also ensure all other easements and right-of

ways are obtained for work to be completed on property not directly owned by the subject Property

Owner. The Contractor is responsible for obtaining any other permits.

It is the responsibility of the Contractor to comply with all laws, regulations, and permit conditions in

constructing the project, including safety regulations. If the Contractor discovers that the contract

documents conflict with any laws, regulations, or permit conditions, he shall promptly notify the

Municipality. In addition, if the contractor's proposed construction methods require it, it shall be his

responsibility to obtain any variances or permit modifications required.

ARTICLE 4: Inspection of the Work

The contractor shall permit access to the site and work to representatives of the Municipality and DEP

at all times. Before covering the work, the contractor shall give timely notice to the Municipality and

LPI that the work is ready for inspection. The work shall not be covered until it has been inspected and

certified on the HHE 200 form by the LPI and/or designated inspector of the Municipality. Should the

work be covered without approval of the Municipality and LPI, it must be uncovered for inspection at

the contractor's expense.

If the LPI or Municipality determines that the work is not in compliance with the contract documents,

then it must be corrected to the satisfaction of the LPI, Municipality, and DEP at the contractor's

expense.

ARTICLE 5: Changes in the Work

The Municipality may request changes, increases, or decreases of the work without invalidating the

original agreement. Any changes involving a change in the contract price or time must be authorized by

a change order executed by the Contractor, Municipality, and DEP.

If the Contractor, in performing the work, discovers conditions which could not reasonably have been

anticipated from inspection of the site and examination of the contract documents, including the need for

ledge removal by blasting, he shall notify the Municipality promptly, and a change order shall be

negotiated before proceeding further.

ARTICLE 6: Contract Termination

Should the Contractor fail to complete the work within the time frame specified in the contract and any

time extension change orders, the Municipality may, after giving written notice to the Contractor,

terminate the contract and arrange for the work to be completed by others. The cost of any uncompleted

work will be deducted from the contract amount.

ARTICLE 7: Payments

The Municipality shall pay 90% of the contract cost when the work is satisfactorily and substantially

complete. The Municipality may request that the contractor provide evidence that all payrolls,

suppliers, and subcontractors have been paid before 90% payment is made. Final payment shall be

made at final completion of the finished project provided that the contractor has submitted the

Contractor’s Final Payment Affidavit. The making and acceptance of final payment shall constitute a

waiver of all claims by the Municipality except those arising from unsettled liens, faulty work or claims

under the one year warranty, and all claims by the Contractor, except those previously made and

unsettled.

For contracts exceeding one month, monthly progress payments may be requested.

Commodity Codes

• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 238910Site Preparation Contractors
• NAICS 562991Septic Tank and Related Services

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