REQUEST FOR PROPOSAL (RFP)
Construction of Veterans Memorial Park
Town of Wilmington, Vermont
1. INVITATION TO BID
The Town of Wilmington, Vermont (“Owner”) invites qualified contractors to submit proposals for the construction of a public Veterans Memorial Park. The project will consist of site development, hardscape, landscaping, memorial features, and associated site utilities, in accordance with the Contract Documents prepared by the Owner and its design professionals.
2. OWNER INFORMATION
Owner: Town of Wilmington, Vermont
Address: 2 East Main Street, PO BOX 217, Wilmington, VT 05363
Contact Person: Scott Tucker, Town Manager
Phone: 802-464-8591 ext. 123
Email: [email protected]
All communications regarding this RFP shall be directed to the Contact Person listed above.
2A. DESIGN TEAM
The project has been designed by the Owner’s appointed design professionals. Contractors shall coordinate construction activities with the Design Team throughout the project.
Design Firm: Craven’s Design
Address: 71 Wilmington Heights Rd, Wilmington, Vermont
Telephone: 802-779-1613
Email: [email protected]
Principal: Eric Craven
Landscape Architect: Beau Doucette
The Design Team will:
- Review and approve submittals
- Respond to Requests for Information (RFIs)
- Conduct site visits during construction
- Certify substantial and final completion
All interpretations of the Contract Documents shall be made by the Design Team in accordance with the Contract and AIA General Conditions.
3. PROJECT DESCRIPTION
3.1 Project Overview
The project includes construction of a Veterans Memorial Park intended to serve as a civic gathering and commemorative space honoring military veterans. Major components of the Work include:
- Concrete unit paver and stone dust patio areas
- Sidewalks and accessible walking paths
- Memorial stone elements and commemorative features
- Pavilion structure (heavy timber with metal roof)
- Site lighting and associated electrical coordination
- Flag pole and foundation
- Monolithic granite benches
- Relocation of Dooley memorial stone
- Landscaping, planting, and turf establishment
- Utility coordination
Work also includes all site preparation, grading, and restoration necessary to complete the project in accordance with the Contract Documents.
3.2 Project Location
40 Beaver Street, Wilmington, Vermont
3.3 Contract Documents
Construction shall be based on the drawings and specifications included in the RFP attachments and any addenda issued.
4. PROCUREMENT SCHEDULE
- RFP Issued: January 20, 2026
- Pre-Bid Meeting / Site Visit: January 27, 2026, 10 AM, 40 Beaver St., Mandatory
- Questions Due: January 30, 2026, 10 AM
- Addenda Issued By: February 3, 2026
- Proposals Due: February 19, 2026, 12 PM (noon), in-hand
- Public Bid Opening: February 19, 2026, 12 PM (noon)
- Anticipated Award: Week of March 2nd
- Construction Start: May 18, 2026; final DRB Permit approval required
- Substantial Completion Required By: November 11, 2026, Veterans Day
Late submissions may be rejected at the sole discretion of the Owner.
4A. INSTRUCTIONS TO BIDDERS
4A.1 Bid Security
Each proposal shall be accompanied by a Bid Bond, certified check, or cashier’s check in the amount of five percent (5%) of the total bid, made payable to the Town of Wilmington, Vermont, unless otherwise permitted by the Owner.
4A.2 Withdrawal of Bids
Bids may be withdrawn prior to the time and date established for bid receipt. No bid may be withdrawn after the bid opening for a period of sixty (60) days, unless permitted by Vermont statute.
4A.3 Examination of Documents and Site
Bidders are responsible for examining the site and all Contract Documents and for becoming familiar with all conditions that may affect the Work.
4A.4 Addenda
Addenda will be issued by the Design Team on behalf of the Owner and will be sent to all known plan holders. Only written addenda shall be binding.
4A.5 Requests for Information (RFIs) During Bidding
All questions shall be submitted in writing to the Owner’s Contact Person or Design Team as identified in this RFP. Responses that affect the scope, price, or schedule will be issued by addendum.
4A.6 Substitutions
Requests for substitutions shall be submitted in writing prior to the deadline for questions. Approval or rejection of substitutions shall be issued by addendum.
4A.7 Award of Contract
The Owner intends to award the Contract to the lowest responsive and responsible bidder, but reserves the right to reject any or all bids and to waive informalities as permitted by law.
5. SCOPE OF WORK
5.1 General Requirements
The Contractor shall furnish all labor, materials, equipment, supervision, and services necessary to complete the Work in accordance with the Contract Documents. All open excavations shall be adequately safeguarded to prevent accidents to persons, and damage to property. Vehicular and pedestrian traffic to and from the Public Safety Facility shall be maintained. Provide construction signs, barricades, barrier fences, traffic signs, and all other traffic devices erected, acceptable to the Chief of Police.
5.2 Specific Work Items
The Work includes, but is not limited to:
- Mobilization and site logistics
- Protection of existing trees and site features
- Layout and surveying as required
- Earthwork, grading, and drainage
- Construction of patios & sidewalks
- Installation of memorial stonework and site masonry
- Construction of pavilion structure and roofing
- Installation of flag pole and footing
- Installation of site lighting and coordination with electrical service
- Installation of monolithic granite benches
- Relocation of Dooley memorial stone
- Planting, seeding, sodding, and landscape establishment
- Final cleanup and site restoration
5.3 Allowances and Alternates
If applicable, allowances and bid alternates shall be identified in the Proposal Form and Contract Documents.
6. PROPOSAL SUBMISSION REQUIREMENTS
Proposals shall be organized in the following format and order:
6.1 Cover Letter
- Firm name and contact information
- Commitment to project schedule
- Statement of understanding of the project
6.2 Contractor Qualifications
- Company profile and years in business
- Vermont contractor license information
- Experience with similar projects
6.3 Key Personnel
- Project manager
- Site superintendent
- Relevant experience and certifications
6.4 Relevant Project Experience
Provide at least two (2) similar projects including:
- Project description
- Construction value
- Owner reference contact information
6.5 Construction Schedule
Preliminary schedule demonstrating ability to meet the required completion date.
6.6 Cost Proposal
- Lump sum base bid
- Breakdown by major trade or CSI division
- Unit prices if requested
- Alternates (if applicable)
6.7 Bonding Capacity
Statement from surety indicating ability to provide performance and payment bonds for the full contract amount.
7. SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
- Contractor experience with similar projects
- Qualifications of assigned personnel
- Proposed construction schedule
- Cost proposal
- References
- Compliance with submission requirements
The Town reserves the right to accept or reject any or all proposals and has the right to accept other than the lowest bid, if determined to be in the best interest of the town, and to waive informalities. The Town is an equal opportunity employer and is committed to equal opportunity in its contracting process.
8. CONTRACT TERMS
8.1 Form of Agreement
The Owner anticipates using AIA Document A101 (Stipulated Sum) in conjunction with AIA Document A201 (General Conditions), latest edition, as modified by the Owner.
8.2 Bonds
The successful bidder shall provide:
- Performance Bond: 100% of contract sum
- Payment Bond: 100% of contract sum
8.3 Insurance
Contractor shall maintain insurance meeting or exceeding the following limits:
- Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
- Workers’ Compensation: Statutory
- Automobile Liability: $1,000,000 combined single limit
The Town of Wilmington shall be named as Additional Insured.
8.4 Prevailing Wage and Public Bidding Compliance
Contractor shall comply with all applicable Vermont statutes and municipal procurement requirements. This project is not federally funded and is not subject to federal grant conditions or Davis-Bacon Act prevailing wage requirements unless otherwise required by State or local law.
8.5 Non-Discrimination
Contractor shall comply with all federal and state equal employment opportunity requirements.
9. CONDITIONS AND LIMITATIONS
- The Town shall not be responsible for any costs incurred in preparing proposals.
- All proposals become the property of the Town.
- The Town reserves the right to negotiate scope and price with the selected Contractor.
- The Town may cancel this RFP at any time.
10. ATTACHMENTS
Drawings
- Veterans Memorial – IFB – DLD_240410 (Landscape Plans)
- Veterans Memorial Pavilion – IFB 240410 (Pavilion Plans)
- Project Location Map
Specifications
- 01 5639 — Tree Protection and Pruning
- 04 4302 — Site Stonework
- 06 130 — Heavy Timber Construction
- 07 6113 — Metal Roof Panels
- 32 0130 — Landscape Maintenance
- 32 1400 — Unit Pavers
- 32 9113 — Soil Preparation
- 32 9200 — Seeding and Sodding
- 32 9300 — Trees, Shrubs, and Groundcovers
Reference Materials (Links)
Contractors are responsible for reviewing all attachments and incorporating all requirements into their proposals and pricing.
Veterans Memorial-Revised Plans
Pre-Bid Q&A
TOWN OF WILMINGTON TRAIL COMMITTEE
REQUEST FOR PROPOSALS
2026 TRAILS MOWING CONTRACT
Contact: Jessica Archambault
[email protected]
Mail to: Town of Wilmington
ATTN. Town Manager’s Office
Trail Mowing Bids
2 East Main Street, PO Box 217
Wilmington, VT 05363
Date of Issue: January 22, 2026
Deadline: 12:00 noon, February 25, 2026, at Town Manager’s Office
Scope of Proposal
The Town of Wilmington Trail Committee is requesting proposals/bids for the Trail Mowing Contract for 2026. The scope of the work is mowing and light brush clearing of certain Wilmington Hiking Trails as outlined on the attached List of Wilmington Trails (List), to be completed between May and early September.
The attached list provides the name of each trail to be mowed and the minimum frequency that the trail needs to be mowed. Also attached to this Request for Proposals is a map marking the trails and the approximate respective lengths or sections of the trails that require mowing.
Statement of work specifications
Unless otherwise specified, the mowing contractor shall mow the trails to a width of approximately 5 feet wide over the length of the trails specified and on a routine basis as outlined in the attached List. The trails are uneven in places, and some have steep and rough terrain. Contractors are encouraged to visit the trails before making bids. The recommended type of mower is with a typical “DR” walk-behind grass/brush mower that is at least in part self-propelled. Weed-whackers and bladed weed-whackers are also useful implements for the work to be properly performed on some of the trails.
Property/Equipment to be provided by the Town of Wilmington:
The Town of Wilmington will NOT provide any equipment or tools to assist the mowing contractor with the mowing.
Required delivery schedule
May 2026 through early September 2026
General Provisions
Contractor shall carry his/her/its own medical, auto, worker’s compensation and general liability insurance. The Contractor shall provide evidence of such insurance naming the Town as an insured under the policy. The Contractor shall agree to indemnify and hold harmless the Town of Wilmington from any and all liability arising from the mowing.
Much of the trail system is located upon private property so the contractor shall respect the private land and the landowner’s requests, if any, as to the time of day when the mowing is performed.
Bidders should include in their bid an hourly rate to be charged for miscellaneous work, such as clearing of downed trees across a trail. Any miscellaneous work needed (and the associated estimated costs) must be authorized in writing by the Chair or Vice Chair of the Trail Committee PRIOR to such additional work being conducted, unless it is time-critical (e.g., if a downed tree impedes mowing).
If the work is time-critical and is estimated to take two hours or less (such as a tree down in the way of mowing) in such cases, the Contractor shall give notice to the the Trail Committee chair or Vice Chair by email, text, or voicemail within two (2) days after the time-critical work was completed. Miscellaneous work shall be billed as a separate line item on any invoice with a description of the work conducted.
All billing shall be submitted on a monthly basis to the Town of Wilmington within three (3) days of the first of each month in accordance with the Town’s finance department requirements. Also, a copy of each invoice shall be emailed to [email protected].
All bids shall provide a lump sum amount for the 2026 mowing, including an hourly rate(s) for additional miscellaneous work as described above.
The Town reserves the right to require the contract be on the standard form of agreement utilized by the Town for standard contracts.
The Town reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel in part or in its entirety this request for proposals if it is in the best interests of the Town. This solicitation of proposals in no way obligates the Town to award a contract.
List of Wilmington Trails
Trail Name/Description for 2026 Mowing & Brush Clearing
Number of
Mow Events
10 Beaver Brook Trail (from East end of OSEC property line to E.Main Street access point)
10 Valley Trail-Wilmington to Chimney Hill
3 Valley Trail-Chimney Hill toward Haystack (stop at Forbush Road)
3 Hoot, Toot & Whistle Trail at the following locations:
*Reardon’s Crossing (north of W. Main Street to the easterly Moover property line )
*Mill Street access point to start of gravel trail
*Waste Water Treatment Facility driveway; trail access points on either side of driveway
3 Lisle Hill Trail (Lisle Hill Trailhead)
2 Shearer Hill Trail (approximately 1/2 mile starting from Shearer Hill Road as shown on map)
2 Raponda Ridge Loop (portions shown on attached map)
4 Whites Road Trailheads (Primitive Trail, east side of Whites Road, and Lisle Hill Trailhead on west side of Whites Road)
INVITATION TO BID
Wilmington TAP TA 16(4) / STP BP 17(13) East Main Street Sidewalk Project
Sealed bids from pre-qualified contractors shall be accepted until 2:00 pm, prevailing time on February 19th at the Town of Wilmington Offices for construction of the project hereinafter described. Bid opening will occur immediately after the bid submittal deadline. The time of receiving and opening bids may be postponed due to emergencies or unforeseen conditions.
Sealed BIDS shall be marked in the lower left-hand corner: Bid Documents: Wilmington TAP TA 16(4) / STP BP 17(13).
Each BID must be accompanied by a certified check payable to the Town of Wilmington for five percent (5%) of the total amount of the BID. A BID bond may be used in lieu of a certified check.
PREQUALIFICATION OF CONTRACTORS: All bidders on this project shall be on the Agency of Transportation’s prequalified list under the category listed below or shall have submitted a complete prequalification application to the Agency of Transportation, Contract Administration, a minimum of 10 working days prior to the bid opening. For information contact Jon Winter at (802) 622-1267.
All bidders shall be on the current VTRANS Contract Administration pre-qualified list “Contractors List of Curb and Sidewalk Category”.
LOCATION: Beginning at a point on VT Route 9 (East Main Street) across from the intersection with Beaver Street and extending easterly along VT Route 9 for approximately 1300 feet until reaching the western approach of the bridge over Beaver Brook.
TYPE OF CONSTRUCTION: Work to be performed under this project includes: Replacing concrete sidewalk, new granite curb, drive improvements, installing a new sewer line, streetscape enhancements that include landscaping and a flagstone retaining wall, as well as signing and striping for crosswalks.
CONTRACT COMPLETION DATE: The Contract shall be completed on or before October 15, 2026.
OBTAINING PLANS: Plans may be viewed at the Town of Wilmington Offices, 2 East Main Street, P.O. Box 217, Wilmington, VT 05363 by appointment only. Phone: 802-464-8591 ext 117. Electronic Plans and Bid Documents may also be obtained from VHB, 20 Winooski Falls Way Suite 400B, Winooski, VT 05404. Email Chrystie Jean at [email protected] to request a copy.
ENGINEERS ESTIMATE: For this Proposal the Engineers Estimate falls between $500,000 and
$1,000,000.
PLANS, SPECIFICATIONS AND PROPOSAL MAY BE SEEN AT THE OFFICE OF: Town of Wilmington
Offices, 2 East Main Street, P.O. Box 217, Wilmington, VT 05363.
PREBID CONFERENCE: There will no pre-bid conference held for the project.
STANDARD SPECIFICATIONS: This contract is governed by the Vermont Agency of Transportation (“VTrans”) 2024 Standard Specifications for Construction.
QUESTIONS: During the advertisement phase of this project all questions shall be addressed solely to Gretchen Havreluk, Wilmington Economic Development Consultant at [email protected].
Questions are due by February 6th, 2026.
Public Safety Facility Solar-Invitation to Bid
The Town of Wilmington, Vermont is soliciting proposals from qualified firms for the Public Safety Facility (PSF) Solar Rooftop Project. The project consists of the design, permitting, utility interconnection, construction, commissioning, and closeout of a municipally owned rooftop solar photovoltaic system.
Proposals will be received by the Town of Wilmington until 12:00 PM on February 27, 2026. Late proposals will not be accepted. A recommended pre-proposal site visit will be held at 10:00 AM February 10, 2026. Bids should be mailed to: Town of Wilmington, ATTN. PSF Solar, PO Box 217, 2 East Main Street, Wilmington, VT 05363. Electronic bids will not be accepted.
The Town intends to pursue federal incentives through the IRS Elective Pay (Direct Pay) program. The project is not an ESCO, PPA, or third-party ownership arrangement.
The Town of Wilmington reserves the right to reject any or all proposals, waive informalities, and award a contract in the best interest of the Town. The Town is an equal opportunity employer and is committed to equal opportunity in its contracting process.