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RFPs

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

18 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: 27, 2026, 10 AM, 18 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

  • Site Photos
  • Memorial Stone Quote

Contractors are responsible for reviewing all attachments and incorporating all requirements into their proposals and pricing.