Memorial Park Pavilion

TOWN OF FREEPORT, MAINE
REQUEST FOR PROPOSALS
Design & Construction Services
Memorial Park Pavilion / Stage Project
RFP 2026-0012
1. INVITATION TO BID
The Town of Freeport, Maine ("Owner") hereby solicits sealed proposals for furnishing all labor,
materials, equipment, and services necessary to build the Memorial Park Pavilion / Stage Project.
Sealed proposals shall be submitted to the Town at 30 Main Street, Freeport, Maine 04032, or
electronically to apresgraves@freeportmaine.com, and shall be clearly marked "Memorial Park
Pavilion Project Bid." Proposals will be accepted until 2:00 local time on Thursday, August 6,
2026, where they will be publicly opened with the bid prices read aloud.
The Owner reserves the right to reject any or all proposals, to waive informalities, and to accept
the proposal deemed to be in the best interest of the Town.
2. PROJECT DESCRIPTION
The project consists of the design and construction of a pavilion / stage structure, ADA-
compliant access improvements, site work, and associated utilities within Memorial Park.
All work shall be performed in accordance with applicable codes, ordinances, and standards of
the Town of Freeport. The necessary Building Permits are required, but the fee(s) will be
waived.
3. PROCUREMENT TIMELINE
Activity Scheduled Date
Public notice announcing Request for Proposals (RFP) July 6, 2026
Distribution of RFP After July 6, 2026
Closing date for submission of written questions for written responses July 23, 2026, 4:00 pm
Town's response to proposers' written questions July 29, 2026
Opening of Proposals August 6, 2026 2:00 pm
Proposal award date August 20, 2026

RFP #2026-012
For Design & Construction Services
Memorial Park Pavilion / Stage Project
4. SCOPE OF WORK
The Work includes, but is not limited to:
- Construction of a post-and-beam pavilion on a raised pressure-treated wood deck.
- Installation of ADA-compliant ramp and asphalt walkway.
- Site grading, erosion control, and restoration.
- Installation of underground electrical service and distribution panel on two frost protected posts.
The conceptual design is described and shown in the attached application to the Project Review
Board dated April 27, 2026 that was approved on May 20, 2026. Note that the approved Site
Plan and design included a 6 foot length of wood deck ramp, 5 feet wide, with a 1:12 maximum
slope, 36" high handrails and 4" edge protection on both sides with 12" horizontal extensions at
each end with radius returns. This ramp shall be built with pressure treated lumber; the railing
and edge protection shall be made of aluminum or stainless steel. Alternately, the asphalt ramp at
a maximum slope of 1:20 could be built directly to the edge of the proposed pavilion deck if an
adequate and acceptable retaining structure is used to prevent fill soil from being placed under the
deck. The soil side slopes from the sidewalk shall be no steeper than 1:10 except a maximum
slope of 1:4 is allowed toward the RR tracks. The sidewalk construction shall comply with the
Ordinance Chapter 26 for Street Acceptance with 8" of aggregate base course and 2" of
bituminous pavement. The pavilion deck and the pavilion posts shall all be made of pressure
treated lumber.
The Contractor shall provide a complete underground 100 amp electrical service to a distribution
panel, with an electrical meter box and two 20 amp circuits to separate quad outlet boxes. All the
equipment shall be mounted on a backing of 1" PT deck boards between two 4x4 PT posts, at
least 30" wide by 48" tall, or as otherwise required and approved. The equipment shall all be
rated for outdoor service with rain covers as required. The main electrical panel shall have
provisions to lock the unit with a padlock. The Town has started the process for a new service,
designated by CMP as Work Order #10301286806. The Contractor shall coordinate the
permitting and installation with the Town and CMP in accordance with their respective
requirements.
5. INFORMATION SUPPLIED TO THE PROPOSER
Acknowledgement by the Proposer - The Proposer acknowledges that it has full responsibility for
the Design and that Proposer will furnish the Final Design. The Proposer acknowledges that it
has diligently reviewed and verified the Owner-Supplied Information for errors, omissions,
inconsistencies or other defects and has incorporated into the Price Quote all costs associated with
correction of any such errors, omissions, inconsistencies and/or other defects. The Proposer
specifically acknowledges and agrees that:
A. The Owner-supplied information is preliminary and conceptual in nature;
B. The Proposer is responsible for correcting any errors, omissions and defects in the
Owner-Supplied Information through the design and/or construction process;
Page 2 of 5

RFP #2026-012
For Design & Construction Services
Memorial Park Pavilion / Stage Project
C. The Owner shall have no liability for errors, omissions, and defects in the Owner-
Supplied Information.
D. The Proposer has independently determined that the Owner-Supplied Information
presents a feasible concept for the Project that can and shall be used as the basis for the
completion of the Project, and agrees that it shall have no right to seek additional compensation
or a time extension, except as specifically permitted in the Contract; and
E. The Proposer acknowledges and agrees that the Owner shall not be responsible or liable
in any respect for any loss, damage, injury, liability, cost, expense or cause of action whatsoever
suffered by Proposer, its employees, agents, officers or subcontractors or any other persons for
whom the Proposer may be legally or contractually responsible, by reason of any use of any
information contained in the Owner-Supplied Information or any action or forbearance in reliance
thereon, except as may be provided in the Contact.
F. The Proposer further acknowledges and agrees that: (1) if and to the extent Proposer or
anyone on Proposer's behalf uses any of said information in any way, such use is made on the
basis that Proposer, not the Owner, has approved of such use and information and is responsible
for said information; and (2) Proposer is capable of conducting and is obligated hereunder to
conduct any and all studies, analyses and investigations as it deems advisable to verify or
supplement said information, and that any use of said information is entirely at Proposer's own
risk.
6. CONTRACT TIME
The Contractor shall commence Work within thirty (30) days of Notice of Award and shall
complete the Work within sixty (60) days unless otherwise approved in writing.
Liquidated damages shall be assessed at $100 per day for failure to achieve substantial
completion within the Contract time.
7. INSURANCE
Indemnification. The Contractor shall indemnify, defend, and hold harmless the Owner and its
officers, officials, employees, agents, and consultants from and against any and all claims,
damages, losses, liabilities, and expenses, including but not limited to attorneys' fees, arising out
of or resulting from the performance of the Work, provided that such claim, damage, loss, or
expense is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of
tangible property, to the extent caused in whole or in part by any negligent act or omission of the
Contractor, any Subcontractor, or anyone directly or indirectly employed by them.
This indemnification obligation shall include, without limitation, all costs of defense,
investigation, and settlement of claims, and shall not be limited in any way by any limitation on
the amount or type of damages, compensation, or benefits payable under workers' compensation
acts, disability benefit acts, or other employee benefit acts.
Page 3 of 5

RFP #2026-012
For Design & Construction Services
Memorial Park Pavilion / Stage Project
The Contractor further agrees that this obligation shall extend to claims arising from the acts or
omissions of the Contractor's subcontractors, suppliers, or any other party for whom the
Contractor may be liable.
Nothing herein shall be construed to require the Contractor to indemnify the Owner for claims
arising solely from the negligence of the Owner.
A. Insurance Requirements
The Contractor shall procure and maintain, at its own expense, insurance of the types and
minimum limits stated below with insurers licensed to do business in the State of Maine.
Commercial General Liability: The Contractor shall carry commercial general liability insurance
with limits not less than $500,000 per occurrence and $1,000,000 aggregate, including coverage
for bodily injury, property damage, products and completed operations, and contractual liability.
Umbrella / Excess Liability: The Contractor shall maintain umbrella or excess liability coverage
in an amount not less than $1,000,000 per occurrence.
Workers' Compensation: The Contractor shall maintain workers' compensation insurance in
compliance with all applicable state laws.
Additional Insured: The Owner shall be named as an additional insured on all liability policies.
Such insurance shall be primary and non-contributory with respect to any insurance maintained
by the Owner.
Certificates: Prior to commencement of Work, the Contractor shall furnish certificates of
insurance evidencing compliance with these requirements. Policies shall not be cancelled or
materially changed without at least thirty (30) days prior written notice to the Owner.
8. PROPOSAL REQUIREMENTS
Each proposal shall include: (1) a lump sum cost proposal; and (2) a technical narrative
describing the Contractor's approach, schedule, and qualifications.
The technical content shall include a preliminary design for the pavilion structure, the deck, the
footings, the electrical distribution panel, and other major components. Drawings and figures
showing these features are recommended. Additional information appropriate to the project is
welcome. Identify any proposed items or options that would change the Town's expectation for
the project, such as a method to build the project quicker, for less cost, or of higher quality.
As noted in the Scope of Work, the ADA access path includes a PT wood deck and paved
landing, or an alternative of building an asphalt path directly to the pavilion deck. The specific
alternative shall be identified in the proposal and described with adequate detail and drawings as
needed. If the latter alternative is proposed, the retaining feature for ending the sidewalk at the
pavilion deck should be clearly presented.
Page 4 of 5

RFP #2026-012
For Design & Construction Services
Memorial Park Pavilion / Stage Project
9. BID FORM and CONTRACT
The Proposal shall clearly show the bidder's name, the Owner's name, and the name of the
project, along with all other required information. The accepted Proposal will serve as the
preliminary design and establish the contract price.
If the Owner accepts a proposal, the Proposer shall execute and deliver a contract in a form
acceptable to the Owner, agreeing to all provisions of the referenced RFP.
The Contractor shall submit Applications for Payment for work completed and approved in
accordance with the Schedule of Values approved by the Owner. The Owner shall withhold 10%
of the contract price until the Contractor has satisfactorily completed all Work and has delivered
all releases, lien waivers for all labor, services, material and equipment for which a lien could be
filed, marked up record documents, and other documents. The Owner will make payments within
30 days of receiving approved invoices.
10. QUALITY CONTROL DURING CONSTRUCTION
The Contractor is responsible for all aspects of the quality of construction, including labor,
equipment, materials, incidentals, processes, and construction methods. In addition:
A. All work under this Contract shall be subject to inspection and observation by representatives
of the Owner.
B. If any quality control testing, inspection or observation results in any indication that any
material or portion of the work does not meet Contract requirements, the Contractor shall, at his
sole expense, undertake remedial work and/or repeat testing to the satisfaction and of the
approval of the Owner.
Page 5 of 5

TOWN OF FREEPORT, MAINE
Town Manager's Office
30 Main Street
Freeport, ME 04032
Phone: (207) 865-4743 x 118
Email: swilson@freeportmaine.com
April 27, 2026
Kyle Drexler, Town Planner
Town of Freeport
30 Main Street
Freeport, Maine 04302
Dear Kyle,
As we've discussed, please find the Town of Freeport's submission for a Site Plan Review and
Design Review Certificate for the Town's Proposed Pavilion/ Stage Project at Memorial Park.
The project is included in the Town's capital budget and will provide a more functional and
attractive space for music and other performance activities that will continue to occur at the
Park. This project will improve the public space at the Park, providing an accessible path to the
new stage structure.
The project has been designed to comply with the performance standards of the Design Review
Ordinance and Freeport Zoning Ordinance, including the Design Review District and the Village
Overlay District standards. In addition, applicable Town staff and interested members of the
public have reviewed and offered comments on the proposed plan. A more detailed
description of the proposed project and the other application documents are included in the
attached Application Narrative.
If you have any questions or concerns, please do not hesitate to contact project leads Albert
Presgraves (Town Engineering Advisor) at apresgraves@freeportmaine.com, Earl Gibson (Public
Works Director) at egibson@freeportmaine.com, or me.
Sincerely,
Sophia L. Wilson
Town Manager
The Town of Freeport is an equal opportunity employer and service provider that celebrates diversity
and is committed to creating an inclusive environment for our employees and those we serve.

Proposed Pavilion / Stage Project
Freeport Memorial Park
Application Narrative
April 27, 2026
Description:
The existing Freeport Memorial Park site is a developed greenspace with a monument and
associated structures used for public recreation and events. The property covers
approximately 28,000 square feet with frontage on both Bow Street and Park Street. The
site is identified as Lot 40 on Tax Map 13, located in the Village Mixed Use 2 (VMU-2) Zoning
District. It is also located in the Freeport Design Review District 2 and the Freeport Village
Overlay District.
The proposed project will include the construction of a Pavilion/ stage structure no more
than 18" above the existing grade, with electric service and an ADA compliant path/
sidewalk, with associated ramp, fill and grading (see more detail below). The sidewalk will
have an asphalt surface like the other paths in the Park. The layout of the proposed site
features is shown with dimensions on the attached Site Plan.
The small amount of increased impervious area will be surrounded by at least 40 feet of
lawn at a flat slope before encountering an inlet to drainage system, and the great majority
of the precipitation will infiltrate the lawn with no increase in the runoff rate or quantity. All
disturbed surfaces will be seeded and mulched to prevent sedimentation and erosion.
The structure itself will be built in a post and beam style on top of a raised deck with
pressure treated wood frame on concrete foundation posts. The design will be modelled
on the standard plans available from Blueprint Unlimited as shown on the attached
Pavilion Drawing. Note that this drawing shows the building built over a concrete deck, but
a raised wood deck will be used. The roof will be a neutral color of asphalt shingles. The
drawing is an isometric rendering with dimensions so no separate building sections or
elevations are needed to show the proposed building.
A permanent electric service will be installed through an underground conduit to an
electric service box located behind the pavilion/ stage. No additional lighting is proposed
for this project because no nighttime use is anticipated and there is no need to add to the
existing lighting impacts on neighbors and users of the Park. Similarly, the Park is currently
landscaped with large trees and other plantings along the existing paths and structures,

and no additional landscape improvements are proposed. (See section below titled
Existing Conditions and Proposed Location.)
The proposed accessible path/ sidewalk is shown on the Site Plan and will comply with
ADA standards, but some additional detail is provided here. From the raised deck of the
Pavilion, there will be a 6 foot length of wood deck ramp, 5 feet wide, with a 1:12 maximum
slope, 36" high handrails and 4" edge protection on both sides with 12" horizontal
extensions at each end with radius returns. This ramp will end at an elevated asphalt
landing that is essentially flat-no more than a slope and cross slope of 1:48 maximum.
This ramp will act as a "bridge" between the pavilion structure and the path/ sidewalk so
that the foundation and deck of the pavilion will not be impacted by fill soil directly against
the structure that could cause damage to the structure and increase maintenance. From
the asphalt landing, there will be a 5 foot wide asphalt path/ sidewalk at a slope of 1:20
maximum that blends smoothly into the existing lawn.
Village Overlay District Design Standards
This project conforms with the Village Overlay District Design Standards. The property
setback is 10 feet. Existing landscaping is appropriate for adding the proposed
improvement. The proposed Pavilion will have a roof slope of 6:12. The proposed path is
ADA compliant and meets other path and sidewalk standards.
Existing Conditions and Proposed Location
The proposed location for the Pavilion/ Stage structure has been reviewed by many
interested members of the public, including Meetinghouse Arts (the most recent primary
sponsor of music events in the Park) and the abutting hotel who also owns the adjacent
Old Town Hall that is used for private meetings and events. In fact, the proposed location is
essentially the same place where a temporary ground-level deck now exists for use by
musicians who perform during the summer at the Park.
Attached are photos of the view of the existing deck where the Pavilion/ Stage will be
located. One photo is the view from Bow Street and one photo is the view from Park Street.
Supporting Documents
In addition to this narrative, the application includes the following required documents:
cover letter, property deed, building drawing, and proposed Site Plan.

Pavilion location from Bow Street

Pavilion location from Park Street