On the agenda: Biddeford City Council Meeting (Live) — License Plate Recognition (Oct 20)
⚠ Agenda Watch Biddeford, Maine · Tuesday, October 20, 2026 — in 3 days
About this record
The published agenda for this October 20 meeting contains: "License Plate Recognition", "LPR camera", "ALPR". This is the public record BEFORE the vote — read the document, then show up. Public comment is where cancellations start.
Check the agenda document for the meeting time.
The agenda, word for word
Government public record — the full text of the published document, archived October 17, 2026. Gold highlighting of key terms is ours, not the original’s. Read the original document ↗
City of Biddeford
City Council
October 20, 2026 at 6:00 PM
City Hall Council Chambers & Teams
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1.
Roll Call
2.
Pledge of Allegiance
3.
Adjustment(s) to Agenda
4.
Appointments
4.a 2026.147 Approval- Mayoral Appointment to a Committee- Citizen
5.
Presentation
5.a CDBG presentation (PY26 Action Plan process)
6.
Public Hearing
6.a Golden Apple Buffet -Public Hearing
7.
Liquor License Consideration
7.a Approval Golden Apple Buffet Liquor License
8.
Public Addressing the Council
(3 minute limit per speaker for up to a total of 15 minutes)
9.
Consideration of Minutes
Page 1 of 177
9.a 20260908 Special City Council Meeting - Minutes
9.b 20261006 City Council Meeting- Minutes
9.c 20261013 Special City Council Meeting- Minutes
10. Second Reading
10.a 2026.137 Approval -Federal Immigration Enforcement
10.b 2026.143 Approval- Veterans Committee Amendment
11. Orders of the Day
11.a 2026.141 Approval- Proposed Landscape Standards Ordinance
11.b 2026.132 Approval Capital Projects and Operations Committee Recommendation on
Community Center Leases- Remove From Table
11.c 2026.145 Edward R. Byrne JAG grant acceptance
11.d 2026.134 Approval- MaineDOT Construction Overlimit Permit
11.e 2026.148 Approval- Carryover Funds- Paving
11.f 2026.146 Approval- Biddeford Public Art Commission Master Plan
12. Public Addressing the Council
(5 minute limit per speaker)
13. City Manager Report
14. Committee Updates by Council
15. Other Business
16. Council President Addressing the Council
17. Mayor Addressing the Council
18. Executive Session -1 MRS 405 (6) - (C) Real Estate Matter
19. Adjourn
Page 2 of 177
2026.147
IN BOARD OF CITY COUNCIL… , OCTOBER 20, 2026
BE IT ORDERED, that I Liam LaFountain Mayor of Biddeford, do hereby appoint:
Dylan Doughty
Ward 7
As an Associate Member, Planning Board
For a term to expire December 31, 2027
Eric Burmeister
As Commissioner (Saco Resident) to the
Biddeford Housing Authority
For a term to expire December 31, 2027
Attest by:_________________________________
City Clerk
Page 3 of 177
Committee, Board, and Commission Application Form
Application
Name Dylan Doughty
Pronouns
Field not completed.
Ward 7
Which City Committee, Board or Commission do you request to be appointed to?
Planning Board
If other, please list below.
Field not completed.
Why are you interested in serving the City of Biddeford? For the past few years, I have
served the city in different capacities, and have developed a deep love for service to this
community. I believe that there are many issues facing the city, and we need people to step
up to lead in whatever capacity they are able as we work to navigate through those issues.
The Planning Board is a vital part of the structure of this city. The work done on the Board
helps shape our future, and it is important that the people leading this process are
objective and able to consider all information, nuances, and facts pertaining to each item
before the Board and make the best decision that aligns with our ordinances and
Comprehensive Plan. I am prepared to do just that.
Please list any experience that may be pertinent to the Board or Committee in which you
are requesting to serve.
I previously served as an associate member of the Planning Board before running for City
Council. I dealt with several complex issues while on the Board and was part of many
decisions regarding proposed developments throughout our city. I believe both my pervious
experience on the Planning Board and my time on the City Council will be a benefit to the
Board's deliberations and decisions, as I have an understanding of how Board decisions
relate to the jurisdiction of the Council and vice versa.
Please list any prior experience serving on any public Boards, Commissions or Committees
(and approximate dates). Zoning Board of Appeals
Planning Board - Associate Member
City Council
-Finance Committee
-Personnel Committee
Page 4 of 177
-Capital Committee
-Traffic Committee
-Saco/Biddeford Chamber
-Public Art Commission
Page 5 of 177
CITY OF BIDDEFORD
MAINE
MAYOR
LIAM LAFOUNTAIN
OFFICE OF THE MAYOR
Memorandum
To: Biddeford City Council
From: Mayor Liam LaFountain
Re: Mayoral Appointments to Committees - Residents
Date: October 20, 2026
Appointment Information:
Nominee
Ward
Commission
Membership
Term
Proposed Appointment Date
Dylan Doughty
Ward 7
Planning Board
Associate Member
Unexpired Term (12.31.2027)
October 20, 2026
Recommendation:
I am pleased to nominate Dylan Doughty for appointment to the Planning Board as an Associate
Member. Dylan previously served as an Associate Member of the Board and as a City Councilor,
gaining experience reviewing complex development proposals and an understanding of the
relationship between the Board’s work and the Council’s responsibilities. He has also served on
the Zoning Board of Appeals and several City committees. His experience and commitment to
considering proposals objectively, consistent with the City’s ordinances and Comprehensive
Plan, would be valuable assets to the Board.
205 MAIN STREET, PO BOX 586
BIDDEFORD, ME 04005
PHONE: 207-286-9385
EMAIL: [email protected]
Page 6 of 177
Committee, Board, and Commission Application Form
Application
Name ERIC BURMEISTER
Pronouns
Field not completed.
Ward Saco
Need to find your Ward?
Click here to find your Ward on a map or a list of streets.
(Section Break)
Which City Committee, Board or Commission do you request to be appointed to?
If other, please list below.
Other
Housing Authority
Why are you interested in serving the City of Biddeford? Recently retired and moved to
Maine - My professional experience has been in housing development and most recently in
the funding of single and multi-family affordable owner occupied and rental housing.
Assisted in the creation and initially staffed the Polk County Continuum of Care. (HUD)
Please list any experience that may be pertinent to the Board or Committee in which you
are requesting to serve.
Executive Director of the Polk County (Des Moines, Iowa metro)
Housing trust fund. 2010-2023
See more details at www.ericburmeister.com
Please list any prior experience serving on any public Boards, Commissions or Committees
(and approximate dates). By virtue of my position at PCHTF, I was a member and often
led city and county committees on affordable housing programs and unhoused services for
the Central Iowa area.
Page 7 of 177
CITY OF BIDDEFORD
MAINE
MAYOR
LIAM LAFOUNTAIN
OFFICE OF THE MAYOR
Memorandum
To: Biddeford City Council
From: Mayor Liam LaFountain
Re: Mayoral Appointments to Committees - Residents
Date: October 20, 2026
Appointment Information:
Nominee
Ward
Commission
Membership
Term
Proposed Appointment Date
Eric Burmeister
N/A (Saco Resident)
Biddeford Housing Authority
Commissioner (Saco resident)
Unexpired Term (12.31.2027)
October 20, 2026
Recommendation:
I am pleased to nominate Eric Burmeister for appointment to the Biddeford Housing Authority
Board of Commissioners, fulfilling the bylaws’ requirement that at least one Commissioner be a
resident of Saco. Eric brings more than forty years of experience in residential finance,
development, permitting, and leasing, including twenty-five years as a real estate attorney. He
served as Executive Director of the Polk County Housing Trust Fund in Iowa from 2010 to 2023.
His housing expertise and commitment to regional collaboration would be valuable assets to
the Authority. He is also a tenant.
205 MAIN STREET, PO BOX 586
BIDDEFORD, ME 04005
PHONE: 207-286-9385
EMAIL: [email protected]
Page 8 of 177
CITY OF BIDDEFORD
MAINE
MAYOR
LIAM LAFOUNTAIN
OFFICE OF THE MAYOR
205 MAIN STREET, PO BOX 586
BIDDEFORD, ME 04005
PHONE: 207-286-9385
EMAIL: [email protected]
Page 9 of 177
COMMUNITY DEVELOPMENT
CDBG: Local priorities,
federal requirements
An overview for Biddeford elected officials
Program purpose • Project eligibility • Annual Action Plan
CITY OF BIDDEFORD
Page 10 of 177
PROGRAM OVERVIEW
CDBG turns federal resources into local outcomes
HUD provides an annual formula grant that the City directs toward priority community development
needs.
01
02
03
HOUSING
COMMUNITY
PEOPLE
Rehabilitation and preservation
Public facilities and
infrastructure
Public services and economic
opportunity
Local flexibility is broad—but every funded activity must pass federal eligibility and benefit tests.
City of Biddeford • Community Development Block Grant
02
Page 11 of 177
THE ELIGIBILITY TEST
Every project must pass three gates
1
2
3
Eligible activity
Authorized under 24 CFR 570.201–.206
National objective
Documented benefit, slum/blight, or urgent need
Program compliance
Environmental review, procurement, labor, civil rights, and records
A worthwhile project is not automatically a CDBG-eligible project.
City of Biddeford • Community Development Block Grant
03
Page 12 of 177
REQUIRED FEDERAL PURPOSE
The national objective determines who or what benefits
PRIMARY
TARGETED
EXCEPTIONAL
Benefit low- and
moderate-income
persons
Prevent or eliminate
slums or blight
Meet an urgent
community need
Area benefit • Limited clientele •
Housing • Jobs
Area basis • Spot basis • Urban
renewal
Recent, serious threat with no
other funding available
At least 70% of CDBG expenditures over the City’s selected certification period must benefit LMI
persons.
City of Biddeford • Community Development Block Grant
04
Page 13 of 177
COMMON ELIGIBLE ACTIVITIES
CDBG can support a wide range of local investments
Housing
Public realm
Services & opportunity
• Owner and rental rehabilitation
• Streets, sidewalks, parks
• Eligible public services
• Lead hazard reduction
• Community and public facilities
• Workforce and business
• Code correction and accessibility
• Clearance and property acquisition
• Planning and program
assistance
administration
Eligibility depends on the activity, the beneficiaries, the service area, the delivery method, and the
documentation—not merely the project label.
City of Biddeford • Community Development Block Grant
05
Page 14 of 177
KNOW THE BOUNDARIES
Several familiar requests are generally not eligible
GENERALLY INELIGIBLE
COMMON RED FLAGS
• General government operations
• Routine maintenance and operating costs
• Buildings used for general government
• Income payments, with narrow exceptions
• Political activities
• Projects lacking a national objective
• Most new housing construction
• Costs incurred before required review/approval
Staff should evaluate eligibility before an applicant commits funds or begins work.
City of Biddeford • Community Development Block Grant
06
Page 15 of 177
PROJECT READINESS
A strong proposal is ready to document results
✓
Defined scope and realistic budget
✓
Eligible activity citation and national objective
✓
Identified beneficiaries or qualifying service area
✓
Site control, schedule, and organizational capacity
✓
Plan for procurement, environmental review, and reporting
Council selects priorities; staff confirms eligibility and establishes the compliance path.
City of Biddeford • Community Development Block Grant
07
Page 16 of 177
ANNUAL PLANNING CYCLE
The Annual Action Plan converts priorities into funded
projects
1
Assess
Needs, performance, funding
outlook
4
Review
Public comment and responses
City of Biddeford • Community Development Block Grant
2
Engage
Residents, agencies, public
hearing
5
Adopt
Council approval and HUD
submission
3
Develop
Draft projects, budgets, outcomes
6
Deliver
Agreements, implementation,
reporting
08
Page 17 of 177
ROLES AND ACCOUNTABILITY
Public input informs recommendations; Council makes the
final local decision
Residents & stakeholders
Identify needs, propose projects, comment on the draft
Citizens Advisory
Committee
Review requests and recommend funding priorities
City staff
Test eligibility, develop the plan, manage compliance and performance
City Council
Hold the required hearing, consider recommendations, adopt the plan
HUD
Reviews the submission and oversees federal compliance
City of Biddeford • Community Development Block Grant
09
Page 18 of 177
DECISION FRAMEWORK
Council’s decision should connect need, eligibility, and impact
NEED
FIT
Is the need documented and a current City
priority?
Is CDBG the right and eligible funding source?
READINESS
IMPACT
Can the project proceed and comply within the
proposed timeline?
Are beneficiaries and measurable outcomes
clear?
The goal: a defensible, achievable portfolio that advances community priorities and meets
HUD requirements.
City of Biddeford • Community Development Block Grant
10
Page 19 of 177
TYPICAL BIDDEFORD TIMELINE
The Annual Action Plan follows a year-round cycle
ACTIVITY
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Needs and performance review
Public input and project
development
CAC review and
recommendations
Draft plan and public comment
Council adoption and HUD
submission
Agreements and project setup
Implementation and monitoring
CAPER for prior program year
Program year begins July 1. CAPER due September 30. Exact dates may shift based on HUD guidance and the allocation schedule.
City of Biddeford • Community Development Block Grant
11
Page 20 of 177
RECENT LOCAL INVESTMENT
CDBG spending over the past three years
$346,000
combined CDBG expenditure
Two completed publicspace projects
WATER STREET
J. RICHARD MARTIN COMMUNITY CENTER
Pocket park
New playground
CDBG funding created two finished spaces for public use.
City of Biddeford • Community Development Block Grant
12
Page 21 of 177
JESSICA WILSON
COMMUNITY DEVELOPMENT & GRANTS MANAGER
205 Main Street / PO Box 586 • Biddeford, ME
04005
City of Biddeford Government
(207) 571-0637 • www.biddefordmaine.org
@CityofBiddeford
TO:
Mayor Liam LaFountain and City Council
FROM:
Jessica Wilson, Community Development & Grants Manager
DATE:
October 6, 2026
RE:
Community Development Block Grant Program Overview
Biddeford has been a Community Development Block Grant entitlement community since 2004.
As an entitlement community, the City receives an annual CDBG allocation directly from the U.S.
Department of Housing and Urban Development based on a federal formula. The funding supports
eligible activities that address local housing and community development needs, primarily
benefiting low- and moderate-income residents.
The accompanying presentation provides a brief overview of the Community Development Block
Grant program, including eligible activities, national objective requirements, the Annual Action
Plan process, and the roles of the Citizens Advisory Committee and City Council. The presentation
is intended to provide background for future discussions and funding decisions.
The City’s Consolidated Plan was approved earlier this year and establishes Biddeford’s housing
and community development priorities for the current five-year planning period. The PY26 Annual
Action Plan and Budget will be presented at the City Council meeting on October 20, 2026.
Council will be asked to approve the PY26 Action Plan and Budget at the November 5, 2026
meeting after holding a public hearing to solicit additional community feedback.
Page 22 of 177
NOTICE OF PUBLIC HEARING
CITY OF BIDDEFORD
Regarding: Liquor License, Golden Apple Buffet
Notice is hereby given that the City of Biddeford will hold a public hearing
regarding this application at its City Council Meeting on
Tuesday, October 20, 2026, at 6:00 pm
at the City Council Chambers, City Hall, 205 Main Street, Biddeford, Maine.
The purpose of the public hearing is to receive public comments on the
following liquor license:
Golden Apple Buffet
420 Alfred Street
Biddeford, Maine 04005
Restaurant: Beer, Wine, and/or Liquor
All interested persons are invited to attend the public hearing and will be given an
opportunity to be heard at that time.
Page 23 of 177
NOTICE OF PUBLIC HEARING
CITY OF BIDDEFORD
Regarding: Liquor License, Golden Apple Buffet
Notice is hereby given that the City of Biddeford will hold a public hearing
regarding this application at its City Council Meeting on
Tuesday, October 20, 2026, at 6:00 pm
at the City Council Chambers, City Hall, 205 Main Street, Biddeford,
Maine.
The purpose of the public hearing is to receive public comments on the
following liquor license:
Golden Apple Buffet
420 Alfred Street
Biddeford, Maine 04005
Restaurant: Beer, Wine, and/or Liquor
All interested persons are invited to attend the public hearing and will be given an
Opportunity to be heard at that time.
Page 24 of 177
OF Dot
Pr
CITY OF BIDDEFORD BUSINESS LICENSE APPLICATION
JPRANEW (DATE OF OPENING
Name of Establishment
ep ld Lin
Map & Lot
Physical Location’
V2.0
Mailing Address | YZ
Phone Number
FOR OFFICE USE
__/__/
JOR[AJRENEWAL =| DeeRee. _/_
Amount Received $
Clerk's Initials
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Email Address |
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Owner/Operator
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Phone
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Per City Code
All applications are subject to a $10 administrative fee (other than a flea market or auction) and a late
charge of $10 for each license that has expired more than 30 days, an additional $10 shall be charged
for each month thereafter that the license has not been renewed.
On any initial application for a business license received by the City Clerk during the last four
months of the licensing year, the licensing fee is 1/2 of the annual licensing fee. All fees are due at
the time of business license application submittal. Pro-ration of licensing fees does not apply for
business license renewals.
A bona fide nonprofit, charitable, educational, political, civic, recreational, fraternal, patriotic or
religious organization is not subject to City Code Section 22-11 pertaining to fees. Any organization
claiming status as a bona fide nonprofit organization shall furnish sufficient evidence of such status.
. INo employee or officer of the City is beneficially interested in the license or licenses, or in lieu thereof, a
statement of the names of sygh
employees or officers as are beneficially interested.
, Applicant Signature: vy
L
“
. Date: OF/ ty!
ZO Ze
Any information provided in this application, which is found to be false, will result in the denial or revocation
of this license — per 1 M.R.S. 17-A §453. Submitting, signing and paying the applicable fees does not guarantee
the issuance of a business license in the City of Biddeford.
City Clerk’s Office * 205 Main Street, Biddeford, Maine 04005 * 207-284-9307
rev. 12/2025
Page 25 of 177
Sy Li
CITY OF BIDDEFORD BUSINESS LICENSE APPLICATION
VICTUALER (exp. 05/31)
State of Maine Health Certificate Required
[_] No alcohol $75
IXf If serving beer and/or wine $100
[J If serving beer, wine and/or liquor $150
Ml Advertising for
NEW alcohol license $200 (public hearing required)
PLACES OF AMUSEMENT/ENTERTAINMENT (exp. 12/31)
$150 each
[_] Concert
[_] Theater/Moving Picture House “ $25 Per screen)
[_] Playhouse/Play
[_] Circus/Carnival
[_] Public Firing Range
[_] Bottle Club
[_] Exhibitions (live performances)
[_] Billiard Room(s)
[_] Air Show
[_] Bowling Lanes
[_] Indoor Skating Rink
AUTOMOBILE
REPAIR AND/OR GRAVEYARD
[_] Automobile Service/Repair $75
(exp. 12/31)
[_] Automobile Graveyard $200
PLACES/DEALERS IN PRODUCTS (exp. 12/31)
$200 each
[_] Dealers in gold jewelry, etc.
[_] Antique Dealer
[-] Pawnbroker
[_] Flea Market 20 tables ($5 rer additional table)
[_] Junk Dealer/Recycling
[_] Secondhand Dealers ONE TIME FEE
OPERATING LICENSE (exp. 12/31)
State of Maine Certificate Required
[_] Vendor on a Public Place $50 and at least $1,000,000 liability insurance required
[_] Mobile Food Vendor $200 and at least $500,000 liability insurance required
[_] Vending On Waterways $100 and Permit by the US Coast Guard, ME Dept. of Marine
and Biddeford Harbormaster required
Resources
3
[_] Ice Cream Truck Vendor $75 per truck and liability insurance required
L_] Taxicab, Motorbus, Public Automobile $50 52° pet vehicle)
[_] Massage Establishment/Therapist $100
[_] Combined Massage Establishment/Massage Therapist $150
[-] Adult Business $2,000 (public hearing required)
—----FOR OFFICE USE ONLY---CITY COUNCIL APPROVAL DATE (if applicable):
/
/
CODE ENFORCEMENT SIGNATURE:
Date:
/_/
[-] Occupancy Permit issued
[_] All buildings, structures, vessels and platforms are in compliance with zoning, building and fire
safety codes
[_]Real Estate and Personal Property taxes are paid to date (or payment arrangements have been made).
[_] Copy of State Certificate and/or insurance attached
CITY CLERK SIGNATURE:
//
Date:
[_] Business License Issued
City Clerk’s Office * 205 Main Street, Biddeford, Maine 04005 * 207-284-9307
rev. 12/2025
Page 26 of 177
Special City Council Meeting
JR Martin Community Center, Room 2
September 8, 2026
The meeting was called to order: 5:30 PM
Attendance: Councilor Pierson excused. All other members present.
Pledge of Allegiance
Executive Session -1 MRS 405 (6) (A) -Personnel Matters
Motion to enter into Executive Session by Councilor Kurtz at 5:31 PM.
Second: Councilor Vadnais
Vote: Unanimous.
Motion to exit Executive Session (7:48 PM) by Councilor Kurtz.
Second by Councilor Vadnais
Vote: Unanimous.
Motion to Adjourn by Councilor Kurtz
Second by Councilor Vadnais
Vote: Unanimous
Meeting adjourned at 7:48 PM.
Page 27 of 177
Special City Council Meeting
Community Center, Room 2
October 13, 2026
Call to Order: 5:30 PM
Attendance: Council President Beaupre excused. All other members were present.
Executive Session -1 MRS 405 (6) (A) -Personnel Matters
Motion to enter into Executive Session by Councilor Lessard: (5:30 PM).
Second by Councilor Vadnais
Vote: Unanimous
Motion to exit Executive Session by Councilor Lessard (6:55 PM)
Second by Councilor Vadnais
Vote: Unanimous
Motion to Adjourn by Councilor Lessard at (6:55 PM)
Second by Councilor Vadnais
Vote: Unanimous
Page 28 of 177
City Council
Meeting Date:
Meeting Time:
Agenda Item No:
Item Description:
Submitted By:
October 20, 2026
6:00 PM
10.a
2026.137 Approval -Federal Immigration Enforcement
City Solicitor Harry B. Center, II, Esq.
Key Terms:
Immigration Status; City Employee; Federal Agency (ICE); Immigration Enforcement Activity;
Cooperation.
Executive Summary:
Proposed Ordinance Relating to Immigration Enforcement-Order No. 2026.134
Detailed Review:
The current Federal Administration’s aggressive immigration enforcement in early 2026
resulted in detrimental effects to the citizens of the City of Biddeford, and especially members
of the immigration community. The Biddeford School Department was affected as well.
Biddeford’s Police Chief issued a memorandum in January 2026, indicating that the Biddeford
Police Department was not in contact with the Department of Homeland Security, Immigration
Customs Enforcement (hereinafter “ICE”), and that her department would not be assisting or
coordinating in any way with the so-called “Operation Catch of the Day”.
On July 13, 2026, an ICE agent shot and killed Johan Sebastian Duran Guerrero at the corner of
Pool and Hill Streets. Johan Sebastian was unarmed, working legally in the United States and
not a subject of an ICE administrative warrant. Despite that he still lost his life at the hands of
an ICE agent. None of the ICE agents were wearing body cameras or if they were, the cameras
were not activated. To date, there have been no updates on any Federal or State law
enforcement investigations. The killing of an unarmed husband and father who was on his way
to work prompted significant demonstrations throughout Biddeford.
During the weeks following the killing of Johan Sebastian Duran Guerrero, Mayor LaFountain
directed me to research all possible options available to the City of Biddeford with respect to
protecting the citizens of Biddeford, and especially our immigration community. Mayor
LaFountain put me in touch with attorneys at the Public Rights Project, a national organization.
Page 29 of 177
I also reached out to the office of Corporation Counsel at the City of Portland, Maine.
At the September 15, 2026 Biddeford City Council Meeting, I presented my findings, research
results and options available to the City of Biddeford with respect to protecting citizens.
Specifically, the memorandum set forth what other municipalities have passed or adopted, in
response to inhumane immigration enforcement and approximately six deaths of unarmed
United States citizens and/or humans seeking citizenship. I refer to the memorandum dated
September 9, 2026.
Funding Source:
N/A, no additional funds are required should the Council choose to pass this ordinance.
Staff Recommendation:
In my capacity as City Solicitor, I make no recommendations, as the decision of whether to
adopt this ordinance is completely within the province of the Council.
Next Steps:
Should the Council choose to pass this ordinance, with or without amendment, the Charter
process for adopting ordinances will govern the next steps.
Attachments:
1.
2026.137 Approval- Immigration Enforcement -ORDER
2.
20260915 Municipal Obligations & Options Re: ICE Enforcement-MEMO
3.
REFERENCE: City of Portland Maine ICE Ordinance
4.
REFERENCE: City of Lewiston Ordinance
Page 30 of 177
2026.137
IN BOARD OF CITY COUNCIL… OCTOBER 6, 2026
BE IT ORDERED, that the City Council of the City of Biddeford does hereby approve of the
following change to the Biddeford Code of Ordinances by adding in Chapter 30 Public Safety,
Article V Federal Immigration Enforcement
Section 30-208 Definitions. The following terms, wherever used in this Section, shall have
the following meanings:
1."Citizenship or immigration status" means an individual's citizenship or
immigration status, as such status is defined in federal law.
2."Municipal department" means every city department, agency, division,
commission, council, committee, board, or other body established by charter,
ordinance, or City Council order.
3."City employee" means any person employed by a municipal department or the
municipality.
4."Contact information" means home address, work address, telephone number,
electronic mail address, social media contact information, or any other means of
contacting an individual.
5."Federal agency" means the United States Immigration and Customs
Enforcement (ICE) agency, the United States Customs and Border Protection
(CBP) agency and any other federal agency engaged in immigrant enforcement
operations, including any successor agency charged with the enforcement of
federal immigration laws.
6."Immigration enforcement operation" means any operation that has as its main
objective the identification or apprehension of a person or persons: 1.) in order to
subject them to civil immigration detention, removal or deportation proceedings,
or removal or deportation from the United States; or 2) to criminally prosecute
them for offenses related to immigration status, including but not limited to
violations of 8 U.S.C §§ 1253, 1301 et seq (including 1304(e), 1306(a) and
1306(b)), 1325, or 1326, or violations of 18 U.S.C §§ 1028A or 1546.
Page 31 of 177
Section 30-209 Immigration enforcement operations. No participation.
No person acting in their capacity as a city employee shall assist, cooperate with, or allow
any municipal monies or resources to be used to assist, cooperate with, or facilitate any
federal agency in any immigration enforcement operation, except where legally required
to do so by state or federal law or judicial order. This includes but is not limited to:
1. No city employee or municipal department shall grant any federal agency
access to any non-public area of any city-owned facility for an immigration
enforcement operation except where legally required to do so by state or federal
law or judicial order.
2. No city employee or municipal department shall support or assist any federal
agency in immigration enforcement operations, including requests to (1) provide
information (including contact information or custody status) for the purpose of
an immigration enforcement operation except as provided under subsection 30209(5), (2) investigate or interrogate persons for the purpose of an immigration
enforcement operation, (3) establish traffic perimeters for the purpose of
immigration enforcement operation, or (4) otherwise be present to assist or
support an immigration enforcement operation.
3. No City employee or municipal department may enter into any contract,
agreement or arrangement that would
a. Grant any federal immigration enforcement authority to access a City
department or its employees, including but not limited to agreements
created under 8 U.S.C. § 1357(g); or
b. Authorize the custodial transfer or detention of a person in removal
proceedings or for other immigration enforcement operation purposes,
including but not limited to Intergovernmental Service Agreements,
Intergovernmental Agreements, and ICE riders to Intergovernmental
Agreements except where legally required to do so by state or federal law
or judicial order.
4 .No city employee or municipal department shall stop, arrest, detain, or continue
to detain a person solely for immigration enforcement operation purposes,
including pursuant to an immigration detainer; an administrative immigration
warrant; any other immigration enforcement document; or information or
suspicion that the person is not present legally in the United States, or that the
person has committed an immigration violation.
5. Unless presented with a valid and properly issued judicial warrant or as part of
the Biddeford Police Department's investigation of a serious crime such as human
trafficking, sex trafficking, drug trafficking, or firearms trafficking, no municipal
department or city employee shall:
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a. Permit ICE or CBP agents to access a person being detained by, or in
custody of, the department;
b. Transfer any person into ICE or CBP custody;
c. Permit ICE or CBP agents to use agency facilities, information, or
equipment, including any electronic databases, for investigative interviews
or other investigative purpose or for purposes of executing an immigration
enforcement operation; or
d. Expend time to respond to immigration-related ICE or CBP inquiries or
communicate with ICE or CBP regarding a person's custody status,
contact information, or other information except as provided in Section
30-212 of this Section.
Section 30-210 Requesting information prohibited.
No city employee or municipal department shall request information from a person about
their citizenship or immigration status, unless such inquiry or investigation is required by
judicial order, ordinance, or state or federal law.
Section 30-211.Information security.
No city employee or municipal department shall enter into any contractual agreement or
arrangement with a federal agency to provide access to any database operated by a
municipal department where the purpose of such access includes assisting or supporting
immigration enforcement operations.
Section 30-212 Information regarding citizenship or immigration status.
Nothing in this Section shall be construed to prohibit or restrict any city employee or
municipal department from sending to, receiving from, or requesting from federal
immigration authorities, information regarding the citizenship or immigration status,
lawful or unlawful, of an individual, or maintaining or exchanging that information with
any other federal, state, or local government entity, pursuant to applications of 8 U.S.C
§§ 1373 and 1644 not in violation of the Tenth Amendment of the U.S. Constitution.
Section 30-213Enforcement of state and local criminal laws.
Nothing in this Section shall be construed to limit any city employee or municipal
department from enforcing state and local criminal laws, even if such enforcement takes
place at the scene of federal immigration enforcement operations.
Attest by:_________________________________
City Clerk
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Page 50 of 177
City Council
Meeting Date:
Meeting Time:
Agenda Item No:
Item Description:
Submitted By:
October 20, 2026
6:00 PM
10.b
2026.143 Approval- Veterans Committee Amendment
Key Terms:
Executive Summary:
Amendment to Veterans Committee Membership
Detailed Review:
At the September 26, 2026 Policy Committee meeting, the committee voted unanimously to
amend the composition of the Veteran's Committee to include a representative that is an
active member of Post 26 of the American Legion, and an active member of Post 1 of AMVETS.
These additional members are meant to assist in ensuring the committee has a quorum and is
able to conduct regular meetings.
Funding Source:
N/A
Staff Recommendation:
Next Steps:
If approved, this order will require a second reading.
Attachments:
1.
2026.143 Approval -Veterans Committee Amendment-ORDER
Page 51 of 177
2026. 143
IN BOARD OF CITY COUNCIL… OCTOBER 6, 2026
BE IT ORDERED, that the City Council of the City of Biddeford does hereby approve
of the following amendment to Ch. 2, Article IV, Division 18 Sec. 2-337.43 (a) as
follows:
(a) There is hereby created and established the Veterans Committee, comprised of
seven members, which shall include an active member of Post 26 of the American
Legion, an active member of Post 1 of AMVETS, and a staff member of the
General Assistance Office serving in an ex officio capacity. With the exception of
the representatives from the American Legion and AMVETS, all other voting
members shall be honorably discharged armed forces veterans, US citizens, and
reside within the corporate limits of the City of Biddeford.
Attest by:_________________________________
City Clerk
Page 52 of 177
City Council
Meeting Date:
Meeting Time:
Agenda Item No:
Item Description:
Submitted By:
October 20, 2026
6:00 PM
11.a
2026.141 Approval- Proposed Landscape Standards Ordinance
Brad Favreau, Development and Sustainability Coordinator
Key Terms:
Executive Summary:
The Sustainability Commission proposes this Landscape Standards ordinance to require
developers to install a minimum level of trees and shrubs when undertaking new development
or redeveloping existing properties. This proposal has been drafted by the Sustainability
Commission, reviewed and approved by the Planning Board, and approved by the Policy
Committee.
Detailed Review:
The Sustainability Commission has drafted this proposal to ensure minimum landscape
standards are achieved when developing new sites or redeveloping existing sites in Biddeford.
The intent of this proposal is threefold:
• Promote Low Impact Development (LID);
• Better manage stormwater;
• Reduce the urban heat island effect in Biddeford.
A Landscape Plan will be required of developers under the following circumstances:
• Projects requiring Site Plan review per Part III, Article XI, Site Plan Review;
• Projects requiring Subdivision review per Part II, Chapter 66, Subdivisions;
• The construction of 20,000 or more square feet of outdoor storage area or impervious
parking area;
• The expansion of an existing parking lot by greater than 20% of total spaces measured
over a five-year period, unless the number of existing spaces is fewer than 10 spaces;
• The expansion of an existing impervious surface area by greater than 20% of the total
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area, measured over a 5-year period, unless the area of impervious surface is fewer
than 4,000 square feet;
• The expansion of an existing outdoor storage area by greater than 20% of the total
area, as measured over a five-year period.
These plans will require a minimum percentage of total land area of the project is landscaped
with trees, shrubs and other plantings, according to land use:
Multifamily dwellings (5 or more units)
Mixed-use buildings, commercial, retail and lodging use
Office and professional uses
Institutional and civic uses
Industrial and manufacturing uses
15%
15%
15%
15%
15%
General requirements of this proposal are:
• Retention of existing trees and other plantings encouraged wherever possible;
• A minimum number of trees and shrubs, of varying species, are prescribed based on
land use;
• Ground cover (grasses or other low-growing plants) is required;
• Trees and shrubs planted must be of minimum size (diameter of tree trunk or height of
shrubs);
• Vegetative buffers are required. Required width of buffer varies by land use;
• Plantings must be guaranteed for a minimum of one (1) year after installation and
permanently maintained to serve their intended purpose;
• Use of Invasive species are prohibited;
This proposal was drafted by the Sustainability Commission and approved on January 5, 2026.
It was presented to the Planning Board in a Workshop format on February 3, 2026, and
approved by that body on February 18, 2026. It was approved by the Policy Committee on
September 28, with the following revisions:
1. Landscaped area of a development changed to 15% for all land use zones,
2. Reference to preferred plantings of the Maine Cooperative Extension removed,
3. The words "new or existing" are inserted into subsection f. of Section H.
Funding Source:
Page 54 of 177
Staff Recommendation:
Staff recommends this proposed ordinance as proposed by the Sustainability Commission as it
aligns with the Biddeford Climate Action Plan approved by City Council in 2023. New
landscaping requirements benefit Biddeford by reducing the heat island effect in developed
areas of the City and generally provide a heightened quality of life for Biddeford residents.
Next Steps:
Attachments:
1.
Landscape Standards Ordinance FINAL DRAFT FOR COUNCIL OCT 2026
2.
Council Order Landscape Standards Ordinance
Page 55 of 177
Part III Land Development Regulations
Article VI Performance Standards
Section 12.1 Landscape Standards
A. Purpose
The purpose of this ordinance is to provide minimum requirements for landscaping of
proposed development to maintain a base standard of quality of life and general appearance
for private and public properties in the City.
It is the intent of this ordinance to encourage the use of landscaped areas to promote Low
Impact Development (LID), stormwater management systems, and to reduce the amount of
impervious surface heat islands in urban areas, which are recommended strategies in the
Biddeford Climate Action Plan.
B. Applicability
All new development and re-development approved after the effective date of this Ordinance
shall comply with these requirements. This includes, but is not limited to, new landscape,
replacement planting, or any other landscaping proposed through the Site Plan Review or
Subdivision Review process.
C. Definitions
Balled-and-Burlapped Plants: Balled-and-burlapped (or B&B) trees and shrubs are
grown in nursery rows.
Bare-Root Plants: Bare-root plants are grown in the field, then harvested. The soil is
washed or shaken from their roots after digging. Nearly all are dormant.
Buffer: A combination of physical space and vertical elements, such as but not limited to
plants, berms, fences or walls, the purpose of which is to separate and screen incompatible
land uses from each other.
Caliper: The diameter measurement of the stem or trunk of nursery stock. The location of
the measurement depends on the plant type. For fruit trees, small fruits, understock, and
seedling trees and shrubs, caliper measurement shall be taken at the root collar or at other
points expressly described in ANSI Z60.2. For all other nursery stock, caliper measurement
is taken six inches above the ground level for field grown stock and from the soil line for
container grown stock, which should be at or near the top of the root flare, and six inches
above the root flare for bare root plants, up to and including the four-inch caliper size interval
(i.e., from four inches up to, but not including, 4½ inches). If the caliper measured at six
inches is four and one-half inches or more, the caliper shall be measured at 12 inches
above the ground level, soil line, or root flare, as appropriate.
Container Grown Plants: Container-grown refers to a plant that has been grown in a
container or one that has been transplanted into a container from the field.
Greenspace: Greenspaces are pervious areas of grass, trees or other vegetation, for
recreation or aesthetic purposes.
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Groundcover: Low-growing, spreading vegetation.
Impervious surface: The total area of a parcel that consists of buildings and any
associated structures as well as roads, driveways, and parking areas, whether paved or
unpaved and any additional area that is covered with a low-permeability material such as
asphalt, stone or concrete or compacted through design or use to reduce permeability
Invasive Species: An organism not native to the region and one that is likely to cause harm
to the environment, infrastructure, or public health. For the purposes of this ordinance,
invasive species are those enumerated in 01-001 Maine Department of Agriculture,
Conservation and Forestry, Division of Animal and Plant Health, Chapter 273: Criteria for
Listing Invasive Terrestrial Plants.
Landscape Plan: A component of a development plan which shows the quantity, species,
and size of all proposed vegetation.
Landscape Planter Strip: A vegetated area (naturally vegetated and/or landscaped)
located adjacent and parallel to a road or street and designed to visually and functionally
separate the roadway from the abutting property upon which it is located.
Low-Impact Design (LID): A management approach to reduce runoff and pollutants by
managing runoff close to its source, using natural systems. LID replicates the natural
hydrology of a site.
Native Plants: A native or indigenous plant species is one that occurs in a particular
place without the aid of humans. They are well adapted to the climate, light, and soil
conditions that characterize their ecosystem. Species native to North America are
generally recognized as those occurring on the continent prior to European settlement.
Open Space: All dedicated portions of a parcel that has vegetated surfaces or is in an
undisturbed natural state, such as a wetland or forested area. Vegetated rooftops or portions
of a parking area that are landscaped are considered open space per this definition. Areas
designated as outdoor storage are not considered open space.
Outdoor Storage Area: A designated space outside of a building for the storage of
commercial inventory including but not limited to equipment, vehicles, construction
materials, or packaged goods.
Rain Garden: A vegetated depressed area in the landscape that collects rainwater from a
roof, driveway or street and allows it to soak into the ground alleviating storm water runoff.
Screening: A method of significantly reducing the impact of noise and unsightly visual
intrusions with less offensive or more harmonious elements, such as plants, berms, fences,
walls, or any appropriate combination thereof. This is accomplished either by a strip of
dense existing or planted vegetation at least four feet in height, an opaque wall of at least
six feet in height, or a uniformly covered fence at least six feet in height.
Semi-impervious Surface: Land surfaces that partially restrict the penetration of water;
such as porous concrete and asphalt pavements, gravel, lime rock, and certain compacted
soils.
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Street Tree: A tree that grows within a right-of-way or twenty-five feet from the edge of a
right-of-way, intended to provide shade for pedestrians and a separation between the
property and abutting streets and structures.
Vegetative Rooftop (Green Rooftop): A vegetative layer grown on a rooftop. Green roofs
provide shade, remove heat from the air, and reduce temperatures of the roof surface and
surrounding air.
D. General Landscaping Requirements
Landscaping shall be designed as an integral part of an overall site or subdivision plan with
the purpose of enhancing building design, public views and spaces, while also providing
buffering and screening to abutting properties and roads when appropriate.
Native species should be considered for their benefits of conserving water, protecting soil
from erosion, creating habitat and providing food for many different animals
including birds, pollinators, and small mammals, thereby generally promoting plant and
animal biodiversity. Invasive species are prohibited.
See definition of Invasive Species under Section C of this Ordinance.
E. Landscaping Plan Required
1. Unless otherwise directed by the Approval Authority (Planning Board, Staff Review
Committee, or City Planner) a landscaping plan prepared by a licensed landscape
architect is required for the following proposed projects. At the City Planner’s discretion,
a qualified professional other than a licensed landscape architect may create such plan:
a. Projects requiring Site Plan review per Part III, Article XI, Site Plan Review;
b. Projects requiring Subdivision review per Part II, Chapter 66, Subdivisions;
c. The construction of 20,000 or more square feet of outdoor storage area or
impervious parking area;
d. The expansion of an existing parking lot by greater than 20% of total spaces
measured over a five-year period, unless the number of existing spaces is fewer than
10 spaces;
e. The expansion of an existing impervious surface area by greater than 20% of the
total area, measured over a 5-year period, unless the area of impervious surface is
fewer than 4,000 square feet;
f.
The expansion of an existing outdoor storage area by greater than 20% of the total
area, as measured over a five-year period.
2. The required landscape plan may be waived or modified by the Approval Authority
(Planning Board, City Planner or Staff Review Committee) under special circumstances:
a. The preservation of unique wildlife habitat;
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b. The preservation of mature vegetation or natural areas;
c. Compliance with easements such as providing public access, conservation, or utility
maintenance;
d. Redevelopment of existing properties where the requirements in this title are
impossible to meet;
e. Insufficient distance between an existing structure and a property line for required
landscaping;
f.
Unique sites such as including vegetation that provides food or medicinal properties.
F. Minimum Landscaping Required
1. A minimum percentage of the total land area being developed shall be landscaped in
accordance with the following percentages, except where pre-existing impervious
surface prevents:
Multifamily dwellings (5 or more units):
Mixed-use buildings, commercial, retail and lodging use:
Office and professional uses:
Institutional and civic uses:
Industrial and manufacturing uses:
15%
15%
15%
15%
15%
The total area of landscaping as defined above will be considered toward open space
minimum requirements.
2. Tree and shrub requirements for multi-family, commercial, institutional and civic uses:
a. For every 500 square feet of landscaping required, or portion thereof, at least
two (2) large trees and two (2) shrubs are required.
b. Four (4) small ornamental trees may be substituted for two (2) required large
trees, not to exceed 50% of the required large trees.
3. Tree and shrub requirements for industrial and manufacturing uses:
a. For every 1,000 square feet of landscaping required, or portion thereof, at
least one (1) large tree and two (2) shrubs are required.
b. Two (2) small ornamental trees may be substituted for one (1) required large
tree, not to exceed 50% of the required large trees.
4. Each development shall provide at least two (2) different species. No more than 50% of
all trees, per development, shall be of the same species. This standard applies only to
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trees being planted to meet requirements, not to existing trees.
5. Ground cover is required. Landscaped area that is not planted with trees and shrubs
must be planted in ground cover plants, which may include grasses and lawn areas.
Mulch (as a ground cover) must be confined to areas underneath plants and is not a
substitute for ground cover plants.
6. The retention of existing and healthy shade trees or plantings, not identified by the State
of Maine as an invasive species, shall be permitted to achieve these requirements.
7. Deciduous trees shall be a minimum of two (2) inch diameter at the time of planting.
Evergreen trees shall be minimum six (6) feet high at planting. Tree spacing shall be as
appropriate for the species.
8. Ground covers are low-growing vegetative materials with a mound or spreading manner
of growth. Spacing is dependent on the type and size of the plant material and must be
adequate to provide total coverage of the landscape area within three (3) years. Ground
cover plants, other than grasses, must be at least the four (4) inch pot size at time of
planting.
9. Shrubs shall be a minimum of fifteen (15) inches in height, and two (2) gallon container
size, at the time of planting.
10. Stormwater treatment areas including retention and detention areas shall not be counted
toward the required minimum landscaped area, unless significant landscape elements
are incorporated into the design of such areas.
11. If a development proposes stormwater treatment systems within or near landscaped
areas, they must show that said treatment system will not pose a risk to the
effectiveness of the landscaped area, and vice versa. Low-impact design and vegetated
treatment systems are encouraged whenever possible.
G. Buffers and Screening
1. Parking Lot Screening along Public Right-of-Way. Where all or a portion of a surface
parking area is located within 30 feet of a public right-of-way, and is not separated from
the public right-of-way by a structure, the parking area shall include a buffer area five
feet in width (minimum) comprising a continuous line of shrubs that achieves 80%
opaque screening 30-48” in height at maturity during summer months.
2. Buffer Standards.
a. General. Where required, buffer areas shall comprise existing trees and vegetation,
new landscaping or a combination thereof to create a dense, mixed buffer
incorporating both understory and tree canopy layers. Such screening should also
effectively provide screening when viewed from upper floors of surrounding
properties, where applicable.
b. Vegetative buffers. New shrubs shall be spaced six (6) to eight (8) feet apart. Buffers
between contrasting land uses may incorporate earthen berms not exceeding 4:1
slope, opaque fencing of high architectural quality, masonry wall or a combination
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thereof, in addition to landscape plantings. Where fencing or masonry wall is
proposed as part of a buffer, less landscaping density is acceptable; however, buffers
shall still include trees, shrubs and other vegetation.
Category
Industrial and
Manufacturing
Uses
Office and
Professional
Uses
Buffer
Depth or
Width
15 feet wide along
frontage of public
and/or private rightsof way.
10 feet wide
10 feet wide along
along private
public or private
and public rights- right of way,
of-way,
30 feet wide along
30 feet wide
property lines
along property
abutting residential
lines when
use.
abutting a
residential use,
30 feet wide along
property lines
abutting residential
uses,
10 feet wide along
property lines
abutting nonindustrial or
manufacturing uses.
Description Shall consist of
evergreen trees or tall
shrubs with a
minimum height of six
6 feet at planting,
which will provide a
100% sight-obscuring
screen within 3 years
from the time of
planting; or a
combination of
evergreen and
deciduous trees and
shrubs backed by
100% sight-obscuring
fence.
Mixed-Use,
Commercial,
Retail, and
Lodging Use
Institutional
Residential
Uses (5 units
or more)
15 feet wide
along public and
private rights-ofway,
5 feet wide along
a public or private
right of way,
50 feet wide
along property
lines abutting a
residential use.
5 feet wide when
abutting a nonoffice use.
Shall consist of
evergreen or a
mixture of
evergreen and
deciduous trees
with large shrubs
and ground
cover
interspersed with
the trees.
A sightobscuring fence
may be required
if determined
during plan
review that such
a fence is
necessary.
Shall consist of
evergreen or a
mixture of
evergreen and
deciduous trees
with large shrubs
and ground cover
interspersed with
the trees. Where
used to separate
parking from
streets, plantings
must create a visual
barrier of at least 12
inches in height at
time of planting and
form a solid screen
3 years after
planting.
Shall consist of
a mixture of
evergreen and
deciduous trees,
shrubs, and
ground cover; to
provide solid
covering of the
entire
landscaped area
within 3 years of
planting.
5 feet wide along
property lines
abutting a
residential use,
10 feet wide
along property
lines abutting a
non-residential
use.
Shall consist of
evergreen or
deciduous trees
planted with
supporting
shrubs or ground
cover. Each
landscape area
shall be of
sufficient size to
promote and
protect growth of
plantings, with a
one hundred 100
square foot
minimum area
and no dimension
less than 5 feet.
c. Parking areas. Landscaping shall be incorporated into the development of surface
parking to reduce adverse environmental and aesthetic impacts, to shade pavement
to reduce heat island effect and to screen parking areas from public view. Plant
materials shall be selected for appearance, durability, and tolerance to salt.
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i.
Landscaping that abuts areas of vehicular use shall be adequately protected and
separated from vehicles. Protection should take the form of physical or visual
separation, such as curb stops, bollards, or continuous curbing. Protection shall
be designed with adequate visibility and durability in order to withstand normal
snow plowing operations.
ii.
Landscaped islands shall be curbed and a minimum of eight (8) feet in width, not
including curbing. The incorporation of bio-retention into landscaped islands is
strongly encouraged.
d. Snow storage. Snow storage areas may be located in landscaped areas provided
that appropriate landscape materials are selected which can withstand such snow
storage. Snow storage shall not be located in a stormwater treatment measure,
shoreland zoning setback buffers, or where it would adversely impact the
functionality of bioretention or other stormwater management measures.
H. Installation and Maintenance of Plantings.
a. No screen or buffer shall be installed in a manner that obscures sight lines necessary
for safe traffic circulation.
b. No existing plant shall be moved after the bud break.
c. Tree planting and other landscaping for subdivisions that cannot be installed prior to
the release of the performance guarantee must be insured by a defect bond as
described in Article 13 of the City Land Use Code.
d. New vegetation that shows signs of construction damage within a one-year period
following construction, including but not limited to bark damage or excessive root
damage, grade changes other than those originally indicated in the approved grading
plan, soil compaction due to heavy equipment traversing closely, or general decline
due to mechanical or natural conditions shall be rejected and must be replaced prior
to the release of any defect guarantee.
e. Landscaping required in accordance with the provisions of this ordinance or any
addition or amendments to this ordinance, or in accordance with the provisions of
any previous code or ordinance of the city, the landscaping shall be permanently
maintained in such a manner as to accomplish the purpose for which it was initially
required.
f.
Any new or existing landscaping which, due to accident, damage, disease, lack of
maintenance, or other cause, fails to show a healthy appearance and growth shall be
restored, or replaced, with the same type of landscaping elements and in the same
location as required in the approved landscape plan. Any landscaping that is
otherwise removed must be replaced with the same type of elements and in the
same location as required in the approved landscaping plan.
g. Slopes with between a 5% and 50% grade change shall incorporate installation of a
mixture of vegetation, organic mulch and/or erosion control seed mix. Stabilization of
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slopes greater than 50% must incorporate biotechnical and/or structural methods
including but not limited to terracing rip rap or retaining walls in addition to
vegetation.
I. Incentives
To help facilitate the goals of the 2023 Biddeford Climate Action Plan, development review
applications may receive modifications to density, setback, lot size, and/or height
requirements if the development meets all requirements of the landscaping plan as well as
one or more the following additional benefits:
1. Ensure at minimum 50% of the plantings are pollinator friendly, as delineated by
the Maine Department of Agriculture, Conservation, and Forestry (DACF), drought
resistant and/or invasive pest tolerant.
2. Use open space areas for food production such as greenhouses, community
gardens, or food plots.
3. Provide public access easements, conservation easements, or public access trails
on the site.
4. Provide landscaping beyond the requirements of this ordinance, to the satisfaction
of the Approval Authority.
J. Violations / Enforcement
1. To ensure all new landscaping meets the standards set herein, 125% of the cost of
landscaping will be held in escrow for three years as a performance guarantee to
ensure plantings remain healthy and thriving.
2. Modifications to originally approved landscaping plans must be made as a written
request to the Planning Department
a) Changes to landscaping plans that do not reduce the number of originally
approved plantings may be considered a field change and reviewed by the
City Planner.
b) Changes to a landscaping plan that would reduce the number of originally
approved plantings are considered a modification to an approved plan, which
will require approval from the City Planner or Planning Board.
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2026.141
IN BOARD OF CITY COUNCIL… October 20, 2026
BE IT ORDERED, that City Council does hereby amend the Code of Ordinances as
follows:
Amend Code of Ordinances, Part III Land Use Regulations, Article VI Performance
Standards, inserting Section 12.1 Landscape Standards, in accordance with the attached
documents.
Attest by:_________________________________
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City Council
Meeting
October 20, 2026
Date:
Meeting
6:00 PM
Time:
Agenda
11.b
Item No:
Item
2026.132 Approval Capital Projects and Operations Committee Recommendation
Description: on Community Center Leases- Remove From Table
Submitted Lisa Thompson, CPRP, Recreation Director
By:
Key Terms:
Executive Summary:
To request that the City Council vote on the proposed recommendation from the Capital
Projects and Operations Committee regarding the Community Center leases.
Detailed Review:
Historically, the City entered into lease agreements with several nonprofit and community
organizations to provide stable space for programs and services that benefit Biddeford
residents. At the time these agreements were established, the Community Center had
sufficient capacity to accommodate both dedicated lease spaces and other community uses. As
community needs have evolved, the City has undertaken a review of how this publicly owned
facility can best serve residents today and into the future. The proposed shared-use model,
provided in the agenda packet, reflects a commitment to equitable access by creating flexible
community spaces that are available to City departments, schools, nonprofit organizations,
community groups, and the Recreation Department based on need and the City's established
facility use priorities. This approach ensures that publicly funded space remains accessible,
inclusive, and available for the greatest number of residents and organizations while
continuing to support longstanding community partners. The Capital Projects/ Operations
committee voted in favor of adopting the shared space proposal brought forth by the
Recreation Department. Additionally, the Recreation Commission voted 5-0 in favor of
recommending the shared spaces model for the Community Center at their September 16,
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2026, meeting.
Additional Information post 10.6.2026: The Recreation Dept. understands the need for the
lease groups to have an extended period of time for transitioning out of their current spaces.
Should the Council vote in favor of option #2, the Recreation Department would like to
propose that the leases either be renewed, with language to expire on December 31, 2027, or
that organizations continue until December 31, 2027, without a lease in place, at which time
they would vacate their current space. Please see additional information in the council packet
referring to this proposal.
Funding Source:
N/A
Staff Recommendation:
Staff recommend a shared use model for community space at the J. Richard Martin Community
Center.
Next Steps:
To follow the direction of the City Council on next steps for future use of spaces.
Attachments:
1.
2026.132 ORDER Community Center Leases -1 (3)
2.
Lease agreements reccomendation 7.21.26
3.
Shared Space Community Center
Page 66 of 177
2026.132
IN BOARD OF CITY COUNCIL… OCTOBER 6, 2026
BE IT ORDERED, that the City Council of the City of Biddeford does hereby approve the
Capital Projects and Operations Committee recommendation for Community Center leases
and implement a shared use model of community space at the J. Richard Martin Community
Center that creates flexible community spaces that are available to City departments, schools,
non-profit organizations, community groups and the Recreaiton Department based on need and
the City’s established facility use priorities.
Attest by:_________________________________
City Clerk
Page 67 of 177
J. Richard Martin Community Center – Future Use of Community Center Lease Spaces
Background
The J. Richard Martin Community Center is a city-owned facility operated and maintained by
the Biddeford Recreation Department. The Recreation Department is responsible for all building
operations, including utilities, maintenance, custodial services for common areas, and overall
facility management. The building encompasses approximately 35,000 square feet and serves
Recreation programs, City services, and several nonprofit organizations.
Current leaseholders include:
•
•
•
•
•
•
Biddeford Adult Education
Southern Maine Agency on Aging / Meals on Wheels
50+ Club
St. Louis Alumni Association
La Kermesse
Biddeford Cultural & Heritage Center
With the exception of Biddeford Adult Education, these organizations occupy dedicated spaces
without paying rent, while the Recreation Department assumes the costs associated with heating,
cooling, maintenance, custodial services, and overall building operations.
As part of the City's ongoing evaluation of municipal facilities, the Capital Projects/Operations
Committee requested a review of the current lease agreements to determine whether these
exclusive-use spaces represent the highest and best use of a publicly owned facility.
Discussion
The Recreation Department evaluated the utilization of each leased space and found significant
differences in frequency of use.
It is important to note that Biddeford Adult Education is not included in the proposed
shared-use transition. Adult Education operates under a longstanding shared-use agreement
between the Biddeford Recreation Department and the Biddeford School Department that
provides mutual benefits to both organizations and the community. Through this partnership, the
Recreation Department utilizes school facilities for recreation programming, while Adult
Education operates within the Community Center. Because this agreement is already based on
reciprocal shared use and community benefit, it is recommended that this partnership continue
unchanged.
The evaluation of exclusive-use spaces therefore focused on the remaining leaseholders. Meals
on Wheels provides consistent weekly community services, while several other organizations
primarily utilize their assigned spaces for periodic meetings and storage of archives, artifacts,
records, or equipment rather than ongoing public programming.
Page 68 of 177
At the same time, the Recreation Department has experienced continued growth in staffing and
programming. Demand for after-school care, youth programming, community meetings, and
public gathering space continues to exceed available space within the facility. Current limitations
restrict expansion of Cub Care programming, reduce available office and storage space for staff,
and limit meeting opportunities for City departments, community organizations, and residents.
Fall, 2025-The Capital Projects/Operations Committee reviewed two potential approaches:
Option 1 – Continue Exclusive Leases with Rent
•
•
•
•
•
Existing organizations remain in their assigned spaces.
A phased rental structure is implemented.
Spaces remain dedicated to individual organizations.
The Recreation Department continues responsibility for maintenance and operating costs.
Biddeford Adult Education remains under its existing shared-use agreement with the
School Department.
Option 2 – Transition to a Shared Community Space Model
•
•
•
•
•
•
Existing leases expired on December 31, 2025.
Exclusive-use rooms are converted into flexible community spaces in a timeline to be
determined by the Capital Projects/ Operations committee.
Current partner organizations continue to reserve meeting and program space through the
City's existing online reservation system at no rental cost for approved use.
Organizations remove permanent storage, personal belongings, and organization-specific
equipment so rooms remain flexible and accessible for multiple users.
The Recreation Department assumes responsibility for scheduling, cleaning,
maintenance, and management of all shared-use spaces.
When not reserved by priority users, rooms become available for Recreation programs,
City meetings, Adult Education classes, nonprofit organizations, community events,
workshops, and public rentals in accordance with the Recreation Departments’ existing
rental use policy.
This shared-use model allows existing organizations to continue carrying out their missions
while increasing access to City-owned space for the broader community. Organizations would no
longer maintain exclusive possession of rooms but would retain priority scheduling and continue
using the Community Center at no cost for their regular meetings and programming. The
Recreation Department already manages this reservation process, making implementation of the
shared-use model operationally seamless.
The St. Louis Alumni Association has informed the Recreation Department that it intends to
vacate its current space by the end of 2026. Once vacated, that room would become available for
Recreation programming, Adult Education classes, community meetings, workshops, and other
public uses while remaining available for Alumni meetings through the reservation system.
Page 69 of 177
The Recreation Department also recognizes the historical significance of artifacts, archives, and
collections currently housed within the Community Center. Staff will work collaboratively with
partner organizations to develop long-term solutions for the preservation, storage, and public
display of these materials so they remain protected while becoming more accessible to the
community.
Fiscal Impact
The recommended transition to a shared-use community space model does not require immediate
additional operating appropriations. The Recreation Department already manages facility
reservations through an established online reservation system and would continue to oversee
scheduling, maintenance, and daily operations using existing staff and operational resources.
As additional spaces transition to Recreation Department management and experience increased
public use, there may be an increased demand for custodial services to ensure rooms remain
clean, properly maintained, and ready for the next scheduled user. If facility use exceeds the
capacity of existing staff, the Recreation Department may need to request additional part-time
custodial support through a future budget process to maintain the expected level of service.
While the recommendation does not generate rental revenue from its current lease holders, it
maximizes the use of existing City-owned facilities, expands access to meeting and
programming space without new construction, and provides greater public benefit from existing
municipal assets. Additionally, there would be an opportunity to generate revenue from other
organizations and groups wanting to rent the space.
Recommendation
The Recreation Department recommends transitioning from exclusive lease agreements to
a shared-use community space model while maintaining the longstanding shared-use
partnership with Biddeford Adult Education.
The recommended model will:
•
•
•
•
•
•
•
Maximize the use of publicly owned facilities.
Increase access to meeting rooms and programming space for residents, City
departments, schools, nonprofits, and community organizations.
Support expansion of Recreation programming and childcare services.
Maintain longstanding partnerships by providing current leaseholders continued no-cost
access for meetings and organizational activities through the existing reservation system.
Eliminate exclusive occupancy while ensuring equitable access to City-owned facilities.
Improve operational efficiency by placing scheduling, maintenance, and management of
all shared spaces under the Recreation Department.
Preserve important community partnerships while transitioning to a more flexible,
welcoming, and inclusive Community Center that better serves the evolving needs of
Biddeford residents.
Page 70 of 177
•
Ensure that publicly funded space is managed in a manner that provides the greatest
benefit to the greatest number of community members.
The proposed shared-use model represents a balanced approach that honors the contributions of
long-standing community organizations while maximizing the use of a valuable public asset. It
allows organizations to continue their missions, preserve important partnerships, expands
opportunities for public use, and positions the J. Richard Martin Community Center to meet the
community's needs for years to come.
Page 71 of 177
J. Richard Martin Community Center- Shared Spaces/ Transition
Lease Transition
•
•
•
•
•
•
•
Current lease agreements will be renewed through December 31, 2027.
The extended lease period will provide organizations with approximately fourteen
months to plan and prepare for the transition.
During this period, the Recreation Department will work individually with each
organization to develop a transition plan.
Organizations will have time to determine appropriate solutions for:
o Storage
o Equipment
o Records and archives
o Historical artifacts
o Organizational belongings
At the expiration of the leases on December 31, 2027, organizations will vacate their
assigned exclusive-use spaces and return those spaces to the Recreation Department.
Following turnover, the Recreation Department will repurpose each space for broader
community use.
Former leaseholders will continue to have access to Community Center space through the
City's existing reservation system for meetings, programs, and organizational activities at
no cost.
Biddeford Adult Education
•
•
•
Biddeford Adult Education will remain under its existing shared-use agreement with
the Biddeford School Department.
This longstanding partnership provides mutual benefit to the City, School Department,
and community.
No change to the current Adult Education arrangement is proposed.
50+ Club
•
•
•
•
The 50+ Club will continue to have access to the Community Center following the
transition from an exclusive-use lease.
The Club will reserve appropriate meeting and program space through the City's existing
reservation system.
The shared-use model will allow the 50+ Club to continue its regular activities and
meetings while also making the space available for Recreation programs and other
community uses when the Club is not scheduled.
This approach maintains the Club's connection to the Community Center while allowing
the City to maximize use of the facility and provide additional opportunities for older
adults and the broader community.
Page 72 of 177
Meals on Wheels
•
•
•
•
•
Meals on Wheels will continue its twice-weekly meal distribution from the Community
Center gymnasium. The Recreation Facilities Coordinator and Meals on Wheels staff
will be meeting on a transition plan in the coming weeks.
The current Meals on Wheels office space is proposed to be repurposed as a commercial
kitchen using Recreation Bond funds.
The commercial kitchen will address a significant current limitation within the
Community Center and provide new opportunities for community use.
The kitchen and associated space could support:
o Community dinner events
o Meal events for staff, teams, campers and other programs.
o Youth sports banquets
o Nonprofit events
o Cooking classes
o Special events
o Workshops and other community activities
This investment will transform dedicated office space into a resource that can be used by
many organizations and groups throughout the community.
St. Louis Alumni Association
•
•
•
The St. Louis Alumni Association has indicated that it intends to vacate its current space
by the end of 2026.
Once vacated, the space can be transitioned earlier to shared community use.
The room could support Recreation programming, Adult Education classes, community
meetings, workshops, and other public uses while remaining available to the Alumni
Association through the reservation system.
Biddeford Cultural and Heritage Center & Lakermesse
•
•
•
The Recreation Department recognizes the importance of the historical records, artifacts,
and collections currently housed within the Community Center from these two
organizations.
Staff will work with affected organizations to identify appropriate storage, preservation,
and potential public display solutions.
The goal is to preserve Biddeford's community history while allowing the building's
physical spaces to serve a broader public purpose.
Financial and Operational Considerations
•
•
•
The proposed transition does not require immediate additional operating appropriations.
Existing Recreation Department staff already manage facility scheduling, maintenance,
and operations.
The Recreation Bond will provide funding for the proposed commercial kitchen.
Page 73 of 177
•
•
As additional spaces become available, increased use may create additional custodial and
maintenance demands in the future.
The Recreation Department will monitor usage and staffing needs and address any future
resource requirements through the City's normal budget process.
Proposed Timeline
2026–2027
•
•
•
•
•
Renew existing leases through December 31, 2027.
Meet with individual organizations regarding transition needs.
Develop individual transition plans.
Identify storage and preservation solutions.
Begin transitioning spaces that become available prior to 2027.
December 31, 2027
•
•
•
Existing exclusive-use leases expire.
Organizations complete the transition out of dedicated spaces.
Spaces are returned to the Recreation Department.
2028 and Beyond
•
•
•
•
Recreation Department repurposes former lease spaces for shared community use.
Spaces become available through the City's reservation system.
Recreation Department monitors usage, operational needs, and community demand.
Adjustments are made as needed to maximize the Community Center's effectiveness.
Recommendation
The Recreation Department recommends renewing the current leases through December 31,
2027, providing organizations with sufficient time to plan for the transition, and then moving
toward a shared-use Community Center model.
The Recreation Department recommends providing support at both the departmental and city
levels to those organizations responsible for preserving important historical artifacts and
records. Our goal is to work collaboratively toward a sustainable, long-term solution that
ensures these materials are properly preserved and remain accessible for future generations.
This approach provides a reasonable transition period for longstanding community organizations
while allowing the City to ultimately maximize the use of a valuable public asset and provide
greater access to the Community Center for the residents of Biddeford.
Page 74 of 177
City Council
Meeting Date:
Meeting Time:
Agenda Item No:
Item Description:
Submitted By:
October 20, 2026
6:00 PM
11.c
2026.145 Edward R. Byrne JAG grant acceptance
JoAnne W. Fisk, Chief of Police
Key Terms:
Executive Summary:
Grant acceptance
Detailed Review:
The Biddeford Police Department is requesting the City Council accept the terms and
conditions of the Edward J. Byrne Memorial Justice Assistance Grant program for FY2026.
Biddeford Police Department's share is in the amount of $31,296.00. The York County Sheriff's
Department share of the grant is $13,373.00.
The Biddeford Police Department will purchase the items listed below with this funding:
• Two RH-M4-17 Rhino Tab Ultra Rugged Portable MDT w/Intel Core with printer
$13,901.72
• Two Stryker Radar Units
5,898.50
• Two Motorola M500 in car video systems
15,507.52
• Ikey keyboards
632.00
• Total
$35,939.74
The balance of $4643.74 will be paid out of FY 2027 budget.
Funding Source:
Staff Recommendation:
Page 75 of 177
Staff recommends acceptance of this non-matching federal grant.
Next Steps:
City Council approval.
Attachments:
1.
2026.145 Approval- Edward R. Byrne Memorial Justice Assistance Grant-ORDER
2.
JAG 2026 interlocal agreement
3.
fy26-jag-local-allocations-me
4.
IKEY quote
5.
PatrolPCQUO-19595bidd
6.
Quote - Biddeford Two (2) M500
7.
StalkerQuote_2130670
Page 76 of 177
2026. 145
IN BOARD OF CITY COUNCIL… October 20, 2026
BE IT ORDERED, by the City Council of the City of Biddeford authorizes the
acceptance of grant funds from the 2026 Edward R. Byrne Memorial Justice
Assistance Grant program on behalf of the Biddeford Police Department.
The grant award in the amount of $31,296.00 shall be used for:
Two Motorola M500 recording systems
Two Stalker Radar Units
Two Patrol PC Mobile Data Terminals
Two Ikey ergonomic keyboards
21146-50501
Attested by:______________________________________________________
Page 77 of 177
Page 78 of 177
Page 79 of 177
Page 80 of 177
2026 Maine Local JAG Allocations
Only jurisdictions listed below in the state are eligible to receive FY 2026 JAG funding directly from BJA, with award amounts
determined by the annual formula. Important notes:
1) Disparate jurisdictions are listed in shaded groups below, in alphabetic order by county. A single jurisdiction must serve as the
fiscal agent on behalf of the group. BJA will only fund one award for the disparate group. Disparate jurisdictions are responsible for
determining individual amounts within the Joint Allocation and for documenting allocations via a memorandum of understanding.
2) Jurisdictions eligible for a direct allocation (i.e., not part of a disparate group) are listed alphabetically below the shaded,
disparate groupings.
For additional details on eligibility and disparate group requirements, refer to the JAG the Frequently Asked Questions here: https://
bja.ojp.gov/program/jag/frequently-asked-questions. For additional details regarding the JAG formula and award calculation
process, please refer to the JAG Technical report here: https://bjs.ojp.gov/library/publications/justice-assistance-grant-jagprogram-2024.
State
ME
ME
ME
Jurisdiction Name
ANDROSCOGGIN County
AUBURN City
LEWISTON City
Government Type
County
Municipal
Municipal
Direct Allocation
*
$18,337
$46,600
ME
ME
CUMBERLAND County
PORTLAND City
County
Municipal
$15,166
$65,902
$81,068
ME
ME
KENNEBEC County
AUGUSTA City
County
Municipal
$12,270
$26,471
$38,741
ME
ME
PENOBSCOT County
BANGOR City
County
Municipal
*
$21,783
$21,783
ME
ME
YORK County
BIDDEFORD City
County
Municipal
$13,373
$31,296
$44,669
ME
ME
ME
ME
ME
SANFORD City
SOMERSET County
SOUTH PORTLAND City
WATERVILLE City
WESTBROOK City
Municipal
County
Municipal
Municipal
Municipal
$16,544
$11,167
$12,546
$12,546
$15,717
Local total
Joint Allocation
$64,937
$319,718
Page 81 of 177
Company Address 2621 Ridgepoint Drive
Suite 235
Austin, TX 78754
USA
Prepared By
Robert Rueger
Bill To Name
Biddeford Police Department
Bill To
39 Alfred Street
Biddeford, Maine 04005
United States
Product
IK-82-SA-USB
Created Date
10/5/2026
Expiration Date
11/5/2026
Quote Number
00015994
Ship To Name
Biddeford Police Department
Quantity
Sales Price
Unit Price
Total Price
2.00
USD 316.00
USD 316.00
USD 632.00
Subtotal
USD 632.00
Total Price
USD 632.00
Grand Total
USD 632.00
** Shipping cost is NOT included. **
Lead Times
5-7 Days
Product lead times are subject to change due to a variety of factors including supply chain disruptions, changes in component demand after a
quote is issued, manufacturing delays, and other unforeseen circumstances.
Quote Acceptance Information
Signature ______________________________________
Name
______________________________________
Title
______________________________________
Date
______________________________________
Page 82 of 177
ME - City of Biddeford PD (QUO-19610)
SRC6A24646Z
QUOTE
Advanced Electronic Design Inc
344 John Dietsch Blvd, Unit 2
North Attleboro, MA, US 02763
(508) 699-0458
# QUO-19610
2026-10-05
Sales Agent: Jesse Coulombe
Email: [email protected]
Phone: (508) 431-4123
DRAFT
Attention
Bill Gooch
(207) 282-5127
Bill To
Ship To
ME - City of Biddeford PD
39 Alfred Street
Biddeford, ME - 04005
ME - City of Biddeford PD
39 Alfred Street
Biddeford, ME - 04005
Expiry Date
Shipping Rate
Payment Terms
2026-12-04
GROUND
NET 30
Item
Description
Type
RH-M4-i7
RhinoTab® M4 UltraRugged® Portable MDT with Intel Core
i7-1185G7E Processor (1.8 GHz - 4.4 GHz, 12 MB Cache, 4
Core, Intel Iris Xe Graphics), Multi-Touch Capacitive Screen,
Internal Battery, Ambient Light Sensor, Intel WiFi 7,
Bluetooth 5.4, GPS, Dual Digital Microphones, Stereo
Speakers, 1 USB 3.0 A Port, 1 USB 3.0 C Port, TPM v2.0).
SALE
RAM:
RAM-32GB-DDR4
32GB DDR4-2400 RAM
Hard-Drive:
SSD-250GB-NVMe
250GB M.2 NVMe SSD - 1GB = 1,000,000,000 bytes.
Total usable memory will be less depending on actual
system configuration
Screen:
SCRN-HRES-M4
Unit Price
$3,995.00
Qty
2
Line Total
$7,990.00
$250.00
$500.00
INCLUDED
INCLUDED
12.1 in 2160x1440, 3:2 ratio, sunlight readable, optically
bonded display. 1300+ NITs.
$100.00
$200.00
Operating System:
OS-W11E64
Windows 11 IoT Enterprise 64 Bit (GAC License)
Operating System
$210.00
$420.00
Carrying Method:
CARRY-HANDLE-M4
Side-Mount handle.
$0.00
$0.00
Cellular:
CELL-URC2-VER-M4
Embedded 5G Cellular Modem for Verizon. Dual SIM
capable.
$545.00
$1,090.00
Warranty:
WRNT-3YR-RH-M4
3 year computer warranty.
INCLUDED
INCLUDED
RD-V2
Patrol PC® RhinoDock™ Low Profile Dock (NonConfigurable) - 1 10/100/1G Ethernet, 2 USB 3.0, 2 Always
On USB 2.0, 4 RF Pass-Thru, 2 Ports for External Power
Control and Ignition Sense. 10 AMP Fused Power Cable, 3
Year Warranty
SALE
$595.00
2
$1,190.00
Power Cable:
CBL-PWR-6FT
6 FT Fused Power Cable
INCLUDED
INCLUDED
Warranty:
WRNT-3YR-RD-M2
3 Year RhinoDock Warranty (Dock Only)
INCLUDED
INCLUDED
MNT-VEH-TM-5502UDB-DUR
Westin Tablet and Keyboard Mount with Two Telescopic
Posts. 12" Tablet Post with G.R.I.P. Tilt/Swivel and Single
Arm with Universal Display Bracket with VESA 75, VESA
100 & 2X4 Patterns (UDB-01). 10" Keyboard Post with
G.R.I.P. Tilt/Swivel and Double Arm with Triple Pivot and
Adjustable Tray for 12" Keyboard. Telescopic Mid Section on
Under the Seat Base for Dodge DURANGO; Jeep GRAND
CHEROKEE (Specify Year) MPN#500-0013
SALE
$671.00
2
$1,342.00
PRN-PJ822
PocketJet 8, 200dpi, 8.5" Width, Thermal Printer with USB C
Connectivity/Charging, 2 Year Premier Warranty (Printer
only, requires DC power or optional battery, USB cable, and
printing supplies) - 8.5 inch
SALE
$439.00
2
$878.00
ME - City of Biddeford PD (QUO-19610)
Page 83 of 177
ME - City of Biddeford PD (QUO-19610)
USB Cable:
CBL-USBC-10FT-90A-PKG
USB A to C 90 degree cable, 10 ft. (For PJ8 Series
printers). Combo pricing with mount.
$15.00
$30.00
Power Cable:
CBL-LB3692-PKG
Brother Power Cable, 14 FT, Right Angle for RuggedJet
2, 3 & 4 , PocketJet 3, 6, 7, 8. Combo pricing with
mount. MPN LB3692.
$18.00
$36.00
I have read and understood the following terms and conditions.
Will a matching PO be issued for this order?
YES
NO
Subtotal:
$13,676.00
Shipping Cost:
$225.72
Total:
$13,901.72
Printed Name:
Date of Approval:
Signature of Approval
Note:
No Camera needed
Terms & Conditions:
Sales tax, if applicable, will be invoiced in accordance with purchaser's tax rate. Unpaid balances accrue 1.5% interest per
month.
ME - City of Biddeford PD (QUO-19610)
Powered by TCPDF (www.tcpdf.org)
Page 84 of 177
QUOTE-3847550
BIDDEFORD POLICE DEPT
Copy of 2 M500 2026
10/05/2026
The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity
providing this quote (“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to be
disclosed publicly or in any manner to anyone other than those required to evaluate the Information without the express written permission of Motorola.
MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are
the property of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved.
Page 85 of 177
QUOTE-3847550
10/05/2026
BIDDEFORD POLICE DEPT
39 ALFRED ST
BIDDEFORD, ME 04005
RE: Motorola Quote for Copy of 2 M500 2026
Dear William Gooch,
Motorola Solutions is pleased to present BIDDEFORD POLICE DEPT with this quote for quality communications
equipment and services. The development of this quote provided us the opportunity to evaluate your
requirements and propose a solution to best fulfill your communications needs.
This information is provided to assist you in your evaluation process. Our goal is to provide BIDDEFORD POLICE
DEPT with the best products and services available in the communications industry. Please direct any questions
to Nathan Baker at [email protected].
We thank you for the opportunity to provide you with premier communications and look forward to your review and
feedback regarding this quote.
Sincerely,
Nathan Baker
Regional Sales Manager
Page 86 of 177
QUOTE-3847550
Copy of 2 M500 2026
Billing Address:
BIDDEFORD POLICE DEPT
39 ALFRED ST
BIDDEFORD, ME 04005
US
Shipping Address:
BIDDEFORD POLICE DEPT
39 ALFRED ST
BIDDEFORD, ME 04005
US
Quote Date:10/05/2026
Expiration Date:12/04/2026
Quote Created By:
Nathan Baker
Regional Sales Manager
Nathan.Baker@
motorolasolutions.com
518-331-1841
End Customer:
BIDDEFORD POLICE DEPT
William Gooch
[email protected]
2072825172
AGREEMENT: WG AGREEMENT
Incoterms:CIF
Payment Terms:30 NET
Summary:
Any sales transaction resulting from Motorola's quote is based on and subject to the applicable Motorola Standard Terms
and Conditions, notwithstanding terms and conditions on purchase orders or other Customer ordering documents.
Motorola Standard Terms and Conditions are found at www.motorolasolutions.com/product-terms.
Line #
Item Number
Description
Qty
Term
Ext. Sale Price
M500
1
WGB-0703A
M500 ICV SYSTEM, V300 WIFI
DOCK
2
$13,150.40
2
WGB-0189A
MTIK CONF
KIT,802.11AC,M500POE,5GHZANT
2
$656.00
3
WGP02919-KIT
INSTALL KIT, M500 DVR, CONSOLE
MOUNT
2
Included
4
WGP02225-102-KIT2
BRKT4RE DISP/BWC/CAMVR
15TAHOE/SILV KIT
2
Included
5
LSV07S05296A
5Y ESSENTIAL - M500
2
Grand Total
5 YEARS
$1,701.12
$15,507.52(USD)
Notes:
●
The Pricing Summary is a breakdown of costs and does not reflect the frequency at which you will be invoiced.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
Page 3
Page 87 of 177
QUOTE-3847550
Copy of 2 M500 2026
●
●
Unless otherwise noted, this quote excludes sales tax or other applicable taxes (such as Goods and Services
Tax, sales tax, Value Added Tax and other taxes of a similar nature). Any tax the customer is subject to will be
added to invoices.
Unless otherwise noted in this quote / order, installation of equipment is not included.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
Page 4
Page 88 of 177
QUOTE-3847550
Copy of 2 M500 2026
1
M500 IN-CAR VIDEO SYSTEM SOLUTION DESCRIPTION
The M500 In-Car Video System is the first AI-enabled in-car video solution for law enforcement. It combines
Motorola’s powerful camera technology with our
industry-leading digital evidence management software,
VideoManager, to deliver high-quality digital evidence
and real-time analytics.
The M500 offers the following benefits:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Delivers exceptionally clear, evidence-grade video,
from inside and outside the vehicle
The M500 has three high-definition cameras,
mounted on the front and rear windshield and in the
cabin. The front camera has a 4K sensor, with an ultra high-definition recording resolution that captures both
wide-angle and focused video streams. The cabin camera’s infrared illumination allows backseat recording in
total darkness, and a built-in microphone captures audio in the vehicle during recording.
Works reliably, even in challenging situations
The cameras and processor are small, rugged devices, easily and securely installed where they do not hinder
any line of sight. They are tamper proof and built to withstand significant impact and severe weather
conditions. Even if a vehicle is in a serious collision, the Uninterruptible Power Supply automatically kicks in to
continue capturing evidence for those critical extra seconds.
Protects video data, whether in transit or at rest
The powerful core processor, with a 1 terabyte drive, securely stores all video footage, encrypting the data to
prevent cyber threats.
Provides users a reliable, easy-to-learn system
Ease of use is at the heart of the M500. The interface is highly intuitive, and any feature can be accessed with
no more than three touches of the control panel. Users can start a recording manually or program sensors to
activate a recording when triggered – such as a siren, blue lights, vehicle speed, crash detection, wireless
microphones, and more. After the recording starts and is categorized, everything is automated, including the
uploading of footage to the system’s evidence management software, VideoManager. There, recordings are
easily managed, redacted, organized, and shared with all authorized parties, including first responders, fleet
managers, investigative officers, supervisors, prosecutors, and legal teams.
Increases efficiency
The system’s software makes it easy to search and analyze video footage, which can save countless hours
for users and minimize human error.
Promotes trust
By providing a clear record of incidents that occur while officers are on duty, the M500 promotes trust
between public safety agents and the communities they serve.
Integrates seamlessly with other Motorola technologies
The M500 offers additional benefits when working in conjunction with Motorola’s V700 Body-Worn Camera or
L5M License Plate Recognition camera and VehicleManager.
- When used with the V700, the M500 in-car video system triggers the V700 to record at the same time.
Officers can focus on the situation at hand, while the cameras – working together as a seamless system –
capture synchronized recording from multiple vantage points. The footage is uploaded to and can be
reviewed on the same system.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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When used with the L5M, both the LPR camera and the M500 feed their collected license plate data into
Vigilant VehicleManager and display the information on a single interface. Working together, the systems
increase coverage while maintaining ease of use through a shared user interface and database.
The M500 is a reliable and comprehensive mobile video solution that will enhance safety, promote accountability,
and improve efficiency. It ensures that you always have the critical information needed for smarter, faster
decisions to help keep officers and the communities they serve safe.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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STATEMENT OF WORK - MOBILE VIDEO PRODUCTS NEW SYSTEM
OVERVIEW
This Statement of Work (SOW) outlines the responsibilities of Motorola Solutions, Inc. (Motorola) and the
Customer for the implementation of body-worn camera(s), in-car video system(s), interview recording system(s)
and/or your digital evidence management solution. For the purpose of this SOW, the term “Motorola” may refer to
our affiliates, subcontractors, or certified third-party partners. A third party has been identified as our Motorolacertified installer and will work on Motorola’s behalf to install your in-car video system(s).
This SOW addresses the responsibilities of Motorola and the Customer that are relevant to the implementation of
the hardware and software components listed in the Solutions Description. Any changes or deviations from this
SOW must be mutually agreed upon by Motorola and the Customer and will be addressed in accordance with the
change provisions of the Contract. The Customer acknowledges any changes or deviations from this SOW may
incur additional cost.
Motorola and the Customer will work to complete their respective responsibilities in accordance with the Project
Schedule. Any changes to the Project Schedule must be mutually agreed upon by both parties in accordance with
the change provisions of the Contract.
Unless specifically stated, Motorola will perform the work remotely. The Customer will provide Motorola personnel
with access to their network and facilities so Motorola is able to fulfill its obligations. All work will be performed
during normal business hours based on the Customer’s time zone (Monday through Friday from 8:00 a.m. to 5:00
p.m.).
The number and type of software subscription licenses, products, or services provided by Motorola are
specifically listed in the Contract and referenced in the SOW. Services & Products provided under this SOW are
governed by the mutually executed Contract between the parties, or Motorola’s Master Customer Agreement and
applicable addenda (“Contract”).
AWARD, ADMINISTRATION, AND PROJECT INITIATION
Project Initiation and Planning will begin following the execution of the Contract between Motorola and the
Customer. At the conclusion of Project Planning, Motorola’s Project Manager (PM) will begin status meetings and
provide status reports on a regular cadence with the Customer’s PM. The status report will provide a summary of
activities completed, activities planned, progress against the project schedule, items of concern requiring
attention, as well as, potential project risks and agreed upon mitigation actions.
Motorola utilizes Google Meet as its teleconference tool. If the Customer desires to use an alternative
teleconferencing tool, any costs incurred from the use of this alternate teleconferencing tool will be the
responsibility of the Customer.
FBI-CJIS SECURITY POLICY – CRIMINAL JUSTICE INFORMATION
CJIS Security Policy Compliance
Motorola believes our solution is not in scope of the FBI-CJIS Security Policy (CJISSECPOL) based on the
definition in Section 4 of CJISSECPOL and how the FBI-CJIS defines Criminal Justice Information. However,
Motorola does design its products with the CJISSECPOL security controls as a guide. Motorola’s design and
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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features support best practice security controls and policy compliance. In the event of a CJIS technical audit
request, Motorola will support the Customer throughout this process.
Personnel Security – Background Screening
Motorola will assist the Customer with completing the CJIS Security Policy Section Personnel Security related to
authorized personnel background screening when requested to do so by the Customer. Based on the Personnel
Security section of the CJISSECPOL, a Motorola employee is defined as someone who is required to be on the
Customer’s property with unescorted access to unencrypted CJI. Motorola employees will also have access to
the Customer’s network(s) and stored information and Motorola has remote access tools to support virtual
escorted access to on-premises customer assets.
Additionally, Motorola performs independent criminal background investigations including name based
background checks, credential and educational vetting, credit checks, U.S. citizen and authorized worker identity
verification on its employees.
Motorola will support the Customer in the event of a CJIS audit request to validate employees assigned to the
project requiring CJISSECPOL Personnel Security screening and determine whether this list is up to date and
accurate. Motorola will notify the Customer within 24 hours or next business day of a personnel status change.
Security Awareness Training
Motorola requires all employees who will support the Customer to undergo Level 3 Security Awareness Training
provided by Peak Performance and their CJIS online training platform. If the Customer does not have access to
these records, Motorola can facilitate proof of completion. If the Customer requires additional and/or separate
training, Motorola will work with the Customer to accommodate this request at an additional cost.
CJIS Security Addendum
Motorola requires all employees directly supporting the Customer to sign the CJIS Security Addendum if required
to do so by the Customer.
Third Party Installer
The Motorola-certified third-party installer (if applicable) will work independently with the Customer to complete
the CJISSECPOL Personnel Security checks, complete Security Awareness Training and execute the CJIS
Security Addendum.
COMPLETION CRITERIA
The project is considered complete once Motorola has completed all responsibilities listed in this SOW. The
Customer’s task completion will occur based on the Project Schedule to ensure Motorola is able to complete all
tasks without delays. Motorola will not be held liable for project delays due to incomplete Customer tasks.
The Customer must provide Motorola with written notification if they do not accept the completion of Motorola
responsibilities. Written notification must be provided to Motorola within ten (10) business days of task completion.
The project will be deemed accepted if no written notification is received within ten (10) business days.
In the absence of written notification for non-acceptance, beneficial use will occur thirty (30) days after functional
demonstration of the system.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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SUBSCRIPTION SERVICE PERIOD
If the contracted system includes a subscription, the subscription service period will begin upon the Customer’s
receipt of credentials for access or for hardware, upon shipment of the hardware. The provision and use of the
subscription service is governed by the Contract.
PROJECT ROLES AND RESPONSIBILITIES OVERVIEW
Motorola Project Roles and Responsibilities
The Motorola Project Team will be assigned to the project under the direction of the Motorola Project Manager.
Each team member will be engaged in different phases of the project as necessary. Some team members will be
multi-disciplinary and may fulfill more than one role.
In order to maximize effectiveness, the Motorola Project Team will provide various services remotely by
teleconference, web-conference, or other remote method in order to fulfill our commitments as outlined in this
SOW.
Our experience has shown customers who take an active role in the operational and educational process of their
system realize user adoption sooner and achieve higher levels of success with system operation. The
subsections below provide an overview of each Motorola Project Team Member.
Project Manager (PM)
The PM will be the principal business representative and point of contact for Motorola. The PM’s
responsibilities may include but are not limited to:
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Manage Motorola responsibilities related to the delivery of the project.
Maintain the Project Schedule, and manage assigned Motorola personnel, subcontractors, and suppliers as
applicable.
Coordinate schedules of assigned Motorola personnel, subcontractors, and suppliers as applicable.
Conduct equipment inventory.
Discovery validation
Maintain project communications with the Customer.
Identify and manage project risks.
Coordinate collaboration of Customer resources to minimize project delays.
Evaluate project status against Project Schedule.
Conduct status meetings on mutually agreed upon dates to discuss project status.
Provide timely responses to Customer inquiries and issues related to project progress.
Conduct daily status calls with the Customer during Go-Live.
Post Sales Engineer
The Post Sales Engineer will work with the Customer’s Project Team on:
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System provisioning.
Data Migration
Contracted data migration between two disparate digital evidence management systems (if applicable,
additional fees may apply).
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Field Engineer (FE)
The FE will work with the Customer’s Project Team on:
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Inspect installation and configure hardware devices.
Provide instructions to the Customer on how to configure the hardware.
Review Deployment Checklist with the Customer.
Develop and submit a Trip Report.
Update Customer IP Map.
Professional Services Engineer (if applicable)
The Professional Services Engineer is engaged on projects that include integration between Motorola’s digital
evidence management system and the Customer’s third-party software application. Their responsibilities include:
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Delivery of the interface between Motorola’s digital evidence management system and the Customer’s thirdparty software (e.g. CAD).
Technical Trainer / Instructor
The Technical Trainer / Instructor provides training on-site or remote depending on the training topic and
deployment services purchased.
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Deliver provisioning education and guidance to the Customer for operating and maintaining their system.
Provide product education as defined by this SOW and described in the Education Plan.
Motorola-Certified Installer (if applicable)
The Motorola-certified installer is primarily responsible for installing in-car video systems (ICVs) into Customer
vehicles. There are specific requirements the 3rd party partner must meet in order to be considered a Motorolacertified installer, and they include the following:
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Required Training
WTG0501 - M500 Vehicle Installation Certification (Remote) or WTG0503 - M500 Vehicle Installation
Certification (Live)
Needs to be renewed yearly.
Needs to be submitted to the PM by the technician completing the installation no less than thirty (30) days
prior to the installation.
Review of any previous Motorola Solutions Technical Notifications (MTNs).
Optional Training
WGD00186 - M500 Installation Overview and Quick Start (NA)
Not required for installation. Available for the installing technician.
WGD00177 - M500 In-Car Video System Installation Guide
Not required for installation. Available for the installing technician.
MN010272A01 - M500 In-Car Video System Basic Service Manual
Not required for installation. Available for the installing technician.
Other responsibilities the Motorola-certified installer may be involved in include the installation of cellular routers
or Access Points. These activities will only be completed by Motorola if Motorola quotes these services;
otherwise, the completion of these services are solely the responsibility of the Customer.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Customer Support Services Team
The Customer Support Services Team will provide on-going support to the Customer following Go-Live and final
acceptance of the project.
Customer Project Roles and Responsibilities
Motorola has defined key resources that are critical to this project and must participate in all the activities defined
in this SOW. During the Project Planning phase, the Customer will be required to provide names and contact
information for the roles listed below. It is critical that these resources are empowered to make decisions based
on the Customer’s operational and administration needs. The Customer Project Team will be engaged from
Project Initiation through Beneficial Use of the system. In the event the Customer is unable to provide the
resources identified in this section, Motorola may be able to supplement these resources at an additional cost.
Project Manager
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The PM will act as the primary point of contact for the duration of the project. In the event the project involves
multiple locations, Motorola will work exclusively with the Customer’s primary PM. The PM’s responsibilities
will include, but are not limited to:
Communicate and coordinate with other project participants.
Manage the Customer Project Team including subcontractors and third-party vendors. This includes timely
facilitation of tasks and activities.
Maintain project communications with the Motorola PM.
Identify tasks required of Customer staff that are outlined in this SOW and the Project Schedule.
Consolidate all project inquiries from Customer staff to present to Motorola PM.
Approve a deployment date offered by Motorola.
Review Project Schedule with the Motorola PM and finalize tasks, dates, and responsibilities.
Measure and evaluate progress against the Project Schedule.
Monitor Project to ensure resources are available as required.
Attend status meetings.
Provide timely responses to issues related to project progress.
Liaise and coordinate with other agencies, Customer vendors, contractors, and common carriers.
Review and administer change control procedures, hardware and software certification, and all related project
tasks required to meet the deployment date.
Ensure Customer vendors’ readiness ahead of the deployment date.
Assign one or more personnel to work with Motorola staff as needed for the duration of the project, including
one or more representatives from the IT department.
Identify a resource with authority to formally acknowledge and approve milestone recognition certificates, as
well as, approve and release payments in a timely manner.
Provide Motorola personnel with access to all Customer facilities where system equipment is to be installed.
Temporary identification cards are to be issued to Motorola personnel, if required for access.
Ensure remote network connectivity and access for Motorola resources.
Assume responsibility for all fees pertaining to licenses, inspections and any delays associated with
inspections due to required permits as applicable to this project.
Provide reasonable care to prevent equipment exposure from contaminants that may cause damage to the
equipment or interruption of service.
Ensure a safe working environment for Motorola personnel.
Identify and manage project risks.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Provide signature(s) of Motorola-provided milestone recognition certificate(s) within ten (10) business days of
receipt.
IT Support
IT Support manages the technical efforts and ongoing activities of the Customer’s system. IT Support will be
responsible for managing Customer provisioning and providing Motorola with the required information for LAN,
WAN and client infrastructure.
The IT Support Team responsibilities include but are not limited to:
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Participate in delivery and training activities to understand the software and functionality of the system.
Participate with Customer Subject Matter Experts (SMEs) during the provisioning process and associated
training.
Authorize global provisioning decisions and be the Point of Contact (POC) for reporting and verifying
problems.
Maintain provisioning.
Implement changes to Customer infrastructure in support of the proposed system.
Video Management Point of Contact (POC)
If CommandCentral DEMS Standard, CommandCentral DEMS Plus, or VideoManager EL Cloud device license(s)
are included in the contract, the Video Manager POC will educate users on digital media policy, participate in
Discovery tasks, and complete the Video Management Administration training. The Customer is responsible for its
own creation and enforcement of media protection policies and procedures for any digital media created,
extracted, or downloaded from the digital evidence management system.
Subject Matter Experts (SMEs)
SMEs are a core group of users involved with the analysis, training and provisioning process, including making
decisions on global provisioning. The SMEs should be experienced users in their own respective field (evidence,
dispatch, patrol, etc.) and should be empowered by the Customer to make decisions based on provisioning,
workflows, and department policies related to the proposed system.
Training POC
The Training POC will act as the course facilitator and is considered the Customer’s educational monitor. The
Training POC will work with Motorola when policy and procedural questions arise. They will be responsible for
developing any agency specific training material(s) and configuring new users on the Motorola Learning
eXperience Portal (LXP) system. This role will serve as the first line of support during Go-Live for the Customer’s
end users.
General Customer Responsibilities
In addition to the Customer responsibilities listed above, the Customer is responsible for the following:
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All Customer-provided equipment, including third-party hardware and software needed for the proposed
system but not listed as a Motorola deliverable. Examples include end user workstations, network equipment,
connectivity etc.
Configure, test, and maintain third-party system(s) that will interface with the proposed system.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Establish an Application Programming Interface (API) for applicable third-party system(s) and provide
documentation that describes the integration to the Motorola system (if applicable).
Coordinate and facilitate communication between Motorola and Customer third-party vendor(s) as required.
Mitigate the impact of upgrading Customer third-party system(s) that will integrate with the proposed system.
Motorola strongly recommends working with the Motorola Project Team to understand the impact of such
upgrades prior to taking action.
Upgrades to Customer’s existing system(s) in order to support the proposed system.
Providing a facility with the required computer and audio-visual equipment for training and work sessions.
Ability to participate in remote project meetings using Google Meet or a mutually agreed upon Customerprovided remote conferencing tool.
Motorola is not responsible for any delays that arise from Customer’s failure to perform the responsibilities
outlined in this SOW or delays caused by Customer’s third-party vendor(s) or subcontractor(s).
NETWORK AND HARDWARE REQUIREMENTS
The following requirements must be met by the Customer prior to Motorola installing the proposed system:
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Provide network connectivity for the transfer and exchange of data for the proposed system.
Provide devices such as workstations, tablets, and smartphones with Internet access for system usage.
Chrome is the recommended browser for optimal performance.
Provide and install antivirus software for workstation(s).
Provide Motorola with administrative rights to Active Directory for the purpose of installation, configuration,
and support.
Provide all environmental conditions such as power, uninterruptible power sources (UPS), HVAC, firewall and
network requirements.
Ensure required traffic is routed through Customer’s firewall.
Motorola is not responsible for any costs or delays that arise from Customer’s failure to meet network and
hardware requirements.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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PROJECT PLANNING
A clear understanding of the needs and expectations of Motorola and the Customer is critical to fostering a
collaborative environment of trust and mutual respect. Project Planning requires the gathering of specific
information to set clear project expectations and guidelines, as well as lay the foundation for a successful
implementation.
PROJECT PLANNING SESSION
A Project Planning Session will occur after the Contract has been executed. The Project Planning Session is an
opportunity for the Motorola and Customer PM to meet before the Project Kickoff Meeting and review key
elements of the project and expectations. Depending on the items purchased, the agenda will typically include:
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A high-level review of the following project elements:
Quoting/ordering documents
A summary of contracted applications and hardware as purchased.
Customer’s involvement in project activities to confirm understanding of scope and required time
commitments.
Data Migration questionnaire if migration is included in the Solution
The Business Process Review (BPR), used to document system configuration, agency recording, and
retention policies
A high-level Project Schedule with milestones and dates.
Confirm CJIS background investigations and fingerprint requirements for Motorola employees and/or
subcontractors.
Determine Customer location for Motorola to ship their equipment for installation.
Motorola Responsibilities
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Contact the customer to complete the Project Planning Session.
Request the assignment of Customer Project Team and any additional Customer resources that are
instrumental to the project’s success.
Baseline the Project Schedule, if applicable.
Document mutually agreed upon Project Kickoff Meeting Agenda.
Customer Responsibilities
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Identify Customer Project Team and any additional Customer resources that are instrumental to the project’s
success.
Acknowledge the mutually agreed upon Project Kickoff Meeting Agenda.
Provide approval to proceed with the Project Kickoff Meeting.
Motorola Deliverables
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Project Kickoff Meeting Agenda.
Data Migration Questionnaire (if applicable)
BPR Workbook
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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PROJECT KICKOFF
Motorola will work with the Customer to understand the impact of introducing a new solution and the
preparedness needed for a successful implementation.
Note – The IT Questionnaire is completed during the pre-sales process and prior to Contract award. The IT
Questionnaire is given to Motorola at the time of offer acceptance. A delay in completing the IT Questionnaire
may delay the shipment of equipment. Motorola will not be responsible for any delays associated with or related
to the completion of the IT Questionnaire.
Motorola Responsibilities
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Review Contract documents including project delivery requirements as described in this SOW.
Discuss the deployment start date and deliver the Deployment Checklist.
Discuss the equipment inventory process
Discuss project team participants and their role(s) in the project with fulfilling the obligations of this SOW.
Review resource requirements.
Provide the initial Project Schedule
Discuss Motorola remote system access requirements.
Review the BPR.
Complete all necessary documentation (i.e. fingerprints, background checks, card keys, etc.) required for
Motorola resources to gain access to Customer facilities.
Review the LXP training portal.
Request user information required to establish the Customer in LXP.
Review and agree on completion criteria and the process for transitioning to support.
Customer Responsibilities
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Provide feedback and approval on project delivery requirements and schedule.
Review the Deployment Checklist.
Review the roles of project participants to identify decision-making authority.
Validate non-disclosure agreements, approvals, and other related items are complete (if applicable).
Complete the BPR Workbook within 5 business days after the conclusion of the Project Kickoff for review
during the Discovery Teleconference
Provide all documentation (i.e. fingerprints, background checks, card keys, etc.) required for Motorola
resources to gain access to Customer facilities.
Provide Motorola with names and contact information of the designated LXP Administrator(s).
Motorola Deliverables
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Project Kickoff Meeting Minutes.
Deployment Checklist.
DISCOVERY TELECONFERENCE
During the Discovery Teleconference, Motorola will meet with the Customer to review information documented in
the BPR Workbook. The Data Migration Questionnaire will also be reviewed if migration is part of the Solution.
Motorola Responsibilities
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Facilitate Discovery Teleconference.
Confirm Customer-provided configuration inputs.
Customer Responsibilities
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Gather and review the information required to complete the BPR Workbook.
Schedule Customer Project Team and SMEs to attend the Discovery Teleconference. SMEs should be
present to weigh in on hardware, software, and network components. Customer attendees should be
empowered to convey policies and make modifications to policies as necessary.
Motorola Deliverables
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Completed BPR Workbook.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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PROJECT EXECUTION
HARDWARE PROCUREMENT AND INSTALLATION
Motorola will procure contracted hardware as part of the ordering process. The hardware will be configured with a
basic profile in line with the information provided by the IT Questionnaire or Discovery Teleconference for
installation and configuration of the system. The Customer is responsible for providing an installation environment
that meets manufacturer’s specifications for the hardware, which includes but is not limited to:
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Power
Heating and Cooling
Network Connectivity
Access and Security
Conduit and Cabling
Motorola Responsibilities
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Procure contracted equipment and ship to the Customer's designated location.
Inventory equipment after arrival at Customer location
Conduct a power-on test to validate that the installed hardware is ready for configuration.
Verify remote connection to hardware.
Complete Deployment Checklist which outlines the activities completed during configuration and testing of
system hardware.
Customer Responsibilities
•
•
•
•
•
Procure Customer-provided equipment and make it available at the installation location.
Confirm the installation room complies with environmental requirements (i.e. power, uninterruptible power,
surge protection, heating/cooling, etc.).
Provide, install, and maintain antivirus software workstation(s).
Enable outgoing network connection (external firewall) to Motorola’s Cloud Evidence Management System by
utilizing the Customer’s Internet connection.
Confirm access to Motorola’s Cloud Evidence Management System cloud on Customer-provided
workstation(s).
Motorola Deliverables
•
•
Contracted Equipment.
Equipment Inventory
SVX Configuration as a Remote Speaker Microphone (if applicable)
The Smart Dock(s) will be utilized to manage firmware updates on each SVX. In order for this process to be
successfully completed, each Smart Dock must be connected to Motorola’s Cloud Evidence Management
Solution through the Customer’s internet connection.
Motorola Responsibilities
•
Configure Smart Dock(s) for connectivity to Motorola’s Cloud Evidence Management System.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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•
•
•
Verifying the SVX Smart Dock(s) are connected to Motorola’s Cloud Evidence Management System through
the Customer’s network. The Customer is responsible for ensuring Motorola has the correct IP address(es)
for configuring the Smart Dock(s), and the Customer’s network is operational.
Verify all slots in each Smart Dock are functional.
Provide documentation on how to pair the SVX(s) to Motorola APX NEXT and/or APX N70 radio(s) using
Secure Near-Field Communications (NFC).
Customer Responsibilities
•
•
•
•
•
•
•
Select physical location(s) for Smart Dock(s).
Provide network information (IP address, gateway, DNS, and subnet mask) to Motorola for each Smart
Dock(s).
Enable Bluetooth, Bluetooth Tones, and Secure NFC Touch Pairing on Motorola APX NEXT and/or APX N70
radio(s).
Motorola recommends “Power Down Standby Mode (hrs) = 1” to allow the SVX Bluetooth connection to
quickly reconnect after power up within the 1-hour timeframe.
Pair the SVX(s) to Motorola APX NEXT and/or APX N70 radio(s) using Secure NFC.
Validate functionality of components and solution utilizing the Deployment Checklist.
Provide Motorola remote connection information and necessary credentials.
SVX Configuration as a Body Camera (if applicable)
If CommandCentral DEMS Standard, CommandCentral DEMS Plus, or VideoManager EL Cloud device license(s)
are included in the contract, the Smart Dock(s) will be utilized to configure each SVX as a body camera.
Motorola Responsibilities
•
•
•
•
Configure SVX(s) within Motorola’s Cloud Evidence Management System.
Check out SVX(s) and create a test recording.
Verify video and audio upload to Motorola’s Cloud Evidence Management System for up to 25% of purchased
SVX(s).
Provide a demonstration of client software.
Customer Responsibilities
•
•
•
•
Validate functionality of components and solution utilizing the Deployment Checklist.
Provide Motorola remote connection information and necessary credentials.
The Customer will verify whether the Smart Docks(s) are connected to their network.
Verify video and audio upload to Motorola’s Cloud Evidence Management System for the remainder of
purchased SVX(s).
V700 Body Camera Configuration (if applicable)
The Transfer Station(s) will be utilized to configure each V700 body camera according to the Business Process
Review. In order for this process to be successfully completed, each Transfer Station must be connected to
Motorola’s Cloud Evidence Management Solution through the Customer’s internet connection.
Motorola Responsibilities
•
•
Configure Transfer Station(s) for connectivity to the digital evidence management system.
Verify the Transfer Station(s) is configured properly and connected to the network.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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•
•
•
•
•
Configure body camera(s) within the digital evidence management system.
Check out body camera(s) and create a test recording.
Verify video and audio upload to Motorola’s Cloud Evidence Management System for up to 25% of purchased
V700(s).
Verify completion of upload from body-worn camera(s) after it is docked in a Transfer Station or USB dock.
Install and provide a demonstration of client software as part of the same on-site engagement as Go-Live,
unless otherwise outlined in this SOW.
Customer Responsibilities
•
•
•
•
•
Select physical location(s) for Transfer Station(s).
Provide and install workstation hardware.
Complete installation of client software on remaining workstations and mobile devices.
Validate functionality of components and solution utilizing the Deployment Checklist.
Provide Motorola remote connection information and necessary credentials.
In-Car Video System Configuration (if applicable)
The Motorola-certified installer will complete the installation of the in-car video (ICV) system(s) within the
Customer-provided vehicle(s). The installer may also be responsible for installing cellular routers or WiFi radios
inside the vehicle(s) for wireless upload of video to the Customer’s digital evidence management system. These
activities will only be completed by Motorola if Motorola quotes these services; otherwise, the completion of these
services are solely the responsibility of the Customer.
The Customer vehicles must be available for the FE to complete the configuration and testing of the contractual
number of ICVs. If the Customer does not have all vehicles available during the agreed upon date and time, the
Customer may opt to sign-off on the number of ICV configurations completed.
If the Customer requires the FE to complete the full contractual number of ICVs at a later date and time, additional
cost may be incurred. The following table shows the number of ICVs an FE is contractually obligated to configure
and test based on the number of ICVs purchased.
Table 1: Number of Contractual ICV Configurations
Number of ICV Purchased
Number of ICV to Test
1
1
2
2
3
3
4
4
5 - 25
5
26 - 50
10
51 - 75
15
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Number of ICV Purchased
Number of ICV to Test
76 - 100
20
101 - 150
30
151 - 200
40
201+
20%
Note – The Pricing Page will reflect in-car video installation services by Motorola if Motorola is responsible for the
vehicle installations.
Motorola Responsibilities
•
•
•
•
•
•
•
•
Setup ICV digital video recorder (DVR) configuration.
Create configuration USB used to complete ICV hardware configuration and validation.
Travel to the Customer site to conduct configuration and testing of ICVs.
The FE will verify whether the AP(s) are properly installed and connected to the network for in-car video
system WiFi upload (if applicable).
Complete ICV configuration on a single vehicle, and validate the configuration with the Customer.
Receive Customer approval to proceed with remaining ICV configurations.
Complete remaining contracted vehicle configurations.
Test a subset of completed ICV hardware configurations.
Motorola-Certified Installer Responsibilities (if applicable)
These activities will only be completed by Motorola if Motorola quotes these services; otherwise, the completion of
these services are solely the responsibility of the Customer.
•
•
•
•
Complete the installation of ICV hardware in Customer provided vehicles.
Complete the installation of cellular router and confirm placement of antenna mounting with Customer (if
applicable).
Install Customer-provided SIM card into cellular router and connect cellular router to ICV (if applicable).
Installation of Access Point(s) (APs) if provided by Motorola for in-car video system WiFi upload (if
applicable).
Customer Responsibilities
•
•
•
•
•
•
•
Provide Motorola with remote connection and access credentials to complete ICV hardware configuration.
Notify Motorola of the vehicle installation location.
Coordinate and schedule date and time for ICV hardware configuration(s).
Make ICV hardware available to Motorola for configuration and testing in accordance with the Project
Schedule.
Provide cellular SIM Card for Internet connectivity to the installer at time of vehicle installation (if applicable).
Install Customer-supplied APs (if applicable).
Verify APs are properly installed and connected to the network (if applicable).
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Motorola Deliverables
•
Complete Functional Validation Plan as it applies to the proposed solution.
NOTE - The Customer is responsible for having all vehicles and devices available for installation per the Project
Schedule. All cellular data fees and Internet connectivity charges are the responsibility of the Customer. If a
Motorola-certified installer is not used to install the ICV(s), Motorola is not responsible for any errors in hardware
installation, performance or delays in the Project Schedule. In the event the Customer takes on the responsibility
of installing the ICV(s) through a Motorola-certified installer, Motorola is also not responsible for any errors in
hardware installation, performance or delays in the Project Schedule. For ALPR installations, an MDT is required
for all vehicles.
M500 Automatic License Plate Recognition (ALPR) Configuration (if applicable)
This section highlights the responsibilities of Motorola and the Customer when an M500 in-car video system
interfaces with the VehicleManager database.
Motorola Responsibilities
•
•
•
•
•
•
•
Create a Customer account in the VehicleManager system with user emails.
Verify the Customer has installed and launched the Vigilant Car Detector Mobile Software per the
VehicleManager Quickstart Guide.
Provide Mobile ALPR - Officer Safety Basic and Advanced Pre-Installation Checklist.
Provide Agency Manager with Training Materials and Car Detector Mobile MDC software installation guide.
Advise Agency Manager of different options available to add new users.
Confirm Agency Manager is aware of registration required for Hotlists.
Confirm Agency Manager understands how to set up data-sharing.
Customer Responsibilities
•
•
Identify the Agency Manager.
Register to receive access to Hotlists.
Interview Recording System Configuration (if applicable)
When installation services are included as part of the contract, the Motorola-certified installer will complete the
installation of the Interview Recording System(s) within the Customer-provided location(s).
The Customer location(s) must be available for the Motorola Resource and/or contracted third party to complete
the configuration and testing of the contractual number of systems. If the Customer does not have all locations
available during the agreed upon date and time, the Customer may opt to sign-off on the number of configurations
completed. If the Customer requires the Motorola Resource and/or contracted third party to complete the full
contractual number of systems at a later date and time, additional cost may be incurred.
Motorola Responsibilities
•
•
•
•
•
Create configuration USB used to complete hardware configuration and validation.
Conduct configuration and testing of system(s).
Complete configuration on a single system, and validate the configuration with the Customer.
Receive Customer approval to proceed with remaining configurations.
Complete remaining contracted system configurations.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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•
•
Test a subset of completed hardware configurations.
When installation services for Motorola-certified installer are in the contract, complete the installation of the
Interview Recording System (if applicable).
Customer Responsibilities
•
•
•
•
•
When installation services are being provided by the Customer, complete the installation of the Interview
Recording System (if applicable).
Provide Motorola with remote connection and access credentials to complete hardware configuration.
Notify Motorola of the installation location.
Coordinate and schedule date and time for hardware configuration(s).
Make hardware available to Motorola for configuration and testing in accordance with the Project Schedule.
Motorola Deliverables
•
Complete the Deployment Checklist and testing as it applies to the proposed solution.
SOFTWARE AND CONFIGURATION
CommandCentral DEMS (if applicable)
CommandCentral DEMS software is a cloud solution that does not require an onsite server. Section 3.2 does not
apply to existing Motorola customers using VideoManager EL Cloud.
Motorola Responsibilities
•
•
•
•
•
•
•
•
•
Use information provided in BPR Workbook to configure CommandCentral DEMS software.
Based on Customer feedback, perform the following activities:
Create users, groups, and setup permissions.
Create event categories.
Set retention policies.
Test software using applicable portions of the Functional Validation Plan.
Use the CommandCentral Admin Portal to provision users, groups, and rules based on Customer Active
Directory data.
Guide the Customer in the configuration of CommandCentral DEMS.
Ensure training POC can access the system.
Customer Responsibilities
•
•
•
•
•
Supply access and credentials to Customer’s Active Directory for the purpose of Motorola conducting
CommandCentral DEMS provisioning.
Respond to Motorola’s inquiries regarding users, groups, and agency mapping to CommandCentral DEMS.
Provision policies, procedures, and user permissions.
Configure evidence as directed by Motorola.
Verify traffic can be routed through Customer’s firewall and reaches end-user workstations.
DATA MIGRATION SERVICES (IF APPLICABLE*)
The Customer is responsible for partitioning data to be converted from Motorola on-premises digital evidence
management system, or Customer’s Non-Motorola Digital Evidence Management System to Motorola’s cloud
solution as part of this offer. The Customer will have ten (10) business days to provide feedback after Motorola
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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validates the migrated data. If feedback is not received on or before ten (10) business days, Motorola will assume
the migration is complete. *Data Migration Services may be subject to additional fees.
Motorola Responsibilities
•
•
Receive access to Customer video data.
Perform contracted data migration and validation.
Customer Responsibilities
•
•
•
Provide 24/7 remote access to partitioned data to be migrated.
Customer hardware or virtualization environment will be the sole responsibility of the Customer to
troubleshoot and resolve issues.
Validate migrated dataset and provide Motorola with feedback within ten (10) business days.
Completion Criteria
•
A migrated dataset as defined in the Contract.
Motorola On-Premises Evidence Management System (if applicable)
Motorola supports data migration of digital assets and associated metadata from our on-premises evidence
management systems, Evidence Library 4 and VideoManager EL On-Prem (formally known as Evidence Library
5), to Motorola’s cloud solution.
Motorola Responsibilities
•
Verify compatible platform(s) and upgrade if applicable
Customer Responsibilities
•
Provide internet connectivity from on-premises server to destination resources
Non-Motorola Evidence Management System (if applicable)
Motorola will perform data migration of digital assets and associated metadata from the Customer’s Non-Motorola
Evidence Management system to the new Motorola Cloud Evidence Management System.
Motorola Responsibilities
•
•
Facilitate the method of obtaining and consuming the data
Review data in the Motorola systems with the customer
Customer Responsibilities
•
•
•
•
•
Act as liaison between Motorola and third-party vendor(s) as required to establish connectivity to the NonMotorola digital evidence management system.
Provide internet connectivity from on-premises server to destination resources, if applicable.
Provide API connection to the source, if applicable
Provide data and metadata information in a readable and consumable format
Assist with mapping metadata information into Motorola system
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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INTEGRATIONS AND THIRD-PARTY INTERFACES (IF APPLICABLE)
The integration between Motorola’s Cloud Evidence Management System and the Customer’s thirdparty system may consist of an iterative series of activities depending on the complexity of accessing
the third-party system. Interfaces will be installed and configured in accordance with the Project
Schedule. The Customer is responsible for engaging third-party vendors as required to facilitate
connectivity and testing of the interface(s).
Motorola Responsibilities
•
•
•
Develop and configure interface(s) to support the functionality described in the Solution Description.
Establish and validate connectivity between Motorola and third-party systems.
Perform functional demonstration to confirm the interface(s) can transmit and receive data to the Customer’s
digital evidence management system.
Customer Responsibilities
•
•
•
•
•
Act as liaison between Motorola and third-party vendor(s) as required to establish connectivity to the thirdparty system.
Provide personnel authorized to make changes to the network and third-party systems to support Motorola’s
integration efforts.
Provide network connectivity between digital evidence management system and the third-party system(s).
Provide hardware to run any required interface components for on-prem interfaces when required.
Provide sample data and information on API, SDKs, data scheme, and any documentation necessary to
establish interfaces with all local and remote systems. This information should be provided to the Motorola
PM within ten (10) business days of the Interface Engagement Meeting.
NOTE - At the time of initial design, unknown circumstances, requirements or anomalies may present difficulties
with interfacing Motorola products to a third-party application. These difficulties could result in a poorly performing
or non-functional interface. Providing Motorola with this information early in the deployment process, will
potentially allow us to mitigate these issues. If the resolution requires additional third-party integration, application
upgrades, APIs, and/or additional software licenses, the Customer is responsible for addressing these issues at
their cost. Motorola is not responsible for any delays or costs associated with third-party applications or
Customer-provided third-party hardware or software.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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SYSTEM TRAINING
The objective of this section is to prepare for and deliver training. Motorola training consists of computer-based
(online) and instructor-led (on-site or remote) depending on what is purchased. Our training delivery methods will
vary depending on course content. Training will be delivered in accordance with the Education Plan. As part of
our training delivery, Motorola will provide user guides and training materials in an electronic format .
ONLINE TRAINING
Online training is made available to the Customer through LXP. This subscription service provides customers with
unlimited access to our online training content and provides users with the flexibility of learning the content at their
own pace. Training content is added and updated on a regular basis to keep information current.
Through LXP, a list of available online training courses, Motorola User Guides, and Training Material are
accessible in electronic format.
Motorola Responsibilities
•
•
•
•
•
•
•
•
Designate a LXP Administrator to work with the Customer.
Establish an accessible instance of LXP for the Customer.
Configure a Customer-specific portal view.
Organize content to align with Customer’s selected technologies.
Create initial Customer user accounts and a single Primary Administrator account.
During onboarding, assist the Customer with LXP usage.
Provide technical support for user account and access issues, LXP functionality, and Motorola managed
content.
Provide instruction to Customer LXP Administrator on building groups.
Customer Responsibilities
•
•
•
•
•
•
•
Provide user information for the initial creation of accounts.
Complete LXP Administrator training.
Ensure network and Internet connectivity for Customer access to LXP.
Customer's primary LXP Administrator is required to complete the following self-paced training: LXP
Introduction (LXP0001), LXP Primary Site Administrator Overview (LXP0002), and LXP Group Administrator
Overview (LXP0003).
Advise users on the availability of training through LXP.
Ensure users complete LXP training in accordance with the Project Schedule.
Build groups as needed.
ON-SITE TRAINING
Instructor-led courses are based on products purchased and the Customer’s Education Plan. On-site instructorled classes will utilize the Customer’s hardware and software in order to provide the best training environment.
This will allow the Customer to engage in an environment that has been configured and deployed in alignment
with this SOW.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Motorola Responsibilities
•
•
•
Deliver User Guides and training materials in an electronic format.
Perform training in accordance with the Education Plan.
Provide the Customer with training attendance rosters and summarize any pertinent information that may
impact end user training.
Customer Responsibilities
•
•
•
Supply classroom(s) based on the requirements listed in the Education Plan.
Designate training representatives who will work with the Motorola trainer(s) to deliver the training content.
Facilitate training of all Customer end users in accordance with the Customer’s Education Plan.
Motorola Deliverables
•
•
Electronic versions of User Guides and training materials.
Attendance rosters.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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PROJECT GO-LIVE, CLOSURE, AND HANDOVER TO SUPPORT
Motorola will utilize the Deployment Checklist throughout the deployment process to verify features and
functionality are in line with installation and configuration requirements. The Customer will witness the assigned
Motorola Resource demonstrating the Deployment Checklist and provide feedback as features and functionality
are demonstrated. The Customer is considered Live on the system after the equipment has been installed,
configured, and made available for use, and training has been delivered or made available to the Customer.
Upon the conclusion of Go-Live, the project is prepared for closure. Project closure is defined as the completion of
tasks and the Customer’s receipt of contracted components. The Deployment Checklist serves as the artifact that
memorializes a project closure. A System Acceptance Certificate will be provided to the Customer for signature to
formally close out the project. The Customer has ten (10) business days to provide Motorola with a signed
System Acceptance Certificate. If the Customer does not sign off on this document or provide Motorola written
notification rejecting project closure, the project will be deemed closed. Upon project closure, the Customer will
engage with Technical Support for on-going needs in accordance with the Customer’s specific terms and
conditions of support.
Motorola Responsibilities
•
•
•
•
Provide the Customer with Motorola Technical Support engagement process and contact information.
Provide Technical Support with the contact information of Customer users who are authorized to engage
Technical Support.
Ensure Deployment Checklist is complete.
Obtain Customer signature on the System Acceptance Certificate.
Customer Responsibilities
•
•
•
Within ten (10) business days of receiving the System Acceptance Certificate, provide signatory approval
signifying project closure.
Provide Motorola with the contact information of users who are authorized to engage Motorola’s Technical
Support.
Engage Technical Support as needed.
Motorola Completion Criteria
Provide Customer with survey upon closure of the project.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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ASSUMPTIONS
This SOW is based on the following list of assumptions:
•
•
•
•
•
•
•
•
•
•
Motorola’s Cloud Evidence Management System must be connected to the Microsoft Entra ID (formally
known as Microsoft Azure Active Directory) for user authentication to the application. Microsoft Entra ID can
be synchronized with the Customer's on-premises Active Directory using Azure AD Connect. If the Customer
is using Microsoft Office 365, Motorola will be able to integrate with this Microsoft Entra ID.
If Microsoft Entra ID is not utilized by the Customer, Motorola will provide a free version of Entra ID for user
authentication to the application.
Must be 2003 or later for Microsoft Entra ID integration.
Upload Speed Requirements for SVX when used as a body camera:
5 Mbps + 3 Mbps per additional device.
This assumes it will take 8 hours to upload 5 GB of video on a device.
40-50 Mbps per concurrent uploading device.
This assumes video is required to upload within 30-40 minutes with approximately 5 GB to upload.
Cellular upload of ICVs and BWCs (if applicable) requires an Ethernet connection to an LTE modem in the
vehicle.
If the Customer is supplying their own Access Point for ICV Wi-Fi upload, it must be 5 GHz 802.11n
compatible.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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STATEMENT OF WORK - ESSENTIAL SERVICE FOR M500
(NORTH AMERICA DIRECT CUSTOMERS)
This Statement of Work (“SOW”) is subject to the terms and conditions of the Motorola Solutions Customer
Agreement or other applicable agreement in effect between the parties (“Agreement”). The terms of this SOW are
an integral part of an Agreement with the Customer to which this SOW is appended and is made a part thereof by
this reference. In the event of a conflict between the terms and conditions of an Agreement and the terms and
conditions of this SOW, this SOW will control the inconsistency only. This SOW applies to the Device(s)
specifically named in the Agreement.
DESCRIPTION OF SERVICES AND OBLIGATIONS
The term “Customer” refers to any end-user who has a purchase agreement with Motorola Solutions.
Essential Service provides either three (3) or five (5) years of coverage for the M500, as selected and purchased
by the Customer, and includes:
•
•
•
Remote Technical Support
Software Maintenance
Hardware Repair for manufacturing defects
Every M500 is covered by one (1) year of standard product warranty. Motorola Solutions offers three (3) and five
(5) years of Essential Service options for the M500, with optional service upgrades to extend and/or provide
additional coverage for the system described in Section 7 of this SOW.
ESSENTIAL SERVICE
Remote Technical Support
Remote Technical Support is provided for system issues related to software and/or hardware that require
troubleshooting expertise. Motorola Solutions’ Technical Support Operations (TSO) center is staffed with highly
trained technologists who specialize in the diagnosis and resolution of product issues. Motorola Solutions’ TSO is
regularly monitored against industry recognized incident and problem management processes.
Motorola Solutions will respond to calls, e-mails, and web portal submissions during normal support hours, five (5)
business days per week, excluding holidays, and weekends. In addition, Customers may contact the Motorola
Service Desk and a Motorola Solutions representative will log a technical request on Motorola Solutions’ Case
Management System.
Technical Problem Isolation, Analysis and Resolution.
A Motorola Solutions representative or technologists will:
•
•
•
Work to isolate the problem/issue
Analyze and determine the cause of the problem/issue
Work to achieve problem/issue resolution
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Copy of 2 M500 2026
Software Maintenance
Software maintenance is important for ensuring system performance and operation. Essential Service provides
the Customer with access to the latest available M500 operating system (OS) software, system firmware, and
application software. System software releases maintain the system software performance such that the System
operates in accordance with its specifications and documented functionality, and is aligned with the applicable
Motorola Solutions infrastructure platform lifecycle. Each release may include bug fixes, security patches, and/or
new feature activation enablements.
Configuration of the M500 is made possible through the use of the CommandCentral DEMS, VideoManager EL or
VideoManager EX solution.
Access to software updates will remain available until the expiration of the initial term of the Essential Service
Package. Upon expiration of the initial Essential Service term, availability of software updates will terminate,
unless the Customer renews Essential Service. Only Customers with three (3) year service term durations are
eligible for a two (2) year renewal for a total of (5) years of services.
System Hardware Repair
The Essential Service provides the Customer with repair services at a Motorola Solutions owned and operated,
supervised, or certified Repair Center that employs the latest test equipment and original or certified replacement
components used in the manufacturing of the M500. System Hardware Repair provides the Customer with repair
services for internal and external system components that are damaged as a result of manufacturing defects and
operational defects. With this Service, the system is repaired to ensure compliance with its specifications, as
published by Motorola Solutions at the time of delivery of the original system via:
•
•
Repairs, adjustments and restorations, if appropriate, of any system that malfunctions while being used within
the operational and environmental parameters specified by Motorola Solutions.
System updates, if applicable, as may be released, from time to time, by Motorola Solutions in accordance
with an Engineering Change Notice.
At the discretion of Motorola Solutions, if the system component is considered “un-repairable”, for technical or
economic reasons, Motorola will replace the component with a refurbished or new component.
Standard Product Warranty
The Customer is automatically entitled to one (1) year of technical support and one (1) year of hardware repair
against manufacturing defects, as covered by the standard product warranty. Exclusions apply, per the
Agreement.
Scope of Products or Services Included
Essential Service, and optional Service upgrades, are currently available for all M500 Systems. Check with your
Motorola Solutions’ Sales representative if you have a question about the eligibility of your system.
MOTOROLA SOLUTIONS RESPONSIBILITIES
Software Release Availability
Motorola Solutions will provide access to the latest M500 software and firmware releases via the
CommandCentral DEMS, VideoManager EL or VideoManager EX solution. For customers using the
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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CommandCentral DEMS or VideoManager EL / EX Cloud, software and firmware upgrades will occur
automatically when the M500 connects to the agency’s CommandCentral DEMS or VideoManager EL / EX Cloud
instance.
Software Release Notes
Motorola Solutions may, from time to time, provide release notes for the M500 software release. Information
regarding training material will be posted on the VideoManager EX Software Downloads site at
https://www.motorolasolutions.com/en_us/video-security-access-control/videomanager-ex/downloads.html.
Hardware Repair
Motorola Solutions will provide repair or replacement of a system component, at its option, with a ten (10)
business day in-house turnaround time, provided the component is delivered to the repair center by 9:00 a.m.
(local repair center time), and replacement parts, components, and/or components are available. Business days
do not include holidays or weekends. Repair may include the replacement of parts, or boards with new parts or
complete boards or, at Motorola Solutions’ option, with functionally equivalent, reconditioned parts, boards, or with
a refurbished or new replacement component. All replaced parts, boards or system components will become the
property of Motorola Solutions. Turnaround time represents the time a product spends in the repair process; it
does not include time in transit, including customs clearance.
Shipping
For system components repaired under Essential Service, Motorola Solutions will provide one-way shipping, from
an Authorized Motorola Repair Center to the Customer. The Customer is responsible for the shipping method and
any shipping costs incurred when returning the faulty component to an Authorized Motorola Solutions repair
center. Based on the country of purchase, Motorola Solutions may also cover, or include, two-way shipping for the
damaged or defective component. Eligibility for two-way shipping will be confirmed during the repair submission
process.
CUSTOMER RESPONSIBILITIES
Serial Numbers
If system orders are submitted via Motorola Solutions’ Customer Hub or CPQ ordering systems, the hardware
serial number(s) for three (3) and five (5) year Essential Service and three (3) and five (5) year Essential Service
with Advanced Replacement, will be automatically captured and included in the Service Agreement.
If five (5) year Essential Service or three (3) and five (5) year Essential Service with Advanced Replacement is
purchased within 90 days of system shipment, the Customer must provide a complete list, preferably in electronic
format, of all hardware serial numbers to be covered under the Agreement.
Initiating Repair
When initiating a repair, the Customer must contact Motorola Solutions to obtain a Return Material Authorization
(RMA) number for each faulty M500 System component. The Customer can submit a repair, and request an
RMA, via the Customer Hub Portal, or by contacting the Motorola Solutions’ Service Desk. If two-way shipping is
included, the customer can generate a shipping label via Customer Hub, or by contacting the Motorola Solutions
Service Desk. The Return Material Authorization (RMA) must be included with the component when shipped to
the Authorized Motorola Repair Center.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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•
Only the faulty M500 component should be returned for repair. No other components of the system, which are
properly functioning, should be returned.
Motorola Solutions is not responsible for any other components or accessories that are shipped with the
component for repair.
The Customer must return the defective or damaged device to a Motorola Solutions Repair Center within 30 days
after receiving the replacement device. Failure to return the damaged device to Motorola Solutions will result in an
additional Customer charge for the replacement device.
System Software Releases
The Customer will be responsible for updating each eligible M500 System with the latest available software and/or
firmware, and of advising users of any operational changes that may have been introduced as a result of the new
software or firmware.
WiFi Connectivity
The Customer is responsible for providing all WiFi connectivity to the system.
Removing Customer Data
The Customer is responsible for removing, from the system, any data, video, or other information that the
Customer wishes to retain or destroy, prior to sending the system component to a Motorola Solutions Repair
Center for repair. Motorola is not responsible for any data loss associated with any System or Equipment sent to a
Motorola Solutions Repair Center.
Motorola Solutions may provide a Video Evidence Recovery Service for the M500. Video Evidence Recovery is a
best effort service that is dependent on the condition of the system. This service, if applicable, will have a
separated Agreement, with Terms and Conditions, outside the scope of this Statement of Work (SOW). Please
contact your Motorola Solutions Representative for more information regarding the Video Evidence Recovery
Service. Notwithstanding the foregoing, Motorola is not responsible for any data loss associated with any System
or Equipment sent to a Motorola Solutions Repair Center.
ESSENTIAL SERVICE LIMITATIONS AND RESTRICTIONS
•
Customer will incur additional charges at the prevailing rates for any of the following activities, which are not
covered under this Agreement:
- Repair of problems caused by natural or manmade disasters, including but not limited to fire, theft and
floods that would cause internal or external component damage or destruction.
- Repair of problems caused by third parties’ Software, accessories or peripherals not approved in writing
by Motorola Solutions for use with the system.
- Repair of problems caused by using the system outside of the product’s operational and environmental
specifications, including improper handling, carelessness or reckless use, or repaired by a third party.
- Repair of problems caused by unauthorized alterations or attempted repair.
- Deinstallation and reinstallation of any faulty equipment from its operational location. Such services may
be quoted by Motorola Solutions at an additional cost.
- Non-remedial work, including but not limited to administration and operator procedures, reprogramming,
and operator or user training.
- Problem determination and/or work performed to repair or resolve issues with non-covered products; for
example, any hardware or software products not specifically listed on the service order form.
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Any file or video backup or restoration.
Completion and test of incomplete application programming or system integration if not performed by
Motorola Solutions and specifically listed as covered.
- Use of Software or Firmware releases, except as provided for under the responsibilities outlined in this
document.
- Accidental damage, chemical or liquid damage, or other damage caused outside of normal system
operating specifications.
- Cosmetic imperfections that do not affect the functionality of the system.
- Removal of serial numbers.
Where a M500 System is submitted for repair that is outside the scope of Service, such repair may be quoted
by Motorola Solutions for additional cost in accordance with Motorola Solutions’ standard Time and Materials
(T&M) rates and terms and conditions. Motorola Solutions will notify the Customer of any incremental
charges related to the aforementioned exclusions prior to completing the repair and said repair will be subject
to acceptance of the quotation by the Customer.
Software support for unauthorized modifications, or other misuse of the system software, is not covered under
this Agreement.
Access to the software and firmware releases for updating the system under this SOW is available only for
the system named in the Agreement. Software updates to any additional systems are expressly excluded and
prohibited.
Any implementation tools not required to support the system software and firmware updates are excluded
from coverage.
-
•
•
•
•
MOTOROLA SOLUTIONS IS NOT OBLIGATED TO PROVIDE SUPPORT FOR ANY SYSTEM COMPONENT:
•
•
•
That has been repaired, tampered with, altered or modified (including the unauthorized installation of any
software) — except by Motorola Solutions authorized service personnel.
That has been subjected to unusual physical or electrical stress, abuse, or forces or exposure beyond normal
use within the specified operational and environmental parameters set forth in the applicable product
specification.
If Customer fails to comply with the obligations contained in the product purchase agreement and/or the
applicable software license agreement and/or Motorola Solutions terms and conditions of service.
OPTIONAL ADD-ONS: ESSENTIAL SERVICE WITH ADVANCED REPLACEMENT
Advanced Replacement
Under Advanced Replacement Service, Motorola Solutions will provide Advanced Replacement for the damaged
system component. Motorola Solutions will ship a refurbished or new replacement device to the Customer within
two (2) business days of receiving the Customer repair request, subject to availability of replacement devices.
Business days do not include weekends or holidays.
The Customer must return the defective or damaged device to a Motorola Solutions Repair Center within 30 days
after receiving the replacement device. Failure to return the damaged device to Motorola Solutions will result in an
additional Customer charge for the replacement device.
ADVANCED REPLACEMENT LIMITATIONS AND RESTRICTIONS
•
Customer will incur additional charges at the prevailing rates for any of the following activities, which are not
covered under this Agreement:
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
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Repair of problems caused by natural or manmade disasters, including but not limited to fire, theft and
floods that would cause internal or external component damage or destruction.
- Repair of problems caused by third parties’ Software, accessories or peripherals not approved in writing
by Motorola Solutions for use with the device.
- Repair of problems caused by using the device outside of the product’s operational and environmental
specifications, including improper handling, carelessness or reckless use, or repair by a third party.
- Repair of problems caused by unauthorized alterations or attempted repair.
- Non-remedial work, including but not limited to administration and operator procedures, reprogramming,
and operator or user training.
- Problem determination and/or work performed to repair or resolve issues with non-covered products; for
example, any hardware or software products not specifically listed on the service order form.
- Any file or video backup or restoration.
- Completion and test of incomplete application programming or system integration if not performed by
Motorola Solutions and specifically listed as covered.
- Use of Software or Firmware releases except as provided for under the responsibilities outlined in this
document.
- Removal of serial numbers.
Where ongoing repair is deemed by Motorola Solutions to be excessive, systemic, or the result of device
mishandling, the Customer may be subject to an additional charge. Should the damage continue unabated,
the Customer will incur repair charges at Motorola Solutions’ discretion and prevailing charges for devices
deemed by Motorola Solutions to have been damaged through improper handling, carelessness or reckless
use.
-
•
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the
""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between
Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Page 34
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Quote
# 2130670
855 E. Collins Blvd.
Richardson, TX75081
Phone: 972-398-3780
Fax: 972-398-3781
National Toll Free: 1-800- STALKER
Inside Sales Partner:John Paul
+1-972-801-4874
[email protected]
Effective From:10/02/2026
Bill To:
Qty
1
Ln
Accounts Payable
Package
2
Qty
805-0022-00
Reg Sales Mgr:
Valid Through: 12/31/2026
Customer ID: 020689
Biddeford Police Dept
39 Alfred St
Biddeford, ME 04005-2516
Grp
Page 1 of 2
Date: 10/02/2026
Lead Time: 35 working days
FedEx Ground
Ship To:
Biddeford Police Dept
39 Alfred St
Biddeford, ME 04005-2516
Description
Wrnty/Mo
Dual - 2 Antenna Radar System
Part Number
Daniel Rinker
+1-214-755-6324
[email protected]
36
Description
Corporal Scott
LaBrecque
Price
$2,556.00
Price
Ext Price
$5,112.00
Ext Price
1
2
200-0998-60*
ASSY, DUAL ENHANCED COUNTING UNIT, 1.5 PCB,
ARM PROCESSOR
$0.00
2
2
200-1571-00
Dual SL Modular OSC Display
$0.00
3
4
200-1468-00
Dual DSR Ka Antenna
$0.00
4
2
200-0920-00
Dual SL Remote Control w/Screw Latch
$0.00
5
2
200-0769-00
25 MPH/40 KPH KA Tuning Fork
$0.00
6
2
200-0770-00
40 MPH/64 KPH KA Tuning Fork
$0.00
7
2
200-1377-10
2021- Present Dodge Durango CU/Antenna Combo
Mount
$223.25
$446.50
9
2
200-1321-00
2019-Present Dodge Durango Rear Antenna Mount
$147.50
$295.00
10
2
200-0648-00
Display Sun Shield
$0.00
11
2
155-2591-08
8 Foot Antenna Cable, IP67
$0.00
12
2
155-2591-20
20 Foot Antenna Cable, IP67
$0.00
13
2
200-0622-00
VSS Cable Kit
$0.00
14
2
200-0820-00
Dual Manual Kit
$0.00
15
2
006-0096-00
Fan Noise Suppression Addendum - Dual SL
$0.00
16
2
005-1468-00
Dual Certified Package
$0.00
17
2
035-0361-00
Shipping Container, Dash Mounted Radar
$0.00
18
2
060-1000-36
36 Month Warranty
$0.00
19
2
006-0147-00
Certificate of Accuracy, Stalker Dual/DSR/SII/2X
$0.00
Group Total
Product
Discount
$5,853.50 Sub-Total:
$0.00 Sales Tax 0%
Shipping & Handling:
Payment Terms: Net 30 days
Total: USD
$5,853.50
$5,853.50
$0.00
$45.00
$5,898.50
Vehicle Information:
2026 Dodge Durango
Page 119 of 177
Quote
# 2130670
855 E. Collins Blvd.
Richardson, TX75081
Phone: 972-398-3780
Fax: 972-398-3781
Page 2 of 2
Date: 10/02/2026
National Toll Free: 1-800- STALKER
Inside Sales Partner:John Paul
+1-972-801-4874
[email protected]
Effective From:10/02/2026
Bill To:
Biddeford Police Dept
39 Alfred St
Biddeford, ME 04005-2516
Valid Through: 12/31/2026
Customer ID: 020689
Accounts Payable
Reg Sales Mgr:
Daniel Rinker
+1-214-755-6324
[email protected]
Lead Time: 35 working days
Ship To:
Biddeford Police Dept
39 Alfred St
Biddeford, ME 04005-2516
FedEx Ground
Corporal Scott
LaBrecque
This Quote is subject in all respects to the Terms and Conditions detailed at the back of this document.
These Terms and Conditions contain limitations of liability, waivers of liability even for our own negligence, and indemnification provisions,
all of which may affect your rights. Please review these terms and Conditions carefully before proceeding.
All returns are subject to a 25% Restocking Charge of net price. Returns will be shipped at your expense. Request for returns must be made
within 30 days from the delivery date. RMA must be included in the box with return. Specific items may require additional charges. Please
refer to terms and conditions document for additional details.
Page 120 of 177
2026. 134
IN BOARD OF CITY COUNCIL… OCTOBER 6, 2026
BE IT ORDERED, that the City Council of the City of Biddeford does hereby grant approval
for the Interim City Manager Cornell Knight or his designee to authorize a MUNICIPAL
OVERLIMIT PERMIT FOR CONSTRUCTION for MaineDOT Project 025653.00 and to require
the contractor to obtain a satisfactory bond pursuant to 29-A MRSA § 2388.
Attest by:_________________________________
City Clerk
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2026. 146
IN BOARD OF CITY COUNCIL… OCTOBER 20, 2026
BE IT ORDERED, that the City Council of the City of Biddeford does hereby approve the
Biddeford Public Art Commission Master Plan as attached.
by:_________________________________
City Clerk
Page 137 of 177
To: Biddeford City Council
From: Biddeford Public Art Commission
Re: Memo to accompany Master Plan review
Dear Mayor and Members of the City Council,
The Biddeford Public Art Commission (BPAC) respectfully submits the attached draft Public Art Master
Plan for the Council's review and approval. Section 2-337.18(d) of the Public Art Commission ordinance
directs that the Master Plan be presented to City Council for approval upon creation and updated every
five years. This memo summarizes the Plan, describes the changes made since the Policy Committee's
review, and describes how the Plan meets each requirement of the ordinance.
Background, Vision, and Goals
The Public Art Commission was formally established by ordinance in March 2025 and convened its first
meeting in July 2025. Since formation, the Commission has focused on building the foundational systems
required to steward public art responsibly and transparently, in alignment with the City’s Cultural Plan,
Comprehensive Plan, and adopted ordinance. This work has included establishing annual goals,
reviewing peer municipal models, and developing the first draft of a Public Art Master Plan.
The Public Art Master Plan is intended to guide the selection, placement, maintenance, and
deaccessioning of public art citywide. The draft plan aligns with ordinance requirements and includes
guiding principles; artist and artwork selection criteria; community art processes; equity and accessibility
standards; maintenance and lifecycle planning; and procedures for both permanent and temporary
installations. In addition to reviewing more than a dozen master plans from similar communities across
the state and country, we consulted with the staff at the City of Portland, members of the Portland Public
Art Committee, PAC Liaison Erika Dube in Recreation, City Staff Brad Favreau in Economic Development.
We have also shared this draft to the Diversity, Equity, and Inclusion Committee, as well as Heart of
Biddeford and Art of Biddeford for feedback. The Plan is most closely modeled after the City of Portland’s
guidelines and modified to meet Biddeford’s needs.
The Public Art Master Plan is intentionally designed so that community engagement is not a single
outreach moment, but an ongoing practice throughout the life of public art projects. Outreach begins at
the planning and policy level. The Master Plan itself is grounded in Biddeford’s 2021 Cultural Plan and
advances ordinance goals related to placemaking, accessibility, and quality of life. Public feedback is
invited during Policy Committee review and Council consideration, ensuring transparency at the
adoption stage.
The Master Plan creates multiple access points for participation. Residents and organizations can engage
in public meetings tied to specific sites, open artist calls, temporary art applications, and public comment
during review processes. Cultural equity is a guiding framework. Outreach efforts aim to reach across
neighborhoods, age groups, and communities, with attention to language access, ADA compliance, and
October 15, 2026 | 1
Page 138 of 177
equitable distribution of public art citywide. The Commission also commits to ongoing outreach to
attract diverse applicants for both projects and Commission service. The Master Plan emphasizes
transparency and public trust. Artist selection panels include community representatives, meetings are
open to the public, and draft materials and decisions are shared publicly whenever possible.
Policy Committee Review
The plan was given an initial review at the August 24, 2026 Policy Committee meeting. The August
discussion provided helpful guidance on the approval process for individual public art projects, the
relationship between the Master Plan and other City ordinances, memorial proposals, temporary
artwork, and the level of specificity appropriate for a five-year planning document. A revised draft was
submitted to the Policy Committee on September 28, 2026 and approved to move to Council review.
Changes Since First Review
Approval of Public Art Projects
The approval structure has been clarified to distinguish between the City's approval of the overall annual
public art program and the review and approval of individual projects. The City Council would approve an
annual public art plan, including the proposed budget and plans for permanent public art commissions
and acquisitions. Individual permanent and temporary projects would then be reviewed through the
Public Art Commission's established selection and review process, in coordination with the appropriate
selection panel and City staff. Temporary public art projects may be proposed throughout the year and
may be approved by the Public Art Commission.
Maintenance, Relocation, and Deaccessioning
The Plan now establishes an annual review by the Public Art Commission of the City's needs related to
maintenance, relocation, and deaccessioning of public artworks. Any resulting budget needs would be
identified through the Commission's annual report and fiscal year budget request. This provides a
recurring mechanism for identifying lifecycle needs without requiring the five-year Master Plan to
contain specific future budget amounts.
Memorial Proposals
The selection process has been clarified to ensure that appropriate representation and expertise are
considered when reviewing memorial proposals. This is addressed through the composition of the
selection panel rather than through a separate set of content-based standards for memorials.
Spontaneous, community-created memorials and tributes remain outside the scope of the Master Plan.
How the Plan Meets the Ordinance
Purposes and goals (Sec. 2-337.18(a) and (b))
The ordinance charges the Commission to administer a Public Art Program that ensures the
enhancement of art in the City, promotes access to and enjoyment of the arts, improves public buildings,
facilities, and outdoor spaces through artistic endeavors, and responds to Biddeford's diverse community
October 15, 2026 | 2
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and imagination. The Plan opens with these four purposes and adds a vision statement: Public art in
Biddeford will express our city's creativity, history, and diversity; enliven our public spaces; and invite
participation from all members of the community.
The ordinance asks the Plan to consider open space and parks planning, cultural tourism, economic
development, quality of life, and placemaking. The Plan names each of these as goals public art
advances. It also commits to integrating public art projects with City planning initiatives and with
community events and partnerships. It responds directly to the 2021 Cultural Plan goal to weave art and
culture into Biddeford's public spaces, through Objective C.1 (public engagement through community art
projects) and Objective C.2 (highlighting Biddeford's history and its connection to the built environment).
Required elements (Sec. 2-337.18(c))
Site selection (c)(1). All public spaces as defined in the ordinance, including road rights-of-way and
public easements, may be considered for public art. The Commission sets priority locations each year in
coordination with City initiatives and resident engagement, using five criteria: visibility and accessibility,
gathering potential, transformation potential, alignment with capital projects, and equitable distribution
across neighborhoods and wards. The Plan also sets site considerations for applicants, such as protecting
the character of historic landscapes and parks and not interfering with public use of open space.
Accessibility (c)(2). All public art must be free to view and accessible to the public. Designs and
installations follow ADA guidelines, interpretive materials are provided in multiple languages where
possible, and public art is encouraged to use visual, tactile, digital, and auditory modes. A Cultural Equity
section commits the Commission to diverse representation among artists, governance, and artwork
locations.
Context and integration (c)(3). Beyond the planning integration described above, project documentation
must show how a proposal responds to its site context and historic character. Selection panels add
designees from Public Works, Recreation, or the Historic Preservation Commission when a site involves
streets, parks, or historic districts. Memorial proposals add family or historical resource representation to
the panel for example.
Selection criteria with professional and public input (c)(4). Each permanent project has its own
Artist/Artwork Selection Panel of at least five voting members: two site, neighborhood, or district
representatives, two visual arts professionals, and a Commission member who chairs. Panel meetings
are open to the public and held on or near the site. The Plan sets criteria for the artwork (quality, artistic
merit, design, conservation, and a defined project budget) and for the artist (cooperation,
communication, experience, and references), along with public input and funding and maintenance
readiness. Conflict of interest rules apply to Commission and panel members.
List of interested artists (c)(5). The Plan names the New England Foundation for the Arts Creative
Ground directory as one source for inviting artists. Artist submission materials are managed by the
Commission as an administrative form outside the Plan.
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Artistic competitions (c)(6). The Annual Art Plan identifies the selection method for each project: direct
purchase, open competition with a Request for Qualifications, invitation or limited competition, gift,
temporary art application, or another opportunity defined by the Commission. Finalists may be asked for
models, drawings, or samples, and the Commission or panel may decline to make a selection.
Review of gifted works (c)(7). The Plan includes full review criteria for gifts. Donors discuss a gift with
the Commission at the start, and appropriateness is settled before the donor invests heavily in design.
Gifts are reviewed for fit with the collection and the Annual Art Plan, quality and durability, public
accessibility, and cost and maintenance to the City. Gifts may not carry commercial advertising, and any
public resources a gift requires must be itemized and agreed to before acceptance. The Commission
votes to accept or decline and reports its decision to Council in the annual progress report.
Documentation of works of art (c)(8). The Plan sets out a staged documentation checklist, from
conceptual design through construction drawings, schedule, and a maintenance report, and requires the
Commission to keep project records including contracts, public hearing records, interdepartmental
agreements, and billing. It also covers digital artwork, so that source material and account access are
available for archiving. The Commission has established an inventory of existing public art assets, as
reported in February, and the Maintenance Policy provides for it to be kept current and used for periodic
conservation assessments.
Maintenance (c)(9). The City maintains permanent works in the collection, and the artist or
commissioning organization maintains temporary works. The Commission works with a professional
conservator to assess the collection and prepares a Public Art Maintenance Plan. Major restoration that
meets the City's capital improvement criteria is recommended to Council through the Annual Art Plan,
and minor rehabilitation is handled by the responsible City department. All maintenance work requires
Commission approval before it begins, and artists must submit a maintenance plan before final
acceptance. For temporary works, the Plan sets enforcement terms: damage and graffiti must be
repaired or removed within 72 hours of City notice, safety hazards within 48 hours, and the City may act
and deduct its costs from the artist's security deposit if the work is not done.
Removal (c)(10). The Plan includes both a Relocation Policy and a Deaccessioning Policy. Each lists the
reasons the Commission may consider (for example, limited accessibility, damage beyond reasonable
repair, public safety, or major changes to the site), requires notice to the artist and donor and to affected
City departments, and requires a Commission vote. Deaccessioning options are considered in priority
order: sale or trade with right of first refusal for the artist, estate, or donor, then gift to another
governmental entity, then destruction only if the work is beyond repair or of negligible value. Proceeds
from a sale go to the Public Art Fund.
Other elements (c)(11). The Plan adds Guidelines for Temporary Public Art and Supplemental Guidelines
for Temporary Painting within Public Roadways, a glossary distinguishing permanent from temporary
work, and an evaluation every two years of the collection and the Commission's activities, including
diversity of artists, locations, and Commission membership.
October 15, 2026 | 4
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Expected Budget Impacts
There are no immediate budget impacts if the Council were to approve this Master Plan. With a Master
Plan in place, the Public Art Commission expects to request a Public Art Fund budget line item be
established in order to plan for long term maintenance requirements for permanent pieces in the Public
Art Collection. Acquisitions to the collection will be contingent on available budget funds and priorities in
capital improvement planning. The City of Biddeford currently has two pieces in its permanent public art
collection: the Civil War statue in City Hall Plaza, and the cannon at the intersection of South, Green, and
Crescent Streets. Evaluation of maintenance requirements for those two pieces will be included in our
next Annual Art Plan. Cost effective strategies to grow the City’s Public Art Collection including gifts,
grants, and partnerships, are expected to be a focus of PAC’s next Annual Art Plan. It is also anticipated
that temporary public art opportunities will be promoted as more funding is established as the City is not
responsible for costs associated with long term maintenance.
Enforcement Considerations
The Public Art Commission Ordinance assigns the Commission responsibility for overseeing the
maintenance, care, and repair of the City’s public art collection. This oversight would be coordinated
with existing City staff responsibilities. If City staff identify a maintenance concern, damage, or safety
issue, they may report it to the Commission to coordinate next steps. For temporary artworks, the artist
or sponsoring organization would be responsible for addressing issues or removing the work within the
timeframe established by the applicable contract or permit. The Commission would support
communication and follow-up to help ensure required work is completed, with verification from
appropriate City staff as needed. For permanent artworks owned by the City, the Commission would
evaluate reported concerns and advise on maintenance, repair, or conservation priorities in coordination
with relevant departments. If an artist or sponsoring organization breaches a contract or project
agreement, enforcement would be handled by the City Manager’s Office, with support from the
Commission as needed.
Request and Next Steps
The Commission asks the Council to review and approve the Public Art Master Plan. Upon adoption, the
Commission will prepare its first Annual Art Plan for Council review and will report on its work each year.
We appreciate the City Council’s continued support and welcome feedback, questions, and guidance on
this Master Plan. The Commission believes this Plan will ensure that public art meaningfully contributes
to Biddeford’s quality of life, cultural vitality, and sense of place.
Respectfully submitted,
Jessica Muise, Council Liaison to the Public Art Commission
On behalf of the Biddeford Public Art Commission
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City of Biddeford, ME
Sec. 2-337.12
Sec. 2-337.15
DIVISION 15
PUBLIC ART COMMISSION
Sec. 2-337.12. Established. [Added 3-4-2025 by Ord. No. 2025.16]
The Biddeford Public Art Commission is hereby established by City Council.
Sec. 2-337.13. "Commission" defined. [Added 3-4-2025 by Ord. No. 2025.16]
Unless otherwise indicated, the term "Commission," as used in this division, shall mean the
Biddeford Public Art Commission.
Sec. 2-337.14. Definitions. [Added 3-4-2025 by Ord. No. 2025.16]
PUBLIC ART — A temporary or permanent object, located in or on a public space, created with
skill and imagination that shall include:
(1)
Paintings or murals or other graphic expressions;
(2)
Sculpture or statuary;
(3)
Crafts in clay, textiles, wood, metal, glass, plastic;
(4)
Mixed media, including collage;
(5)
Functional art such as street furniture;
(6)
Landscape or environmental landforms and composition;
(7)
Other expressive media.
Public art shall not include:
(1)
Reproductions of original works of art, except when controlled by the artist;
(2)
Ornamental or decorative objects, or other adornment that are typical elements of
architectural design;
(3)
Conventional elements of landscape design;
(4)
Mass produced objects;
(5)
Directional or other functional elements;
(6)
Slogans, logos, mascots, or commercial advertising.
PUBLIC ART MASTER PLAN — A strategic plan and guidelines that directs the selection,
placement and administration of public art. This plan shall include an inventory of all public art
and private art that is public facing.
PUBLIC ART PROGRAM — Activities of the Public Art Commission that promote public art,
including the selection, placement, and care of art in Biddeford so as to enhance public spaces.
PUBLIC SPACE — Property owned or controlled by the City of Biddeford, including, but not
limited to, parks, road rights-of-way, courtyards, bridges, building exteriors, building interiors
such as foyers, and public easements (e.g., Mill District easements).
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City of Biddeford, ME
Sec. 2-337.15
Sec. 2-337.18
Sec. 2-337.15. Composition; appointments of Commissioners; terms of office; removal of
members. [Added 3-4-2025 by Ord. No. 2025.16]
(a) The Commission shall comprise seven members, nominated by the Mayor and confirmed by
the City Council. Commission members shall be referred to in this division as
"Commissioners."
(1) Candidates for this Commission must be either residents of Biddeford or be employed
in Biddeford.
(2) A minimum of three members shall possess credentials and expertise in one or more of
the following areas: arts, culture, humanities, architecture, landscape architecture,
museum curation or other museum professional, professional visual or performing artist
(including musicians), art educator, and manager of cultural organization.
(3) One member shall be a Biddeford City Councilor.
(4) The Commission shall also include a student representative as an eighth non-voting
member to provide a youth perspective.
(5) A Commissioner shall automatically be removed from office in the event that he or she
no longer is a resident of the City of Biddeford, employed in Biddeford, or is absent for
three consecutive regular meetings without being excused by the Chair.
(b) Commissioners shall serve three-year terms.
(c) The terms of each Commissioner shall be staggered so that no more than three
Commissioners' terms shall expire in the same year.
Sec. 2-337.16. Filling of vacancies. [Added 3-4-2025 by Ord. No. 2025.16]
Vacancies on the Commission shall be filled for the remainder of the term in the same manner as
original appointments are made.
Sec. 2-337.17. Quorum. [Added 3-4-2025 by Ord. No. 2025.16]
A simple majority of voting Commissioners shall constitute a quorum.
Sec. 2-337.18. Functions and purposes. [Added 3-4-2025 by Ord. No. 2025.16]
(a) The purposes of the Public Art Commission shall be to administer a Public Art Program,
including:
(1) Ensure the enhancement of art in the City;
(2) Promote the access and enjoyment of the arts;
(3) Improve public buildings, facilities, and outdoor spaces through artistic endeavors;
(4) Respond to Biddeford's diverse community and imagination.
(b) Functions of the Public Art Commission shall be to develop, maintain, and implement a
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City of Biddeford, ME
Sec. 2-337.18
Sec. 2-337.18
Public Art Master Plan. This plan shall consider the following goals in its development:
(1) Open space or parks planning;
(2) Cultural tourism;
(3) Economic development;
(4) Quality of life;
(5) Place-making.
(c) The Public Art Master Plan shall include, but not limited to, the following elements:
(1) Identification and recommendation of public spaces, including easements and rights-ofway, in Biddeford that may be appropriate for the placement of art, i.e., site selection;
(2) Criteria to ensure public art is accessible to all;
(3) Consideration of the context into which the piece of art will be placed, integration with
other planning initiatives;
(4) Criteria for the selection of artists and art work, including the inclusion of advice from
professionals and input from the public;
(5) List of interested artists;
(6) Procedures for artistic competitions;
(7) Review criteria for gifted works of art;
(8) Documentation of works of art;
(9) Requirements for the maintenance of art;
(10) Requirements for the removal of art, if necessary;
(11) Other elements as they may arise.
(d) The Public Art Master Plan shall be presented to City Council for approval upon creation and
as updated every five years.
(e) Establish procedures and guidelines for the review of proposed public art, both temporary
and permanent installations, soliciting advice from art professionals, the business
community, and local residents, as needed.
(f)
Establish and maintain an annual operating budget, for the commissioning, acquisition,
development, implementation, maintenance, and, if necessary, the removal of public art; as
well as other expenditures as necessary for the administration of Public Art.
(g) Seek funds, public or private, for the administration of the Public Art Program.
(h) Review potential gifts of art to the City, soliciting advice from art professionals, the business
community, and local residents, as necessary.
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City of Biddeford, ME
Sec. 2-337.18
Sec. 2-337.25
(i)
Oversee the maintenance, care, and repair of public art collection.
(j)
Revise policies and guidelines as needed for improved implementation of public art.
Sec. 2-337.19. Required vote. [Added 3-4-2025 by Ord. No. 2025.16]
The Commission shall act by majority of those present and voting.
Sec. 2-337.20. Annual election of Chair, Vice Chair and Secretary. [Added 3-4-2025 by Ord.
No. 2025.16]
The Commission shall hold a meeting at the beginning of each calendar year for the purpose
of electing a Chair, Vice Chair, and Secretary. The Chair shall not vote except to break a tie.
Duties of the Secretary are to take minutes at each meeting and otherwise record activities of the
Commission.
Sec. 2-337.21. Management of Commission. [Added 3-4-2025 by Ord. No. 2025.16]
The management of the Commission shall be vested in the Commissioners appointed and
confirmed in accordance with Section 2-337.15. The Commission shall be staffed by the Director
of Planning and Development or designee.
Sec. 2-337.22. Contracts and agreements. [Added 3-4-2025 by Ord. No. 2025.16]
All contracts, agreements and other matters entered into under the authority contained in this
division shall be executed by Chair of the Commission with Mayor and Council approval.
Sec. 2-337.23. Authority to establish subcommittee. [Added 3-4-2025 by Ord. No. 2025.16]
The Commission may from time to time establish subcommittees composed of such persons as
the Commission shall desire to provide advice and counsel on public art matters.
Sec. 2-337.24. Council authorized to designate Commission as agent for the City. [Added
3-4-2025 by Ord. No. 2025.16]
The Council may from time to time designate the Commission to serve as agent for the City in
matters relating to other cities and towns, persons or corporations.
Sec. 2-337.25. Expenditures. [Added 3-4-2025 by Ord. No. 2025.16]
All Commission expenditures shall comply with the City procurement policies established in
Chapter 2, Administration, Article V, Division 2, Procurement.
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City of Biddeford
Public Art Master Plan
(Prepared for review by the Biddeford Public Art Commission)
GUIDING PRINCIPLES...................................................................................................................... 1
SELECTING ARTWORK AND ARTISTS............................................................................................... 6
REVIEW CRITERIA FOR PROPOSED GIFTS OF ARTWORK............................................................... 12
REQUIREMENTS FOR DESIGN DOCUMENTATION AND PROJECT RECORDS.................................. 15
MAINTENANCE POLICY................................................................................................................. 18
RELOCATION OF PUBLIC ART.........................................................................................................19
DEACCESSIONING POLICY............................................................................................................. 21
GUIDELINES FOR TEMPORARY PUBLIC ART.................................................................................. 23
SUPPLEMENTAL GUIDELINES FOR TEMPORARY PAINTING WITHIN PUBLIC ROADWAYS........ 27
GLOSSARY OF TERMS....................................................................................................................29
Page 147 of 177
GUIDING PRINCIPLES
Introduction
Public art inspires, ignites, and animates our public life. It enriches and connects a community
and enhances our sense of place. This Master Plan is a direct response to Biddeford’s Cultural
Plan and Public Art Commission Ordinance, which prioritize placemaking, accessibility to the
arts, and community engagement. Public art in the City of Biddeford should foster a sense of
place, welcome visitors, and celebrate the evolving identity of Biddeford as a hub for creativity
and cultural exchange.
Purpose & Vision
AF
T
The Master Plan will be reviewed every five years, with progress reports provided annually to
City Council.
The Public Art Master Plan guides the selection, placement, care, and promotion of public art in
Biddeford to:
R
● Ensure the enhancement of art in the City;
● Promote the access and enjoyment of the arts;
● Improve public buildings, facilities, and outdoor spaces through artistic endeavors;
● Respond to Biddeford's diverse community and imagination.
D
Vision Statement:
Public art in Biddeford will express our city’s creativity, history, and diversity; enliven our public
spaces; and invite participation from all members of the community.
Cultural Plan Integration
This Master Plan responds to the goal to “Weave art and culture into Biddeford’s public spaces”
through the following objectives in the 2021 Cultural Plan:
Objective C.1: Foster public engagement through community art projects
Objective C.2: Highlight Biddeford’s history and its connection to the built environment
The Master Plan vision statement is inspired by the city’s cultural plan vision. “Biddeford hums
with a palpable energy that reflects its rich history. The remarkable mill architecture is
preserved, and its gritty creative spirit continues to inspire present day Biddeford. Vivid public
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AF
Goals (Per Ordinance)
T
art and cultural and heritage celebrations help community members and visitors to make
connections between past and present, between original inhabitants and generations of
newcomers. There is an exciting balance between preservation of what came before and what is
emerging now. Cultural and arts organizations, creative professionals, artists, the city, and
business community all collaborate to cultivate a welcoming, interesting, culturally nourishing
experience. Here in Biddeford, the arts and culture are a means to greater connectivity,
engagement, learning, and care. Diverse opportunities to experience the arts are accessible to
people of all ages and backgrounds -- and they are welcomed to become creators themselves -creators of art and culture, and creators of community. There is a link between this meaningful
improvement to the quality of life for all and a sustainable economic development model.
Biddeford actively grapples with how to ensure community art supports wellbeing and an
economically just community. People here thrive. We co-create our community; others are
drawn here to invest in and support Biddeford.”
Public art in Biddeford advances the City’s goals for open space and parks planning, cultural
tourism, economic development, quality of life, and placemaking.
Public art in Biddeford seeks to open avenues for artists to engage directly with the public, and
to provide opportunities and incentives for artists to propose and realize works that reflect
community identity and shared spaces.
R
Public art projects will be integrated into:
D
● City planning initiatives: including the Comprehensive Plan, Downtown Revitalization,
and Waterfront Redevelopment.
● Cultural Plan recommendations: creating gathering spaces, celebrating cultural
diversity, and supporting arts-based community development.
● Community events and partnerships: seasonal markets, festivals, and neighborhood
placemaking initiatives.
Site Identification and Prioritization Criteria
All public spaces as defined in the Public Art Commission ordinance may be considered for
public art projects. Priorities for project locations will be set on an annual basis by the Biddeford
Public Art Commission in coordination with broader City initiatives and resident engagement.
Priority sites will be identified using the following criteria:
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Accessibility Criteria
T
● Visibility and accessibility: easily viewed by pedestrians, transit users, and the general
public.
● Gathering potential: existing or planned spaces that host community activities.
● Transformation potential: underutilized or transitional sites that can be revitalized
through art.
● Capital alignment: opportunities to integrate art within infrastructure or capital
improvement projects.
● Equitable distribution: balanced representation across Biddeford’s neighborhoods and
wards.
All public art must be free to view and accessible to all members of the public.
R
Cultural Equity
AF
● Designs and installations will follow ADA guidelines for physical access and visibility.
● Interpretive materials (labels, signage, maps, or QR codes) will be provided in multiple
languages where possible.
● Public art will use multiple modalities—visual, tactile, digital, and auditory—to ensure
inclusion for diverse audiences.
A. Introduction
D
The City of Biddeford is committed to fostering a community where all residents feel welcome,
represented, and able to participate in civic life. The Public Art Program advances this
commitment by ensuring that public art reflects the diversity of the community and is
accessible to all.
Cultural equity in the Public Art Program means that the values, policies, and practices
guiding public art:
● Support artists and cultural workers from a wide range of backgrounds and
experiences
● Ensure public art is distributed across neighborhoods and accessible to all
residents
● Create opportunities for meaningful community participation in the
development of public art
● Respond to Biddeford's diverse community and imagination
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Cultural equity (as defined by Americans for the Arts) is meant to embody “the values,
policies, and practices that ensure that all people—including but not limited to those
who have been historically underrepresented based on race/ethnicity, age, disability,
sexual orientation, gender, gender identity, socioeconomic status, geography,
citizenship status, or religion—are represented in the development of arts policy; the
support of artists; the nurturing of accessible, thriving venues for expression; and the
fair distribution of programmatic, financial, and informational resources.”
B. Equity and Processes
1. Artists and Artworks:
T
The Public Art Master Plan reflects the City of Biddeford’s Diversity Equity and Inclusion
Initiatives. Public Art Projects should embrace diversity and recognize the value and
uniqueness of each person, acknowledge and address systemic barriers of inequity, and
contribute to building an inclusive and equitable community.
2. Governance:
AF
a) The Public Art Commission (PAC), in accordance with the goals of the Public Art
Ordinance, encourages or prioritizes diverse representation of artists when selecting
artists or artworks to be added to the Public Art Collection.
a) As an administrative body, the PAC historically has had a diverse representation of
age, race/ethnicity, gender, profession or skillset, and geographic location.
R
b) Although the Mayor appoints members to the PAC, the PAC endeavors, to the best of
its ability, through communication and outreach, to attract a diversity of applicants for
open positions.
3. Artwork Location:
D
a) The PAC works with stakeholders including residents, neighborhood and arts
organizations, residents, property owners, businesses as appropriate, and City
departments, to identify potential locations for new artwork. In some instances, public
meetings or similar methods may be used to create greater opportunity for public
engagement and decisions regarding public art location and siting.
b) The PAC attempts to locate artworks in all parts of the city, to increase access to
public art for city residents, employees, and visitors.
4. Interpretation, Education, and Outreach:
a) The PAC provides historical interpretation of and outreach for artworks in the
collection through the City’s/Commission’s website, printed materials, and other
mechanisms.
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b) The PAC solicits information on specific artworks from arts and cultural organizations,
like Maine Historical Society, and from individual historians, who can provide research
and expertise.
c) The PAC seeks feedback or input from community stakeholders with regards to
artwork goals, priorities, or location.
d) The PAC facilitates accessibility of its resources such as multi-lingual versions of its
web site and other printed materials for residents and visitors for whom English may not
be their primary language.
5. Evaluation:
AF
T
a) The PAC periodically (every 2 years) assesses the Commission activities and the
collection as a whole. The assessment should consider best practices and
comparison with similar cities in New England and throughout the country. The
assessment should include evaluation of:
a. Diversity of artist representation in the collection;
b. Diversity and accessibility of artwork locations;
c. Diversity of representation in the Commission membership;
d. Implementation and effectiveness of interpretation, education, and
outreach measures; and
R
e. Overall, how well the Public Art Program follows the Public Art
Ordinance goals
D
The evaluation may also provide further recommendations to better meet the
stated purpose of the Public Art Ordinance and these Master Plan.
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SELECTING ARTWORK AND ARTISTS
A. Introduction
T
The Public Art Commission (PAC) presents an Annual Art Plan to City Council for review
and approval. The Annual Art Plan includes recommendations for acquisition or
commission of permanent public artwork for the public art collection. Once the site and
concept of an acquisition or commissioned artwork project is approved as part of the
Annual Art Plan, the PAC will establish an Artist/Artwork Selection Panel for each project.
The Artist/Artwork Selection Panel will make a recommendation for artist/artwork
selection to the PAC. The PAC will review the recommendation according to the review
criteria and will vote to accept, accept with conditions, or not accept the
recommendation of the Artist/Artwork Selection Panel. In case the recommendation is
not accepted, the PAC will work with the Artist/Artwork Selection Panel to resolve issues
concerning the recommendation.
AF
Temporary public art projects are reviewed and approved by PAC through the Temporary
Public Art Guidelines in this plan as applications are received. The BAC reports on all
activity in its annual progress report to City Council.
B. Summary of Artwork Selection Process
1. For permanent public art projects, a project is identified in the PAC’s Annual Art Plan
to be approved by City Council. The project may be the acquisition of artwork for a site,
or the commissioning of an artwork for a site.
R
2. Temporary public art projects are reviewed under the Guidelines for Temporary Public
Art, and are approved by the PAC. Temporary projects can be proposed at any time.
3. The Public Art Commission appoints an Artist/Artwork Selection Panel for the project
to coordinate the selection process.
D
4. The Artist/Artwork Selection Panel makes a recommendation to the PAC regarding the
selection of an artist or artwork.
5. Upon acceptance of the Artist/Artwork Selection Panel's recommendation, the PAC
will manage the project through installation.
C. Artist/Artwork Selection Procedure
1. Establishment of the Artists/Artwork Selection Panel
a. The PAC will establish a separate Artist/Artwork Selection Panel to select an
artist/artwork for each public art project under consideration.
b. At a minimum, the Artist/Artwork Selection Panel consists of five voting
members including two site, neighborhood or district representatives who have a
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vested interest in the project, two visual arts professionals, and a representative
from the PAC. The number of voting panelists and composition of the panel may
be different depending upon the size and complexity of the project. Non-voting
advisors, consisting of community, design, technical and City departmental
representatives etc. as deemed appropriate by the PAC can serve on the panel.
The PAC member will chair the Panel. If the project site is to be integrated with a
newly constructed building, park landscape, or public plaza, the designer of the
new construction, or designer's representative, shall be included in the
Artist/Artwork Selection Panel.
A panel shall include, but need not be limited to:
T
● One designee from the Public Art Commission;
● Public Art Commission City staff liaison
● A designated artist.
● Residents most affected by the proposed location, content, and theme of the proposal.
AF
For a given site, the Selection Panel may include additional designees. Additional designees will
be included when the proposed site involves the following conditions:
R
● For proposals involving streets, right of ways, and other public facilities, a designee from
the Department of Public Works (DPW).
● For proposals involving City parks, a designee from the Recreation Department.
● For proposals involving an historic landmark, landscape, or district, the panel will include
a designee from the Historic Preservation Commission;
● For proposals involving a site with an established “friends” organization, or equivalent,
the Selection Panel will include a designee from that organization;
● For proposals involving a memorial of an individual, the Selection Panel will include
representation from the family or designee;
● For proposals involving a memorial of a historical event, the Selection Panel will include
representation from the library, historical society, or related resource;
D
Additional stakeholders or interested parties may be invited to provide input during the review
process to be determined in consultation with the relevant councilor(s) such as community and
arts organizations.
c. Community involvement is expected and encouraged. All meetings of the
Artist/Artwork Selection Panel are open to the public and are held on site or near
to the site of the proposed artwork installation.
d. Before the first meeting of an Artist/Artwork Selection Panel, the PAC shall
issue written instructions to the Artist/Artwork Selection Panel detailing duties
and responsibilities relating to the project and process. If consensus cannot be
met regarding the selection of an artwork or artist, then a vote shall be taken
with the majority carrying the decisions. The Artists/Artwork Selection Panel
shall have the option of making no selection. The Artists/Artwork Selection
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Panel’s decision will be recorded by the Artists/Artwork Selection Panel
chairperson in the form of a written recommendation to the PAC for their formal
vote of acceptance. Artists will receive notification of the results of the selection
process after the PAC has taken a final vote.
2. Artists/Artwork Selection Methods
The PAC will identify in the Annual Art Plan one of the following methods or
combination of methods for selecting a public art project:
a1. Artist Submission Form
T
a. Direct Purchase: Artists who have finished work available for direct purchase
for a public art project will be solicited to submit the following to the
Artist/Artwork Selection Panel:
AF
a2. A proposal sheet with the artist's name including the following
information on each piece: title of artwork, dimensions, medium, date
produced, price, location, and other information the artist deems
pertinent.
b. Open Competition: The project and accompanying Request For Qualifications
(RFQ) shall be advertised through various media (local and/or national).
R
c. Invitations or Limited Competition: A limited number of artists are chosen directly
from the New England Foundation for the Arts Creative Ground directory, or some other
source, and are invited to prepare proposals in the same manner as the Open
Competition method.
d. Gift / Donation to the City (see Review Criteria for Proposed Gifts section).
e. Temporary Public Art Permit Application.
D
f. Other proposal opportunities as defined by the PAC.
3. Artist/Artwork Selection Rules
a. The Artist/Artwork Selection Panel and/or the PAC may request additional
information before selecting finalists. Artists selected as finalists may be asked to
submit a final proposal, which may include a model, drawings, photographs, or
sample materials. Depending on the project budget, consideration may be given
to advertising within a limited geographic area.
Note: Particular selection guidelines will be established on a project-by-project
basis and outlined in each respective call to artists. All selection criteria are
subject to review and approval by the PAC.
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b. Conflicts of Interest: PAC members or Artist/Artwork Selection Panel members
shall recuse themselves when they are associated with an artist or artwork
under consideration for any public art project if the relationship may
compromise the objectivity of that process.
c. Return of Submission Materials: Entry materials will be returned to the artist
only if the artist provides appropriate packaging, postage, and insurance.
Non-selected artists will be informed of the final artist/artwork selected when
entry materials are returned.
4. Artist and Artwork Selection Criteria
T
d. If two art pieces by two separate artists share one site, these pieces shall be
considered in relation to each other when selecting the pieces for the site.
a. Artwork
AF
The selection of Artists and/or Artwork for all public art projects will be based on the
following criteria:
(1). Quality: The work should be of the highest standard with regard to
workmanship, materials, assembly, content, location on the site, and
appropriateness in theme and character as determined by the PAC.
R
(2). Artistic Merit: Artistic merit is evaluated by the quality of production, project
innovation, and the intent of the proposed work for that site, in the context of its
surroundings. If the visual arts professional is part of the application team, their
training, experience and previous work are part of the evaluation.
D
(3). Elements of Design: The Artist/Artwork Selection Panel and the PAC will take
into account the fact that, as differentiated from works in a museum context, art
in public spaces may function as focal points, modifiers, definers of public spaces
and/or creates identity within the public realm.
(4). Style and Nature: Work of any style or nature which is appropriate for the
public art collection and which is responsive in scale, material, form and content
with its surroundings will be considered. Works may be participatory in nature.
(5). Media: All forms that are allowed by ordinance may be considered.
(6). Conservation: Due consideration shall be given to structural and surface
soundness and to performance in terms of relative proof against theft,
vandalism, weathering, or excessive maintenance or repair costs.
(7). Project budget as specified in the Request for Proposals. This budget shall
include at minimum the following items:
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b. Artists
AF
T
○ All costs related to the acquisition, fabrication and installation of
the piece
○ Project Manager
○ Traffic Management and Police Detail
○ Street Closures
○ Structural Engineer
○ Conservation Evaluation
○ Landscape Architect
○ Plant Materials
○ Signage – temporary
○ Signage – permanent (in accordance with City
specifications)
○ Fencing – temporary
○ Mitigation of any utility problems identified by Digsafe.
○ Contingency of 5% of total project cost.
○ Other issues that may be identified during planning,
review and implementation.
(1). Cooperation: The demonstrated ability of the artist to work closely and
cooperatively with the Commission, staff, and community.
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(2). Communication: The artist must have the ability to clearly communicate
concepts both visually and through clearly written materials. In addition, the
ability to develop specific drawings of the artwork placed at the site will be
required. (See Requirements for Design Documentation and Project Records)
(3). Experience. The artist and project team is required to demonstrate the ability
to create and execute a public art project within the timeframe and budget.
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(4). Measurements. The artist is responsible for all measurements of the site, to
be taken in the field. Failure to do so, or errors, shall be the responsibility of the
artist, and be corrected at the artist’s expense.
(5). References. The artist must provide at least three references of persons who
can speak to the artist’s demonstrated ability to implement art in the public
realm.
c. Site Selection
(1). The City of Biddeford’s public spaces include historic landscapes, parks, open spaces,
and trails which vary in dimensions, natural elements, and historic character. The
placement of temporary or permanent public art should respect and enhance the
organic character of the site and must not result in either physical or aesthetic damage
to the landscape.
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(2). In proposing sites for temporary or permanent public art, applicants should consider
the following:
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● Placement shall be in a public space;
● If more than one site is appropriate for a particular installation, it should
be identified in the application;
● Final approval of an installation is contingent upon the appropriateness of
the proposed site, including adequate visibility;
● Artwork shall not interfere with active use of open space by the public;
● Cemeteries will not be considered as sites for temporary art installations;
and
● Certain sites may be subject to additional restrictions as determined by
the review committee.
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(3). The project site(s) for the art should be identified in the application, and the
significance of these sites to the neighborhood or the larger community should
be described, such as accessibility, prominence, cultural or historic significance,
and proximity to other sites.
d. Public input and feedback received at public meetings.
e. Focus, clarity and achievability.
f. Ability to produce a public project.
g. Realistic funding and implementation plans.
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h. Maintenance requirements.
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Temporary and permanent public art projects are subject to all City of Biddeford Ordinances
and Land Use Codes. If proposals require a variance to codes of ordinances, proposees should
plan to request a variance to the Planning Board.
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REVIEW CRITERIA FOR PROPOSED GIFTS OF ARTWORK
A. Introduction
From time to time, the City of Biddeford receives offers from potential donors interested
in contributing artwork to the City's Public Art Collection for placement on City property.
These gifts are generous and much appreciated gestures to the citizens of Biddeford,
and they often represent substantial investments of time, resources, and effort on the
part of donors.
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Installing works of art in public spaces must be viewed as a partnership between the City
and the potential donor/artist in conception, design and implementation. It is an honor
for an artist’s work to be included in the City of Biddeford’s collection of public art. Many
gifts of art are offered to the City, but only a few can be accepted. There are a limited
number of public spaces in Biddeford, and the City is entrusted with deciding how these
spaces are to be enhanced for the greatest good of the community.
The Biddeford Public Art Commission (PAC) is charged with the responsibility of
reviewing and approving all artwork offered as gifts to the City. Depending on the
proposed location for siting the artwork, other review Commissions may also render a
subsequent recommendation.
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The following criteria provide the City, the PAC, and the potential donor a framework to
assure a timely and responsive review process. The criteria will also assure the
appropriateness of such donations. The PAC shall review potential gifts of art with regard
to:
1. Appropriateness of the gift to the City’s Public Art Collection as defined in the
criteria for review;
2. Quality of design, materials and construction of the proposed gift; and
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3. Accessibility, public safety, site improvements, costs to the City, and
maintenance requirements.
4. Compatibility with the current Public Master Art Plan and Annual Art Plan.
B. Summary of the Review Process
1. The potential donor shall discuss the idea of donating artwork to the City's Public Art
Collection with the PAC at the inception. A staff liaison and member of the PAC will be
designated to work with the potential donor throughout the review process.
2. Artist selection is a critical step. If the project is to be gifted to a site on public
property, the PAC must be part of the selection of the artist and the project unless
otherwise agreed to by the PAC. A list of potential artists and other resources shall be
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provided by the PAC.
3. The potential donor works with Planning staff and the PAC to review the
appropriateness of a proposed gift to the Public Art Collection. This threshold issue of
appropriateness should be addressed before the applicant invests inordinate amounts of
time or money in designing a work or in preparing a detailed application.
4. Once the PAC has rendered a decision regarding the appropriateness of the proposed
gift, the potential donor will prepare additional application materials for review
according to the Criteria for Review (see below). Planning staff will assist the potential
donor to assure the completeness of the application.
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5. The PAC reviews a potential donor’s application material according to the Criteria for
Review (see below). To assure a timely review of a potential gift, the PAC will schedule a
review of a project at its next regularly scheduled meeting, or as requested by the
potential donor. Public comment will be taken at the time that the project is reviewed by
the PAC.
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a. If the proposed site of the artwork falls within the jurisdiction of another review
body (e.g., Historic Preservation Commission for sites in an historic district), the
Public Art Commission will assist the potential donor in scheduling a review by the
other review bodies. The PAC will consider all recommendations received from other
review bodies, if any.
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b. If the application is determined to be complete at the time of its review, and once
other appropriate review bodies, if any, have rendered a recommendation, then the
PAC will vote to accept or not accept the proposed gift. The PAC will report its
decision to City Council in the annual progress report. The report will include
designs, plans and supporting documents reviewed by the PAC, as well as the
recommendation from the PAC and recommendation(s) from other appropriate
review bodies, if any.
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5. Artists are required to collaborate with an art conservation expert to determine issues
related to sustainability, to make maintenance recommendations, and to submit a
maintenance report.
C. Criteria for Review
1. The potential donor shall meet with the PAC to review the appropriateness of
the gift. The proposed donation of artwork should be consistent with the current
priorities defined in the Annual Art Plan approved by City Council and the
objectives of the City of Biddeford’s Public Art Collection. The PAC will work with
the proponents to develop concepts that respond sensitively to the objectives of
the Public Art Collection, the proposed site and surrounding context.
Appropriateness is a threshold issue. It is recommended that a proposed donor
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gain the consensus of the PAC that the proposed gift is appropriate before
investing inordinate amounts of time or money in planning, designing or
documenting a potential gift.
2. The proposed donation of artwork shall be of the highest quality design,
materials, and construction. It shall be designed and fabricated for durability as
well as for relatively low maintenance. It should retain its intended appearance,
quality, durability and function for its expected life as permanent public art.
Offers to display an artwork without transferring ownership to the City are
handled as temporary public art.
3. The proposed donation of artwork shall be accessible to the general public.
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4. The proposed donation of artwork shall not contain commercial advertising
including logos, slogans and mascots.
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5. Proposed gifts determined appropriate by the PAC will be scheduled for review
by a Selection Panel as described in the Selecting Artworks and Artists section.
The appropriate level of design documentation will be required at all stages of
the review process. Proposed donors must follow the documentation outline as
set forth in Requirements for Design Documentation and Project Records.
6. The PAC will work with the donor and/or the artist to integrate a Biddeford
Public Art plaque into the site.
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7. Any required commitment of public resources to the project must be
thoroughly identified by the proponent, evaluated by the PAC, understood and
agreed upon prior to the acceptance of any donation. An itemized breakdown of
all City contributions shall be required including estimates for all design time,
labor, and ongoing maintenance.
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8. All applicable considerations in Requirements for Design Documentation and
Project Records.
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REQUIREMENTS FOR DESIGN DOCUMENTATION AND
PROJECT RECORDS
A. Introduction
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The Biddeford Public Art Commission (PAC) must review all temporary and
permanent public art installations, whether by acquisition through gift or purchase,
or by commissioning of artwork, to ensure that the artwork is of the highest quality
in design, construction, materials and installation. Also, the PAC and City staff are
responsible for developing and maintaining permanent records regarding the public
art collection. This Master Plan outlines the requirements of documentation to be
provided by an artist, his or her representative(s), and/or their collaborator(s) in
order to ensure a thorough review.
B. Requirements of Documentation for Review, and Project Records
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a. Conceptual Design:
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1. The appropriate level of design documentation by the artist will be required at
various stages of the design process. For projects requiring a significant amount of
design development, structural/architectural detailing, or site work, the PAC shall
require that the artist retain the assistance of a professional architect, landscape
architect, and/or engineer. The following checklist for design documentation is intended
to provide a thorough review process and provide sufficient records for the PAC’s
archives. The PAC will work with the project creators to determine the appropriate levels
of documentation. All documentation submitted for review will become property of the
City and will be included in the project records.
(1). Concept drawing(s) at an appropriate scale
(2). Site context drawing(s) at 1" = 20' or other scale as appropriate
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(3). Working model, perspective sketches, and section and/or elevation drawings as
appropriate
b. Existing Conditions Site Survey for Location of Proposed Art:
(1). Proposed site or site alternatives
(2). Existing topography, context, vegetation
(3). Spatial and scale relationships
(4). Historic context
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c. Design Development
(1). Response to context and historic character of the site
(2). Proposed grading, site work, and proposed restoration of the same
(3). Proposed construction and site materials including details/amenities
(4). Proposed and/or required plaques: Commemorative, identifying, and/or interpretive
(5). Review of liability issues (public health, safety, welfare)
(7). Review of ADA accessibility standards
d. Construction Drawings and Specifications:
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(6). Review of safety/security issues
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(1). Construction drawings for all art objects, walls, paving, structural elements and/or
objects to be built or installed on site
(2). Planting plan and plant list,
(3). Lighting plan, and plans of electrical and mechanical elements
(4). Installation details, catalog cuts, and specifications for all additional amenities
(5). Written Specifications
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e. Proposed Schedule (all elements to be coordinated with City staff)
(1). Design documentation and review schedule
(2). Fabrication and installation schedule
(3). Maintenance plan and schedule
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f. Additional Documentation:
(1). Artist’s statement and/or interpretative narrative regarding proposed public art
project
(2). Artist’s resume
(3). References
(4). Photographic documentation of process and/or product through and including final
installation
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g. Maintenance Report
2. In addition to the documentation listed above, the PAC shall maintain record files on each
project that shall include, but not limited to, the following:
a. Contract(s) with the artist(s) engaged in the project;
b. Record of the Commission’s public hearing on the project;..
c. Interdepartmental agreements relating to the siting and/or implementation of the
project;
d. Correspondence and memoranda relating to the project including media coverage;
e. Record of all billing made in connection to the project
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3. Digital Art Work
Digital content can be part of artworks in the Public Art Program collection.
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Digital Formats
In the instance the artwork is being commissioned by or created in collaboration
with the PAC, the artist will coordinate with the PAC or City staff to determine
appropriate and preferred platforms.
Source material for digital content will be in formats which can be accessed without
proprietary software, and accepted formats will be detailed in submission
requirements.
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For digital content hosted by external services (YouTube for video, Mixcloud for audio,
or Mapbox for mapping, for example), source material will be provided to the PAC/City.
This is to ensure the PAC is able to maintain and archive the work. The material will
only be maintainedkept and used for the purposes of backup and retention of content,
if the external service ends, or if the external service provider experiences a disaster
and data loss.
For digital content hosted by external services, in order for the PAC to access and
maintain the work in its holdings, the artist will provide the PAC with credentials (e.g.
username, password, PIN) to access the external services “control panel” usually
provided for account management. Alternatively, the PAC may enter into an
agreement with service providers with access for account and data management.
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MAINTENANCE POLICY
A. Introduction
The Biddeford Public Art Commission (PAC) is charged by ordinance to "Establish and
maintain an annual operating budget to oversee the maintenance, care and repair of the
public art collection." The following Master Plan shall apply to the PAC in the
preparation of an Annual Art Plan with respect to recommendations for maintenance.
The City of Biddeford is responsible for the maintenance of permanently installed
artworks within the City's collection. Maintenance for temporary installations is the
responsibility of the artist and/or commissioning organization.
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B. Master Plan Regarding Allocations to and Implementation of Maintenance to Public
Art
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1. The PAC will develop an inventory of the public art collection and periodically will
work with a professional conservator to assess the condition of the collection. Based on
this survey, the Commission will prepare a Public Art Maintenance Plan. The
Commission will recommend to Council maintenance projects in an Annual Art Plan.
Two levels of maintenance and their associated schedules will be identified within the
Art Plan:
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a. Major Restoration: PAC may recommend to City Council an annual allocation for a
determined dollar amount identified for specific project needs. These recommendations
must meet the criteria for capital improvements as defined by the City of Biddeford, and
must generally be repairs or maintenance, which will have a lifespan of twenty years or
more. Proposed work must be in accordance with recommendations and specifications
made by a professional art conservator with expertise appropriate for the project.
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b. Minor Rehabilitation: Maintenance of this type that does not meet the criteria of a
capital improvement shall be the responsibility of and administered by the appropriate
City of Biddeford Department as set forth by the PAC in the Public Art Maintenance Plan.
The department having jurisdiction over the maintenance of particular projects/sites
shall also be responsible for 1) keeping the PACinformed about any changes in the
condition of the artwork, and 2) not altering the works of art or sites in any way without
the prior approval of the PAC.
2. All maintenance and restoration work shall be reviewed and must be approved by the
PAC prior to being initiated.
3. Selected Artists will be required to submit a comprehensive maintenance plan,
schedule, and specifications prior to the final acceptance of a project, as per their
contract.
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RELOCATION OF PUBLIC ART
A. Introduction
These Master Plan recognize that over time there may be reasons to relocate artwork.
The Biddeford Public Art Commission (PAC) shall review any proposed relocation of
public art and shall vote to relocate public art work(s) and shall include decisions in the
Annual Art Plan to City Council.
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B. Relocation Policy and Procedure
1. Eligible Artworks Works eligible for consideration for relocation through this policy
include all artwork in the official City of Biddeford Public Art Collection. These works
include:
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a. Artworks purchased or commissioned though the Public Art Program.
b. Gifts of artwork accepted by the City of Biddeford in accordance with the gift
acceptance policies of the PAC
2. Relocation Procedure
a. The Commission may consider relocation of artwork for one or more of the
following reasons:
i. The current location of artwork limits public accessibility;
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ii. The condition or security of the artwork cannot be reasonably
guaranteed in its present location;
iii. Significant changes in use, character or actual design of the site
require a re-evaluation of the relationship of the artwork to the site;
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iv. Re-development of a public space offers a location that may be a more
appropriate site;
b. Sequence of action to relocation.
(1). The PAC determines that an artwork meets one or more of the
criteria established above.
(2). The PAC shall inform the artist, if still alive, and the donor, if the
artwork was a gift to the City, that the artwork is being reviewed for
consideration of relocation.
(3). The PAC shall inform City Departments or Commissions that have a
vested interest in the relocation issue of the impending review. The
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Economic Development and Planning Department will coordinate reviews
by other parties as appropriate. Examples of other departments or
Commissions which may have vested interests and/or review authority
may include, but are not limited to the Recreation Department, Diversity,
Equity and Inclusion Committee, Sustainability Commission, Traffic
Commission, and the Historic Preservation Committee.
(4). Any relocation must also address all siting issues as outlined in the
Master Plan for Design Documentation for Review of an Art Project.
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(5). If the Public Art Commission then votes to approve the relocation of
public art work, the Public Art Commission shall coordinate the relocation
with relevant City Departments.
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DEACCESSIONING POLICY
A. Introduction
B. Deaccessioning Policy and Procedure
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1. Eligible Artworks
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Deaccessioning is the process of removing existing installations of artwork from the
public collection. This Master Plan recognizes that over time there may be reasons to
deaccession artwork. Reasons for deaccessioning may include, but not be limited to,
situations where artwork has been damaged beyond reasonable repair, where artwork is
deemed inappropriate, or requires removal because of new developments in the
direction of the public art collection. The Public Art Commission shall review and vote to
approve deaccessioning of public art work(s) and shall include decisions in the Annual
Art Plan to City Council.
Works eligible for consideration for deaccessioning through this policy include all public
art work in the official City of Biddeford Public Art Collections.
2. Deaccessioning Procedure
a. From time to time the Public Art Commission will review the Public Art Collection to
determine those public art projects that may warrant deaccessioning.
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b. The Commission may consider deaccessioning of artwork for one or more of the
following reasons:
(1). The artwork has been determined to be of inferior quality relative to the
quality of other works in the collection.
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(2). The artwork has been determined to be incompatible with the intent of the
collection
(3). The artwork has been damaged or has deteriorated to the point where
restoration is impractical or unfeasible, or the cost of restoration is excessive in
relation to the appraised value of the artwork.
(4). The artwork endangers public safety.
(5). Significant changes in the use, character or actual design of the site require a
re-evaluation of the relationship of the artwork to the site.
(6). The work is not or is rarely on display.
(7). The artwork requires excessive maintenance or has faults of design or
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workmanship, and the city cannot properly maintain the artwork.
c. Sequence of action to deaccession
(1). The Public Art Commission determines that an artwork meets one or more of
the criteria established above.
(2). The Public Art Commission shall inform the artist, if still alive, and the donor,
if the artwork was a gift to the City, that the artwork is being reviewed for
consideration of deaccessioning.
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(3). The PAC shall inform City Departments or Commissions that have a vested
interest in the relocation issue of the impending review. The Economic
Development and Planning Department will coordinate reviews by other parties
as appropriate. Examples of other departments or Commissions which may have
vested interests and/or review authority may include, but are not limited to the
Recreation Department, Diversity, Equity and Inclusion Committee, Sustainability
Commission, Traffic Commission, and the Historic Preservation Committee.
(4). If the Public Art Commission then votes to approve the deaccession of a
public art work, the Public Art Commission shall consider the following courses
of action, (in order of priority) to deaccession the identified artwork:
i. Sale or Trade
(a). The first consideration shall be whether to sell or trade the art work.
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(b). Regarding either sale or trade of artwork, the City shall offer the right
of first refusal to the artist, if still alive, or the estate or family, and/or the
original donor if the artwork was a gift to the City.
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(c). Sale through auction, art gallery, or dealer resale, or direct bidding by
individuals, in compliance with City law and policies governing surplus
property.
(d). Trade through an artist, gallery, museum, or other institution for one
or more other artwork(s) of comparable value by the same artist. (e).
Funds from the sale of public art shall go to the Public Art Fund.
ii. Gift to another governmental entity.
iii. Destruction of the work if deteriorated or damaged beyond repair or if
determined to have negligible value.
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GUIDELINES FOR TEMPORARY PUBLIC ART
Temporary public art adds to the range and impact of public art, providing a changing array of
installations. The Public Art Commission (PAC) stewards the Temporary Public Art Guidelines.
The guidelines are intended to inform applicants of the process. Temporary public art projects
may apply to request a permit at any time, and are reviewed and approved by the PAC.
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A proposal to display a work of art temporarily on City owned property must be reviewed by a
temporary art Selection Panel established pursuant to these guidelines and approved by the
Public Art Commission. Only artists who are 18 years or older shall be eligible to apply. An
applicant must adhere to the following application, installation, and removal process. The Public
Art Commission has the authority to approve applications, approve applications subject to
conditions, and to reject applications. An installation permit will be issued by the appropriate
City of Biddeford Department following approval of an application by the Public Art
Commission.
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Eligibility
For the purpose of these guidelines, temporary public art is defined as physical structures or
combinations of material that may be installed for a maximum of one year, and that can be
removed without lasting alteration or damage to the existing site. A request for an extension of
up to one additional year may be considered, although a request for extension may not be
considered at certain sites or public right-of-way.
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Works of art will only be approved if they are suitable for display to the general public and for
the particular site. Works shall not be displayed for commercial purposes, and shall not be
advertised for sale while on public display. Credit for sponsorship of the temporary installment
may be recognized on approved signage. Artists 18 years and older may apply, with
consideration for school-aged applicants provided a guardian as a primary applicant. Artists
must demonstrate capacity to execute, install and remove proposed pieces.
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Application Process
Applicants should submit a complete application not less than three months prior to the
intended date of installation. Incomplete applications will not be accepted.
An interview with the applicant may be requested by the Selection Panel prior to approval or
denial.
Approval/denial notification will be sent to the email address provided on the application.
If the Selection Panel requires further review, an additional meeting will be scheduled with the
artist. Revisions requested by the Selection Panel must be made in order to receive final
approval and an installation permit.
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The proposed contractual agreement with the appropriate City of Biddeford Department will be
emailed to the applicant with the notification of approval of the installation.
Following receipt of the approval email, each applicant must submit a signed contractual
agreement in the form provided with the approval email, signage information, proof of
insurance, an endorsement page, at least five digital images of existing site conditions, and a
security deposit in the amount required in the approval email.
Applicants should feel free to contact the Public Art Commission with questions concerning
their applications at [email protected].
Contractual Agreement
Proof of Insurance & Endorsement Page
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The contractual agreement will be emailed to the applicant with notification of approval.
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Security Deposit
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Proof of liability insurance and an endorsement page naming the City of Biddeford as an
additional insured with general liability coverage of at least $1,000,000.00 for bodily injury or
death is required. The Certificate of Insurance must state the name of the artist, the site of
installation, and duration of agreement. Insurance coverage must extend from installation
through artwork removal and site restoration. If an extension is approved, the liability insurance
must also be extended. The certificate and endorsement page provided by the insurance
company must be emailed in PDF digital format to the appropriate City of Biddeford
Department.
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A security deposit will be required and must be submitted in cash, check, or by credit card to
The City of Biddeford. The amount of the deposit will be based on the estimated cost to remove
the installation and restore the site as determined by the Department of Public Works. Typical
security deposits will range from $100 to $1000. The security deposit will be retained until the
artwork is removed, site restoration has been approved, and all required documentation has
been submitted. (See “Artwork Removal and Site Restoration Documentation”.) Upon fulfillment
of these requirements, the security deposit will be returned in full. In case it becomes necessary
for the City to remove the artwork and/or restore the site, the City’s costs will be deducted from
the security deposit.*
*The Biddeford Public Art Commission does not wish that these fiduciary requirements become
a major impediment to otherwise worthy temporary art. Applicants for whom these
requirements impose a genuine hardship are encouraged to complete the application process
and submit a statement of need to the panel. Should the piece be otherwise acceptable, efforts
will be made by PAC to secure a small stipend to be used to defray the cost of insurance, deposit
or other expenses associated with the project.
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Installation, Maintenance, & Removal Process
Signage
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1. Installation may begin upon receipt of the installation permit.
2. The artwork shall be installed in accordance with the approved timeline.
3. Artwork to be installed near trees shall be subject to approval by the City Staff.
4. Site must be marked and DIG SAFE (1-888-344-7233) approval must be obtained for all
post and foundation locations. The artist should keep in mind that DIG SAFE requires a
four-day advance notice.
5. Digging holes or drilling is not permitted on hardscapes; digging on softscapes, and
driving vehicles on grass or unauthorized areas, requires prior approval from
Department of Public Works (DPW) staff.
6. Artist or artist’s approved designee must maintain the artwork in the condition originally
approved. The artist or approved designee must monitor the installation and take action
to amend or remove the artwork if necessary within specified time frames.
7. Artist must provide required documentation to the Public Art Commission within 30
days of removal and site restoration. See Requirements for Design Documentation and
Project Records.
Only official temporary public art signage is allowed on or near the artwork. Signage shall
include the name of the artist, title of work, construction materials, and period of installation. A
list of project sponsors and an optional summary description of the artwork may also be
included. No commercial content or sales information may be included. A QR code, web link, or
similar information for contacting the artist may be permitted.
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Required Maintenance & Unanticipated Repair or Removal
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Periodic inspections by the artist or the artist’s designee are expected. Damage to the site or
the artwork, including vandalism and graffiti, must be repaired or removed within 72 hours
following notification by the City. If an installation becomes a safety hazard, it must be repaired,
removed, or stabilized as soon as possible, but no more than 48 hours following notification by
the City. If repairs are not made within the required time frames, the artist will be advised that
the City will take appropriate action to repair and/or restore the site, and any costs incurred will
be deducted from the security deposit. The City reserves the right to remove the artwork and
will not be held financially responsible for site restoration or any damage to the artwork.
Scheduled Removal & Site Restoration
A timeline for installation, removal, and site restoration must be submitted with each
application.
Duration from start of installation to complete site restoration may not exceed 12 months,
unless an extension has been approved as described under Eligibility.
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Artwork removal and site restoration must take no more than 5 days to complete. The liability
insurance described above must cover the period from artwork installation to site restoration.
If the approved timeline is not adhered to, the City may carry out all unperformed actions. The
artist will be informed if the City decides to take such action, and all associated costs will be
deducted from the security deposit.
Documentation for Temporary Public Art
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The artist must provide final documentation of the project to the City staff within 30 days of site
restoration demonstrating adequate site restoration. The final project documentation may be
used by the Biddeford Public Art Commission to promote art in public spaces, and to refine the
temporary public art procedures process. The PAC shall have the right to use and reproduce the
final project documentation material. Final Project Documentation shall include:
Application
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● Two or more digital images of the condition of the site prior to installation;
● Two or more digital images of the installation process;
● At least five images of the artwork while on display;
● At least five images of the site after completion of site restoration;
● Written feedback pertaining to this project, i.e. impact of your piece, public feedback,
suggestions for improvement of temporary public art process, etc. (suggested length:
250 words).
See Appendix for application form.
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Application Exemptions
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For proposed street murals, this process may be expedited for any city owned streets within
commercial or mixed-use areas (the downtown, major thorough fares). In these cases, there will
be at least a one week notice to stakeholders for comment/meeting participation. Additional
members of the Selection Panel may include Metro or MDOT depending on the proposed
location.
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SUPPLEMENTAL GUIDELINES FOR TEMPORARY PAINTING WITHIN
PUBLIC ROADWAYS
The City of Biddeford’s roadways and crosswalks vary in dimensions, materials, and historic
character. The placement of temporary painting within public roadways should maintain
visibility of crosswalks and/or all roadway markings, respect and enhance the organic character
of the roadway, and must not result in either physical or aesthetic damage to the roadway. In
proposing roadways for temporary public painting, applicants should consider the following:
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● City of Biddeford Department of Public Works has municipal jurisdiction over roadways
with a posted speed limit of 25 miles-per-hour or less. Roadway paintings shall not be
allowed on any street with speed limits at or above 30 miles-per-hour.
● MaineDOT shall review state roadways as indicated in the City of Biddeford’s Technical
Manual Section 1. Transportation Systems and Street Design Standards federal street
classification (Figure I-26).
● Roadway painting shall utilize temporary chalk paint, as recommended by MaineDOT
and the City of Biddeford Department of Public Works and shall not be retro-reflective.
● Painting shall completely fade within one year of installation;
● Three dimensional (3D) crosswalks and word messaging, and directional signals within
the crosswalk are not allowed;
● Roadway paintings shall not distract drivers or lead to dangerous road conditions, nor
shall they mask existing unsafe road conditions such as potholes. The condition of the
roadway or crosswalk shall be adequate, as confirmed by up-to-date pictures provided
by the applicant. City of Biddeford Department of Public Works staff may conduct site
investigations to prove roadway conditions are adequate;
● Painting of white crosswalk stripes (known as “keys”) is not allowed;
● If more than one roadway or crosswalk is appropriate for a particular installation, it
should be identified in the application. The Selection Panel shall reserve the right to
restrict the number and location of roadways or crosswalks for any application;
● Each application will require a traffic-control plan that includes a timeline to the
satisfaction of City of Biddeford Department of Public Works staff. This timeline shall
include the date and duration of street closure;
● Streets under a Street Moratorium or those that have been paved within one year prior
to receipt of an application shall not be allowed for painting.
● Final approval of an installation is contingent upon the appropriateness of the proposed
roadway, including adequate visibility;
● Roadway paintings shall not contain content that is harmful to Biddeford’s diverse
communities, including content that is harmful on the basis of race, color, religion,
national origin, age, disability, gender, sexual orientation, gender identity, gender
expression, genetic information, marital or parental status, political association or
veteran status.
● Cemeteries will not be considered as roadways for temporary painting;
● Roadways with paving patterns including but not limited to: cobblestone, Belgian-block,
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D
R
AF
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brick, or masonry, will not be considered as roadways for temporary painting;
● Certain roadways may be subject to additional restrictions as determined by the
Selection Panel. Applicants shall consult City of Biddeford Staff to determine the roads
and/or intersections proposed are appropriate; Receipt of a temporary painting within
public roadways permit from the Department of Public Works does not constitute
receipt of all required permits. Additional permits may be required for road closure from
the Department of Public Works and other applicable departments. Applicants shall
provide documentation of receipt of all required permits prior to installation.
● Materials, fabrication, and transportation to and from the roadway is the sole
responsibility of the applicant and not that of the city. Materials related to street
closure, such as flags, sawhorses, etc. can be rented from DPW but are the sole
responsibility of the applicant and not that of the city.
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GLOSSARY OF TERMS
Amenity - Something that provides or increases comfort and convenience.
Annual Art Plan - The plan the Public Art Commission presents to City Council each year
for approval. It identifies the year’s permanent public art projects, priority sites, budget,
selection methods, Community Art Works allocation, and any recommended
deaccessions. City Council approval of the plan authorizes the Public Art Commission to
carry out the projects in it.
Applicant - The potential public art donor or donor’s representative.
Character - Distinguishing features or attributes.
T
Appropriate - Suitable or fitting as determined by the review board responsible for
particular aspects of site design and/or design quality.
AF
Collaborative Art - Artwork generated from a group of designer/artists from different
disciplines working together. Each discipline brings a different or new perspective to the
design process. Often collaborative design teams consist of an artist, landscape architect
and architect.
Content - The subject matter, message, imagery, or text of an artwork, including what it
depicts, says, or expresses. In the context of this Master Plan, content refers to what a
work communicates, as distinct from its location, materials, or physical form.
R
Context - The physical, historical, cultural, and community setting in which an artwork is
proposed, including the character of the site, its surrounding uses, and the people who
live near or use the space.
Diversity - The things that make people different and make our community richer.
Examples include race, gender, religion, and sexual orientation.
D
Equity - Making sure that everyone has access, resources, and opportunities to succeed
and grow - especially people who have faced discrimination or who have not been in
positions of privilege.
Gift - A transfer of ownership of an artwork to the City. Gifts are permanent public art.
An offer to display an artwork without transferring ownership is handled as temporary
public art.
Inclusion - A culture where all people are welcome and everyone is valued, respected,
and able to reach their full potential.
Memorial - A commemorative monument established to preserve the memory of a
person, place or event.
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Monument - A building, statue or other structure erected to commemorate a person,
group of persons, or event, usually in recognition of some type of outstanding public
service.
Permanent - For the purpose of this Master Plan, permanent public art is defined as
physical structures or combinations of materials that are acquired through purchase,
commission, or gift and added to the Public Art Collection, and that are intended to last
20-25 years.
Public Art Collection - The artworks owned by the City of Biddeford and maintained by
the City, acquired through purchase, commission, or gift. Temporary public art is not part
of the Public Art Collection.
T
Public Art Master Plan - A strategic plan and guidelines that directs the selection,
placement and administration of public art. This plan shall include an inventory of all
public art and private art that is public facing.
AF
Public Art Program - Activities of the Public Art Commission that promote public art,
including the selection, placement, and care of art in Biddeford so as to enhance public
spaces.
Public Art Project - An acquisition or commissioning of an artwork that has been
identified in the Annual Art Plan for addition to the Public Art Collection.
Public Space - Property owned or controlled by the City of Biddeford, including, but not
limited to, parks, road rights-of-way, courtyards, bridges, building exteriors, building
interiors such as foyers, and public easements (e.g., Mill District easements).
R
Site Amenity - Site furnishings or functional objects that provide or increase comfort and
convenience such as: benches, trash receptacles, light fixtures, bollards, etc. Artists or
collaborative design teams occasionally design functional objects or site amenities.
D
Temporary - For the purpose of this Master Plan, temporary public art is defined as
physical structures or combinations of material that may be installed up to one year, and
that can be removed without lasting damage to the existing site. A request for an
extension of up to one year may be considered. Temporary public art remains owned by
the artist or sponsoring organization, is not part of the Public Art Collection, and is not
acquired by the City.
Theme - The subject or message of an artistic work.
Visual Arts Professionals - Professionals chosen from the following categories: architect,
artisan, artist, art educator, museum curator or director, art historian, art critic, art
collector, or layperson who has demonstrated interest in and understanding of the visual
arts.
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The government’s own published record — read it yourself, then decide what to do about it.
Showing up is how towns win. Put it on the calendar before it slips.
Public comment is where cancellations start. Three minutes, plain words, your own story.
The cameras, the coverage, and the local record for this community.
Provenance
Where this record came from. Every source is listed, permanently.
- Agenda Watch · Oct 17, 2026
- DeFlock research desk · Oct 17, 2026
Permanent ID DKT-2026-002219 — this record is never deleted.
Record history
Every change to this record, logged as it happened.
- Oct 17, 2026 Filed on the Docket
- Oct 17, 2026 Full document archived — public record
- Oct 17, 2026 Corroborated by another source DeFlock research desk
← The full Docket · every meeting, vote, and action on the permanent record · also in the National Record Index.