Forms

The following are standard forms for use in procuring and managing projects, and contract documents developed for State Agency use on State of Maine projects. Please contact the Division of Planning, Design & Construction staff for assistance, additional information and other documents you may need to carry out your project.

For Your Information

Document Name Revised Document Description
Procurement Flow Chart 2016/10/16 Flow chart of Design and Construction procurement processes.
Project Process Checklist 2020/05/01 A step-by-step reference document for project management from project initiation to the completion of construction.
Procedures Manual (PDF 1,761KB) 2022/02/11 This document describes the various procurement processes and options for design and construction.
Architectural and Engineering Fee Policy 2023/11/22 This document assists in determining State of Maine recommended fees when negotiating for architectural and engineering fees based on construction costs.
Public Improvement Project Policy Manual (PDF 1,578KB) 2020/05/01 This document contains several policies regarding routinely encountered project issues, in which the preferred methods for carrying out the projects is described.

Project Initiation

Document Name Revised Document Description
Project Approval Application   This project initiation form for capital improvements establishes the basic project information for the purpose of approval by BGS. All public improvement projects begin with this form.

Miscellaneous Forms

Document Name Revised Document Description
A/E RFQ Information Sheet 2024/02/23 This RFQ Information Sheet shall be posted on the website to provide details of project requirements and the procurement process.
A/E RFQ Legal Advertisement 2022/12/02 This is the legal advertisement form for Request for Qualifications (RFQ) for Architectural or Engineering services.
Notice to Municipality Letter 2020/05/01 Letter to notify municipality of a state public improvement project in that municipality. This letter is typically submitted as soon as practicable after beginning the schematic design process.
Sample Pre-bid Conference Agenda 2022/04/21 Reference document to assist in conducting a pre-bid meeting.
Wage Determination (see note at right) 2020/02/19 The Maine Department of Labor no longer requires an application be submitted to their office, nor a project specific, MDOL-provided wage determination number be included in the bidding documents.  However, MDOL still requires the proper wage determination sheet be included in the bidding documents.  It is the responsibility of the contracting agency to download the wage determination sheet at https://www.maine.gov/labor/labor_stats/publications/wagerateconst/prevailingwage/index.shtml.  Please contact MDOL with any questions: MDOL@Maine.gov (207) 623-7906.
Bid Tabulation Form  2022/02/11 Excel spreadsheet used to record the bids at the time of bid opening.
Legal Advertisement - Invitation for Bids (IFB) 2021/01/26 This is the legal advertisement form for construction services.
Notice of Intent to Award Letter  2024/06/14 Letter to notify successful bidder of the intent to contract with that company.
Sample Pre-construction Conference Agenda 2022/04/21 Reference document to assist in conducting a pre-construction meeting.
Subcontractor and Supplier List 2020/05/01 Form submitted by Contractor at the pre-construction conference identifying Subcontractors.

Architect/Engineer Agreements

Document Name Revised Document Description
BGS ARPA Supplement  2024/03/20 Use this document with an Architect-Engineer Consulting Services Agreement when the project has American Rescue Plan Act of 2021 funding.
BGS Architect Engineer Agreement - Design Consulting Services

2024/09/03

Use this Agreement form for design or engineering services on small or large projects which normally lead to construction procurement, and construction contract administration.
BGS Architect Engineer Agreement - Special Consulting Services 2024/09/03 Use this Agreement form for services such as feasibility studies, master planning, facility assessments, project cost analysis, interior design, on other similar limited, pre-design, or independent services.
BGS Architect Engineer Agreement - Attachment D Budget 2022/09/07 This is a required attachment for the Design Architect / Engineer Agreements. 
BGS Architect Engineer Agreement - Attachment A Hourly Rates 2022/09/07 This is a required attachment for the Architect / Engineer Agreements.
BGS Architect Engineer Agreement - Attachment B Schedule 2022/09/07 This is a required attachment for the Design Architect / Engineer Agreements.
BGS Architect Engineer Agreement - Attachment B Schedule Special 2022/09/07 This is a required attachment for the Special Architect / Engineer Agreements.
BGS Architect Engineer Agreement - Attachment C Requirements 2022/09/07 This is a required attachment for the Architect / Engineer Agreements.
BGS DVEM Supplement 2021/05/11 Department of Defense, Veterans and Emergency Management projects utilize this form with a Core or Comprehensive Scope Consulting Services Agreement.
BGS Architect Engineer Agreement - Supplemental Agreement 2024/09/03 This form amends the time, scope, or cost of any of the Architect / Engineer Agreements.

Standard Division 00 Procurement and Contracting Requirements

The numbered specification sections below represent the "boilerplate" requirements to be included, as needed, in the Bid Documents, generally used for projects of $50,000 and greater contract value.

Document Name Revised Document Description
00 01 10 DRAFT Table of Contents 2020/05/01  
00 11 13 Notice to Contractors for Paper Bid 2024/07/30  
00 11 13 Notice to Contractors for Email Bid 2024/07/30  
00 12 13 Notice to Contractors & Subcontractors 2023/03/31 Include this section in the bid documents, in lieu of the Notice to Contractors section, only when Filed Sub-bids are used.
00 21 13 Instructions to Bidders 2023/03/31  
00 22 13 Instructions to Filed Sub-bidders 2023/03/31 Include this section in the bid documents, in addition to the Instructions to Bidders section, only when Filed Sub-bids are used.
00 41 13 Contractor Bid Form 2022/02/11   
00 41 13F Named Filed Sub-bidders 2020/11/03 Include this section in the bid documents, in addition to the Contractor Bid Form section, only when Filed Sub-bids are used.
00 41 16 Subcontractor Bid Form 2022/02/11 Include this section in the bid documents, in addition to the Contractor Bid Form section, only when Filed Sub-bids are used.
00 43 13 Contractor Bid Bond - sample 2024/02/14 Place this item, rather than the fillable form, in the bid documents.  The fillable bond form is located below.
00 43 16 Subcontractor Bid Bond - sample  2024/02/14 Place this item, rather than the fillable form, in the bid documents.  The fillable bond form is located below.
00 52 13 Contract Agreement 2024/09/03 This is a fillable contract form. Do not place it in the bid documents.
00 52 13 Contract Agreement - Sample 2024/09/03 Place this item, rather than the fillable form, in the bid documents. 
00 52 16 Subcontract Agreement 2022/02/11 This is a fillable contract form. Do not place it in the bid documents.
00 52 16 Subcontract Agreement - sample 2022/02/11 Place this item, rather than the fillable form, in the bid documents. Include this section in the bid documents only when Filed Sub-bids are used.
00 61 13.13 Contractor Performance Bond - sample 2024/02/14 Place this item, rather than the fillable form, in the bid documents.  The fillable bond form is located below.
00 61 13.16 Contractor Payment Bond - sample 2024/02/14 Place this item, rather than the fillable form, in the bid documents.  The fillable bond form is located below.
00 61 13.23 Subcontractor Performance Bond - sample 2024/02/14 Place this item, rather than the fillable form, in the bid documents.  The fillable bond form is located below.
00 61 13.26 Subcontractor Payment Bond - sample 2024/02/14 Place this item, rather than the fillable form, in the bid documents.  The fillable bond form is located below.
00 71 00 Definitions 2022/02/11  
00 72 13 General Conditions 2021/04/27  
00 73 46 Wage Determination Schedule 2020/05/01 Include this section only when a Department of Labor wage rate is included for contract values $50,000 and greater.

Construction Contractor Bonds

Document Name Revised Document Description
00 43 13 Contractor Bid Bond 2024/02/14 Fillable bond form.
00 43 16 Subcontractor Bid Bond 2024/02/14 Fillable bond form.
00 61 13.13 Contractor Performance Bond 2024/02/14 Fillable bond form.
00 61 13.16 Contractor Payment Bond 2024/02/14 Fillable bond form.
00 61 13.23 Subcontractor Performance Bond 2024/02/14 Fillable bond form.
00 61 13.26 Subcontractor Payment Bond 2024/02/14 Fillable bond form.

Other Construction Phase Forms

Document Name Revised Document Description
Contractor Bid Form Instructions 
Small Construction Project
2020/05/01 This is guidance for creating the bid solicitation and bid form for under $50,000 construction projects.
Contractor Bid Form 
Small Construction Project
2020/05/01 Use this form for projects where contract values are under $50,000.
00 52 13 Small Construction Project Contract  2022/01/18 This form is used for projects with a construction contract value less than $50,000.
00 62 76.11 Requisition for Payment
Small Construction Project
2023/05/03 Excel spreadsheet for Contractor payment requests on small construction projects.
00 62 76 Application for Payment 2023/05/12 Excel spreadsheet for Contractor application for payment to use with BGS 00 62 76.01 Continuation Sheet.
00 62 76.01 Continuation Sheet 2023/05/12 Excel spreadsheet used in support of the BGS 00 62 76 Application for Payment form.
00 63 63 Change Order 2021/04/05 Excel workbook containing three worksheets needed to document a change of scope, cost or time of the construction contract.
00 72 14 Supplemental General Conditions 2024/04/17 Include this document with the standard 00 72 13 General Conditions section when the project has American Rescue Plan Act of 2021 funding.
00 63 46 Construction Change Directive 2021/04/05 This form is used only as necessary to direct work prior to a normal C.O. process.

Office Lease & Exhibits

Basic Office Lease (PDF)

  1. Exhibit A Memorandum of Lease (.doc)
  2. Exhibit B Commencement Notice (.doc)
  3. Covenants of Lessor:  Environmental and Operational  Maintenance Requirements (.doc)
  4. Parcel of Land Description (.doc)
  5. Site plan, Building Plans & Specifications (including the State’s Finish Specifications) (.doc)
  6. Custodial Specifications (.doc)
  7. Telecommunications Specifications 2015 (PDF)
  8. ASHRAE Ventilation Requirements (.doc)
  9. Leased Building Energy Efficiency Requirements (.doc)
  10. Letter of Intent (.doc)

Lease Cost Reduction Request

Lease Cost Reduction Request Form