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 | 2020/05/01 | This document describes the various procurement processes and options for design and construction. |
| Architectural and Engineering Fee Policy | 2020/11/02 | 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 | 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. |
Planning Phase Documents
| 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. | |
| 2020/05/01 | This is a Word document used to define the preliminary project schedule, work requirements, and budget as a basis for managing the project successfully. |
Design Phase Documents
| Document Name | Revised | Document Description |
|---|---|---|
| Architect Engineer Agreement - Core Consulting Services |
2020/05/01 |
Use this Agreement form when the BGS Professional Services Prequalification List is used for procurement of the Consultant, and other situations when the project scope is limited. |
| Architect Engineer Agreement - Comprehensive Scope Consulting Services | 2020/05/01 | Use this Agreement form when the project scope involves the coordination of full Architectural and Engineering Services. |
| Architect Engineer Agreement - Attachments | 2020/05/01 | These are required attachments for the Architect / Engineer Agreements. |
| DOE Supplement A | 2020/05/01 | This document is used with a Core Consulting Services Agreement for Pre-Design through Concept Design Consulting Services on State of Maine funded Public School Projects. |
| DOE Supplement B | 2020/05/01 | This document follows DOE Supplement A at the point in the process when Concept Design through Completion of Project Consulting Services is needed. |
| DVEM Supplement | 2020/05/01 | Department of Defense, Veterans and Emergency Management projects utilize this form with a Core or Comprehensive Scope Consulting Services Agreement. |
| Architect Engineer Agreement - Supplemental Agreement | 2020/05/01 | This form amends the time, scope, or cost of any of the Architect / Engineer Agreements. |
| Notice to Municipality Letter | 2018/03/15 | 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. |
|
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. |
| Pre-bid Conference Agenda | 2018/02/15 | Reference document to assist in conducting a pre-bid meeting. |
| A/E RFQ Legal Advertisement | 2020/05/01 | This is the legal advertisement form for Request for Qualifications (RFQ) for Architectural or Engineering services. |
| A/E RFQ Information Sheet | 2020/05/01 | This RFQ Information Sheet shall be posted on the website to provide details of project requirements and the procurement process. |
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 | |
| 2020/05/13 | ||
| 00 11 13 Notice to Contractors for Email Bid | 2020/09/10 | |
| 00 12 13 Notice to Contractors & Subcontractors | 2020/05/01 | 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 | 2020/05/01 | |
| 00 22 13 Instructions to Filed Sub-bidders | 2020/05/01 | 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 | 2020/11/03 | |
| 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 | 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 43 13 Contractor Bid Bond - sample | 2020/10/21 | 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 | 2020/10/21 | Place this item, rather than the fillable form, in the bid documents. The fillable bond form is located below. |
| 00 52 13 Contract Agreement | 2020/05/01 | This is a fillable contract form. Do not place it in the bid documents. |
| 00 52 13 Contract Agreement - sample | 2020/05/01 | Place this item, rather than the fillable form, in the bid documents. |
| 00 52 16 Subcontract Agreement | 2020/05/01 | This is a fillable contract form. Do not place it in the bid documents. |
| 00 52 16 Subcontract Agreement - sample | 2020/05/01 | Place this item, rather than the fillable form, in the bid documents. Include this section in the bid documents, in addition to the Contract Agreement - sample section, only when Filed Sub-bids are used. |
| 00 61 13.13 Contractor Performance Bond - sample | 2020/10/21 | 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 | 2020/10/21 | 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 | 2020/10/21 | 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 | 2020/10/21 | Place this item, rather than the fillable form, in the bid documents. The fillable bond form is located below. |
| 00 71 00 Definitions | 2020/05/01 | |
| 00 72 13 General Conditions | 2020/05/01 | |
| 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 | 2020/10/21 | Fillable bond form. |
| 00 43 16 Subcontractor Bid Bond | 2020/10/21 | Fillable bond form. |
| 00 61 13.13 Contractor Performance Bond | 2020/10/21 | Fillable bond form. |
| 00 61 13.16 Contractor Payment Bond | 2020/10/21 | Fillable bond form. |
| 00 61 13.23 Subcontractor Performance Bond | 2020/10/21 | Fillable bond form. |
| 00 61 13.26 Subcontractor Payment Bond | 2020/10/21 | Fillable bond form. |
Construction Phase Documents
| Document Name | Revised | Document Description |
|---|---|---|
| Legal Advertisement - Invitation for Bids (IFB) | 2020/05/01 | This is the legal advertisement form for construction services. |
| 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. |
| Bid Tabulation Form | 2020/05/01 | Excel spreadsheet used to record the bids at the time of bid opening. |
| Notice of Intent to Award Letter | 2020/05/01 | Letter to notify successful bidder of the intent to contract with that company. |
| Small Construction Project Contract | 2020/05/01 | This form is used for projects with a construction contract value less than $50,000. |
| Sample Preconstruction Meeting Agenda | 2018/02/15 | 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. |
| Requisition for Payment | 2020/05/01 | Excel spreadsheet for Contractor payment requests on small construction projects. |
| Application for Payment | 2020/05/01 | Excel spreadsheet for Contractor application for payment to use with BGS Continuation Sheet. |
| Continuation Sheet | 2020/05/01 | Excel spreadsheet used in support of the BGS Application for Payment form. |
| Change Order Form - face sheet | 2020/05/01 | This sheet will show the summary of cost and time changes, and the approval signatures for the whole Change Order. |
| Change Order Form - list of items | 2020/05/01 | This sheet lists each of the Change Order items, their justification, time, and cost. |
| Change Order Form - details | 2020/05/19 | This sheet shows all of the details for each C.O. item and can be included with other supporting documentation. |
| Construction Change Directive | 2020/05/01 | This form is used only as necessary to direct work prior to a normal C.O. process. |
Office Lease & Exhibits
Basic Office Lease (PDF)
- Exhibit A Memorandum of Lease (.doc)
- Exhibit B Commencement Notice (.doc)
- Covenants of Lessor: Environmental and Operational Maintenance Requirements (.doc)
- Parcel of Land Description (.doc)
- Site plan, Building Plans & Specifications (including the State’s Finish Specifications) (.doc)
- Custodial Specifications (.doc)
- Telecommunications Specifications 2015 (PDF)
- ASHRAE Ventilation Requirements (.doc)
- Leased Building Energy Efficiency Requirements (.doc)
- Letter of Intent (.doc)