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 2018/03/16 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.

Schedule, Scope and Cost Documents

2018/03/19 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  

00 11 13 Notice to Contractors

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)

  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