Code of Maine Rules
18 - DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES
554 - BUREAU OF GENERAL SERVICES
Chapter 1 - STATE OF MAINE PROCEDURES FOR PROCUREMENT OF PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES
STATE OF MAINE GUIDELINES FOR A/E PROCUREMENT
Current through 2024-38, September 18, 2024
PREPARED BY THE BUREAU OF GENERAL SERVICES (referred to as the Bureau) to assist owners in accordance with the Procedures for the Procurement of Professional Architectural & Engineering Services.
Once the Contracting Authority (owner) has made the decision to proceed with a particular project, it will be necessary for the owner to develop a basic concept program for the project before Initiating action relating to the selection of A/E. This concept should contain such things as the need for the project, the design objectives; together with estimated project cost, although at this point In time such an estimate may, in effect, be nothing more than a "ball park" figure. Upon the completion of the conceptual development of the project, the following steps should be undertaken regarding the selection of an A/E firm who will provide the necessary professional services for the project.
A. OWNER A/E SELECTION COMMITTEE
Prior to any action regarding the selection of the A/E, it is recommended that the owner establish an A/E Selection Committee. This A/E Selection Committee would have the responsibility of preparing the advertisement, screening the list of A/E's who indicate an interest In the project, selecting those firms who are to be Interviewed and following the interview, making the final selection of the firm to be commissioned for the project. The Bureau would suggest this Selection Committee be composed of approximately 5-7 Individuals. Individuals should be selected for this Committee on the basis of their association with the project; either from program or administrative responsibilities. The Bureau will, upon request, make available a representative to assist this Committee in Its responsibilities.
B. ADVERTISEMENT
It will be necessary for the A/E Selection Committee to prepare an advertisement which, in accordance with the statutory requirements, must be placed in a newspaper serving the locality in which the project is to be located. Also, in accordance with the procedures established, the same advertisement must appear in the Daily Kennebec Journal In Augusta. By placing all ads in the Daily Kennebec Journal in Augusta, a central location will be provided where all interested A/E's can be made aware of the potential needs for their services.
The Bureau would also suggest that the owner place the ad or similar notification of the project in the various professional and industry bulletins and news letters. Contact the Bureau and you will be furnished the names of the various media news letters.
The Procedures contain a requirement to publish the advertisement at least two weeks before the selection. This should be considered the minimum notification. However, many of the larger projects will require a longer advertising period. For the larger more complex projects a 30-day advertising period would be more practical.
The advertisement should contain a brief description of the project, including but not limited to; the project title, the general scope of the project, and any other pertinent information which would permit Interested A/E's a better understanding of the services required. Also, it will be necessary for the ad to contain a submission deadline for the interested firms, together with the name of the owner's representative to whom their letters should be addressed.
Along with the A/E firms' letters of interest, the owner should receive from each firm, information demonstrating the firm's understanding of the project, evidence of the firm's ability to perform, profiles of the firm's personnel, and the firm's fiscal stability; together with references with whom the owner may contact regarding the firm's previous projects. A sample advertisement is' contained in the Appendix.
Also the owner may contact the Bureau for a list of A/E's who have previously filed with the Bureau, indicating an interest In providing the required services. The owner can then send the advertisement directly to any of these A/E firms contained on the Bureau's list.
C. REVIEW OF A/E'S WHO INDICATE INTEREST IN PROJECT
The A/E Selection Committee should carefully review all of the background Information submitted by each of the firms expressing an interest in the project. The Committee should evaluate, in-depth, the evidence presented by the firm indicating the firm's ability to perform, the experience of the firm's personnel, a listing of the firm's previous experience (on similar projects and also projects not related), and the firm's references.
The Bureau certainly cannot overemphasize the importance of the A/E Selection Committee to check the references given by various firms prior to selecting the firms for interviewing. It is also important that the Committee check on previous projects involving the fir but not listed for reference purposes in the material submitted by the firm.
D. SELECTION OF THE FIRMS FOR INITIAL INTERVIEW
In accordance with the adopted procedures it will be necessary to select a minimum of three firms for interview and the Bureau would suggest this number be increased to 5 or 6 firms. To interview more than the maximum of 5 or 6 as suggested, many times tends to dilute the value of the interview process.
If, after advertising the project in accordance with Procedures for Procurement of Professional Architectural & Engineering Services, less than three firms respond indicating an interest in the project, the owner should proceed with the selection process in accordance with the balance of the procedures.
Following the screening as described above, the A/E Selection Committee should call in those firms for interview that appear to be best able to provide the necessary professional services for the particular project involved.
Once the A/E Selection Committee has made its decision on the firms to be interviewed, a letter should be forwarded to each of the firms so selected, indicating the date of the interview and the location. Any additional project information, such as a more definitive concept program, should be forwarded to these firms being interviewed. It is suggested that, unless there are most unusual circumstances surrounding the project, that the interviews normally last approximately 20-45 minutes. A one-hour schedule permits ample time for the interview and still allows a "break" between on interview and the next. This "break" allows the members to discuss certain aspects of a particular interview, prior to entering in the next interview.
Letters should also be forwarded to those firms not selected for interview.. It is certainly proper that firms not selected be made aware of the owner's gratefulness for interest they have shown in the project.
Samples of both of the above referred to letters are contained in the Appendix.
A sample interview questionnaire is also contained in the Appendix. The purpose of this questionnaire is to see that each interviewed is asked the same basic questions and that in each case, the firms response is noted.
It is important, also, that the questions not be presented in the format of an "oral examination." Committee members should attempt to establish an informal, relaxed atmosphere, where both parties involved; the owner and the firm being interviewed, can more easily obtain a better understanding of each others position during the interview.
E. INTERVIEW PROCESS
During the interview, the A/E Selection Committee members should, through in-depth discussion with the representatives of the firms, attempt to determine the firm's basic understanding of the project and a general philosophy regarding the firm's approach to the particular project.
The in-depth discussion with the firm's representatives should include discussion involving the following items of extreme importance in the selection process. (Items are not listed in order of importance, are not of equal weight and the relative importance of the items vary from project to project).
Based upon the discussion of the above items and other pertinent information, the A/E Selection Committee should establish a ranking order of preference 1-2-3 ... with the number 1 firm judged the most qualified for the particular project.
Evaluation and ranking is sensitive and requires a good deal of time. Members of the A/E Selection Committee must be accountable. They should, therefore, involve more than one knowledgeable person, keep accurate records of all correspondence, memos, evaluation sheets, evaluation criteria and competitors submissions.
It is important for the A/E Selection Committee to determine the ranking of the interviewed firms on the basis of their professional capability in accordance with the criteria listed above. There Is no need, nor should there be, for any discussion of fee during this Interview process. In accordance with the legislation which mandates this selection process, the "contracts for Architectural/ Engineering Services be negotiated by the Contracting Authority on the bases of evaluation of professional competency and qualifications required for the type of services contemplated at fair and reasonable rates." A discussion of fees during the Interview process, Involves the negotiating process which should commence only after the Interviewed firms have been arranged In a rating order as indicated.
F. NEGOTIATION PROCESS (2ND INTERVIEW)
The A/E Selection Committee should invite the firm selected as most qualified to present a comprehensive proposal. This proposal should be requested from the selected firm after the Committee has established a clear definition of services to be rendered and forward same to the firm. Following receipt of the firm's proposal based upon the clear definition of services to be rendered, a meeting should be arranged between the selected firms and the Committee to allow for evaluating and, it necessary, modifying the original proposal.
The firm's proposal submitted should be based upon the Bureau's Recommended Fee Schedule for Design of Public Improvements. Any negotiations will be judged in relationship to this fee schedule. Such negotiations should give consideration to the following:
Should the Committee be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, at a price the Committee determines to be fair, competitive and reasonable, negotiations with that firm shall be formally terminated. The Committee shall then undertake negotiations with the second most qualified firm. Failing accord with the second most qualified firm, the Committee shall terminate negotiations. The Committee shall then undertake negotiations with the third most qualified firm, and so on.
It would be most unusual if the Committee found it necessary to negotiate beyond the second qualified firm. If it were necessary to go to the third qualified firm or beyond, it would seem reasonable that the process should be suspended and the scope and complexity of the project be, once again, reviewed. In such a case, the Bureau would be in a position to assist the owner in this situation.
G. PROFESSIONAL AGREEMENT
When an acceptable fee has been successfully negotiated, the terms of such negotiations should be reduced to writing on the BPI standard contract agreement form. Basically, there are two standard forms used for such agreements. The first is known as the short-form, which is used primarily for preliminary design/concept services relating to public school facilities and for engineering feasibility studies. The second is what is known as full or basic services agreement. Copies of both these agreement forms are contained in the Appendix. For projects considered State projects, it will be necessary to execute the agreement in 6 copies. For professional agreements involving public school facilities, it will be necessary to prepare 4 copies of the agreement.
The Bureau will be available to assist in the preparation of these agreement forms. The agreement should be executed (in the necessary numbers as indicated above) by the Contracting Authority and a principle of the design firm and then forwarded to the Bureau for approval by that office. Once approved by the Bureau, copies will be distributed to all parties involved with the project.
H. METHODS OF PROFESSIONAL COMPENSATION
The Bureau will assist the owner in preparing the agreement and offer advice regarding the method of compensation adopted for each particular project. Listed below are the basic forms of compensation utilized.
RECOMMENDED FEE SCHEDULE FOR DESIGN OF PUBLIC IMPROVEMENTS
The Bureau of General Services has prepared this Recommended Fee Schedule to assist Owners in negotiating A/E fees. This fee schedule is based upon a review of current projects and one considered to represent fair and reasonable prices for A/E professional services. However, due to varying project requirements, it is suggested that this schedule be used as the basis of the fee negotiation; thus, permitting variations in the fee in order to recognize individual project requirements.
The Bureau will continually monitor the prevailing reasonable rates and as a result of such review may periodically reissue the schedule and/or adjustments to it.
BASIC SERVICES
The Recommended Fee Schedule for Design of Public Improvements is directly related to the basic services provided by A/E's as indicated in Article 11 of the standard Agreement Between Owner & Architect or Engineer for the Design of Public School Projects (and/or) State Projects. These basic services are enumerated below.
SCHEMATIC DESIGN PHASE
In this phase the Designer shall ascertain the requirements of the project by consulting with the Owner and the Bureau of General Services (hereafter referred to as the Bureau)and shall prepare schematic design studies which shall indicate the concept of the project, including the proposed general shape, size and type of construction. The Designer shall prepare and submit to the Owner and the Bureau a statement of probable construction cost based on area, volume, or other current unit costs, adjusted for the project under consideration.
During this phase the Designer shall furnish sketch evaluation or a perspective, appropriately colored, if desired, of the proposed building which shall become the property of the Owner. If the "professional " nature the Owner shall so direct the Architect and will reimburse the Architect for the cost of the same.
Concurrently with the preparation of the schematic design, the Designer shall determine from competent authority any of the following factors in conflict with use of the site as proposed:
(1) zoning regulations
(2) sanitary codes
(3) health and fire laws
(4) local ordinances
and shall report his findings thereon to the Owner when submitting the plans, etc.
PRELIMINARY DESIGN PHASE
These drawings shall show the extent of the site; location of project on the site; type of foundation, the proposed floor plans; elevations and working sections; and shall be sufficiently developed so as to fix and illustrate the size and character of the project in all of its essential particulars. The Designer shall furnish outline specifications describing the important items of work including the structural, mechanical, and electric systems, materials and such other essentials as may be appropriate. With the outline specifications, the Designer shall furnish a realistic estimate of construction cost predicated on the outline specifications and the drawings for this phase.
FINAL DESIGN PHASE
These are logical and final developments of the foregoing preliminary design phase. They are a part of the construction contract documents and as such must explain in complete detail the full scope of the work included in the contract and to be performed under the same. A final detailed estimate of the cost of construction predicated on these detail drawings and specifications shall accompany them.
BIDDING PHASE
The Architect, following the Owner's approval, of the final design plans and specifications, shall assist the Owner in obtaining bids or negotiated proposals, and in awarding and preparing construction contracts.
CONTACT ADMINISTRATION
The contract administration phase will commence with the award of a contract and will terminate at the end of the year's guarantee period, which guarantee period shall commence upon the issuance of a certificate of acceptance of a construction project.
The Designer's administration of the construction contract is understood to include, but is not limited to the following:
(1) to furnish to Owner and Bureau monthly reports of inspection and progress.
(2) To furnish comprehensive reports on necessary change orders with recommendations regarding the same.
(3) To preside at the pre-construction conference and monthly job meeting and provide reports on same to the Owner and the Bureau.
(4) To check and approve partial payment requisition submitted by contractors.
(5) The Designer shall review and approve shop drawings, samples, and other submissions of the contractor only for conformance with the design concept of the project and for compliance with the information given in the contract documents.
(6) To make a final inspection of the project with Owner, the Bureau, and the Contractor.
(7) To make an inspection prior to expiration the guarantee period and report on observable defects of material and workmanship requiring correction by the contractor under his contract.
(8) When authorized by the Owner he shall employ and pay for the services of a Resident Inspector as needed who shall be acceptable to the Owner and the Bureau, both as to person and salary (Reimbursable Expense).
ADDITIONAL SERVICES NOT INCLUDED IN BASIC SERVICES
The following services are not included in the basic service fee. If any of these additional services are authorized, additional reimbursement must be considered.
(1) Providing special analyses of the Owner's needs, and programming the requirements of the Project.
(2) Providing financial feasibility or other special studies.
(3) Providing design services relative to future facilities, systems and equipment which is not intended to be constructed as part of the Project.
(4) Providing interior design and other services required for or in connection with selection of furniture and furnishings.
(5) Providing services for planning tenant or rental spaces.
(6) If, at any time after acceptance by the Owner and the written approval of the Bureau of the design phases, he shall, through no fault of his, be required by the Owner and the Bureau to make substantial changes in detail plans and specifications, he will make the required changes, and will be entitled to just and equitable compensation; thereof, He, the Owner, and the Bureau will agree upon the basis of such compensation before beginning such work.
(7) Providing consultation concerning replacement of any work damaged by fire or other cause during construction, and furnishing his contract. professional services of the type as may be required in connection, with the replacement of such work.
(8) Providing professional services made necessary by the default of the Contractor.
(9) Providing Contract Administration and observation of construction after the approved completion date has been exceeded by more than twenty percent through no fault of the Architect.
(10) Preparing to serve or serving as an expert witness in connection with any public hearing, arbitration proceeding or legal proceeding.
(11) Providing services or professional consultants (request and approved by Owner) for other than normal structural, mechanical and electrical engineering services for the project.
(12) Prior to final payment of Designer's fee, adjustment consideration shall be given to contract change orders. (See Article IV - Standard agreement).
(13) Prior to or during the final phase, fee adjustments for alternates will be considered for specific circumstances involved. (See Article IV - Standard agreement).
| TATE OF MAINE ARCHITECTURAL PROJECTS SCHEDULE OF RECOMMENDED FEES | |||||
| New Construction Cost | A Rate | B Rate | C Rate | ||
| $50,000 and below | 8.0 | 9.0 | 10.0 | ||
| $50,000 | to | $100,000 | 7.5 | 8.5 | 9.5 |
| $100,000 | to | $150,000 | 7.2 | 8.2 | 9.2 |
| $150,000 | to | $200,000 | 6.9 | 7.9 | 8.9 |
| $200,000 | to | $300,000 | 6.5 | 7.5 | 8.5 |
| $300,000 | to | $400,000 | 6.2 | 7.2 | 8.2 |
| $400,000 | to | $500,000 | 6.0 | 7.0 | 8.0 |
| $500,000 | to | $600,000 | 5.9 | 6.9 | 7.9 |
| $600,000 | to | $700,000 | 5.8 | 6.8 | 7.8 |
| $700,000 | to | $800,000 | 5.7 | 6.7 | 7.7 |
| $800,000 | to | $900,000 | 5.6 | 6.6 | 7.6 |
| $900,000 | to | $1,000,000 | 5.5 | 6.5 | 7.5 |
| $1,000,000 | to | $1,500,000 | 5.3 | 6.3 | 7.3 |
| $1,500,000 | to | $2,000,000 | 5.1 | 6.1 | 7.1 |
| $2,000,000 | to | $2,500,000 | 5.0 | 6.0 | 7.0 |
| $2,500,000 | to | $3,000,000 | 4.9 | 5.9 | 6.9 |
| $3,000,000 | to | $4,000,000 | 4.8 | 5.8 | 6.8 |
| $4,000,000 | to | $5,000,000 | 4.7 | 5.7 | 6.7 |
| Alteration Construction Cost | |||||
| Add to percentage above | 2.0 | 2.5 | 3.0 | ||
| Beyond the limits of the schedule, the fee becomes a matter of negotiation. | |||||
EXAMPLES OF BUILDINGS ACCORDING TO DEGREE OF COMPLEXITY
A-Rate For structures of simple architectural character such as:
Warehouses
Hangars
Garages
Loft Buildings
Parking Structures.
B-Rate For structures of usual architectural character such as:
Office Buildings and Institutional Buildings
Schools
Dormitories
College Buildings (except special purpose Laboratories and Clinics)
Armories.
C-Rate For structures of individual or specialized architectural character:
Libraries
Communications Buildings including Radio and TV Studios
Clinics
Laboratories
Health Centers
Theaters (Performing Arts).
The fees above are based on the cost of construction and apply to lump sum, single contractor contracts. Where separate contracts are involved or where the construction is to be performed on a cost plus fee basis, and additional charge should be negotiated.
When new additions are combined with alterations to an existing building, the fee should be adjusted based on value proportionately in accordance with the schedule.
For multiple and different uses occurring in a single building, the fee may be adjusted proportionately to each occupancy. The fee for multiple or repetitive units, employing one or more repeated plans, should be negotiated.
| STATE OF MAINE ENGINEERING PROJECTS SCHEDULE OF RECOMMENDED FEES | |||||
| New Construction Cost | A Rate | B Rate | C Rate | ||
| $50,000 and below | 9.8 | 11.4 | 13.0 | ||
| $50,000 | to | $100,000 | 9.0 | 10.3 | 11.6 |
| $100,000 | to | $150,000 | 8.5 | 9.7 | 11.0 |
| $150,000 | to | $200,000 | 8.1 | 9.2 | 10.3 |
| $200,000 | to | $300,000 | 7.6 | 8.5 | 9.4 |
| $300,000 | to | $400,000 | 7.3 | 8.1 | 8.9 |
| $400,000 | to | $500,000 | 7.0 | 7.8 | 8.5 |
| $500,000 | to | $600,000 | 6.7 | 7.5 | 8.3 |
| $600,000 | to | $700,000 | 6.6 | 7.3 | 7.9 |
| $700,000 | to | $800,000 | 6.4 | 7.1 | 7.8 |
| $800,000 | to | $900,000 | 6.3 | 7.0 | 7.7 |
| $900,000 | to | $1,000,000 | 6.2 | 6.9 | 7.5 |
| $1,000,000 | to | $1,500,000 | 5.8 | 6.5 | 7.2 |
| $1,500,000 | to | $2,000,000 | 5.7 | 6.3 | 6.9 |
| $2,000,000 | to | $2,500,000 | 5.6 | 6.2 | 6.7 |
| $2,500,000 | to | $3,000,000 | 5.5 | 6.1 | 6.6 |
| $3,000,000 | to | $4,000,000 | 5.4 | 6.0 | 6.5 |
| $4,000,000 | to | $5,000,000 | 5.3 | 5.9 | 6.4 |
EXAMPLES OF PROJECTS ACCORDING TO DEGREE OF COMPLEXITY
A-Rate Avg. parks, marinas, rec. areas design
Avg. foundation design
Sewage collection over 24" diam. in rural and lightly built-up areas
Water dist. systems over 16" diam. in rural & lightly build-up areas
Retaining walls
Storm sewers & drains of avg. complexity
Avg. electrical design
Avg. structural design
Ave. mechanical design
Roads, streets, small bridges & fills of avg. complexity
Airports with simple terminal facilities
Airports without terminal facilities
Simple waterfront facilities
Small dams of avg. complexity.
B-Rate Complex electrical design
Complex structural design
Complex mechanical design
Air pollution abatement, control, & testing
Sewage Treatment Facilities
Roads, streets and Asymmetric bridges in urbanized areas
Water treatment facilities of avg. complexity
Avg. telecommunication facilities & systems
Avg. acoustical engineering
Pumping stations
Intercepting & relief sewers
Complex parks, marinas, recreational areas designs
Complex foundation designs
Sewage collection up to 24" diam. in rural and lightly built-up areas
Airports with extensive terminal facilities
Bulk cargo handling facilities, liquid/solid
Pipelines
Ports and harbors
Transmission and distribution (electrical-telephone)
Large dams or complicated small dams
Incinerators, Complex retaining walls
Complex storm sewers and drains
Solid waste disposal design.
C-Rate Electrical designs requiring extensive controls & instrumentation
Unusually complex structural design
Foundation designs requiring unusual approaches or extremely complex soils analysis
Sewage treatment facilities of unusual complexity
Waste treatment facilities of unusual complexity
Complex acoustical engineering
Storm sewers and drains in heavily urbanized areas
Mechanical design -- for structures requiring extensive controls, instrumentation & interfacing
Sewage collection in heavily urbanized areas
Water distribution systems in heavily urbanized areas
Extremely complex bridges
Ports & harbors with complex design consideration
Complex telecommunications facilities & systems
Complex marine engineering
Aeronautical engineering
Rehabilitation projects of a complex nature.
For may engineering projects, it is most difficult to establish an exact rate or degree of complexity. This is due to the many varying engineering functions within any given project. In such cases, the fee can be negotiated on the basis of estimated man hours and an acceptable hourly rate (x a multiplier, if applicable). the fee schedule can then be used as a guide reference to support such a negotiating process.
PAYMENT SCHEDULE
Payment to the A/E for professional services included in the standard Agreement Between the Owner and Architect or Engineer for the Design of Public School Projects (and/or) State Projects shall be in accordance with the following schedule:
| Schematic Design Phase | 15% |
| Preliminary Design Phase | 35% |
| Final Design Phase | 75% |
| Bidding Phase | 80% |
| Contract Administration* | 100% |
* Payment during the construction phase of the remaining 20% of the A/E fee shall be in relationship to the construction progress.
REIMBURSABLE EXPENSE FOR RESIDENT INSPECTOR (CLERK OF WORKS)
The Owner will reimburse the A/E for the cost of a full time project representative in accordance with the following:
(1) Regular Employee -- A regular payroll employee of the firm assigned to the project. Reimbursement at pay rate cost times a multiplier of 2. (Multiplier may vary with project conditions.)
(2) Project Employee - An employee hired specifically for the project. Reimbursement at pay rate cost times a multiplier of 1.5. (Multiplier may vary with the project conditions.)
(3) Contract Employee -- An individual hired specifically for the project as an independent contractor. Reimbursement at the actual contract.
Additional copies of the Recommended Fee Schedule available upon request.
SAMPLE ADVERTISEMENT
NOTICE
The Director of School Administrative District #00 is interested in procuring Architectural/Engineering services for the planning, development and construction of a 10-room elementary school.
Services required, but not limited to, are: Surveys (boundary & topographic); geotechnical (sanitary disposal, foundation design); planning (concept, public participation for local vote); design (building site, and utilities, contract documents); construction (site visitation, construction meetings, testing, as built drawings)..
Interested firms are requested to respond indicating: understanding of project, evidence of ability to perform, profile of personnel, references, and fiscal stability. Responses should he directed to Mr. A. J. Smith, Superintendent, on or before November 10, 1979.
A. J. Smith, Superintendent
School Administrative District #00
415 South Street
Portland, Maine 00000
SAMPLE LETTER (NOTIFICATION - INITIAL INTERVIEW)
Mr. Sam Brown, President
Brown Associates
14 James Road
Augusta, Maine 04330
Re: A/E Interview - Elementary School
Dear Mr. Brown:
Please be advised that the owners A/E Selection Committee request that your firm meet with the Committee for the purpose of interviewing for the professional services involved in the design of the proposed elementary school.
The Committee requests that you meet with them at 7:00 P.M. on Wednesday, November 17, 1979 at the Office of the Superintendent located at 415 South Street, Portland, Maine.
If you have any conflict with this date, please contact me as soon as possible and we will attempt to adjust to your schedule, otherwise, we will look forward to seeing you at that time.
Enclosed you will find additional program information relating to this project. I would suggest that you review this material in detail prior to your interview with the A/E Selection Committee.
Sincerely,
A. J. Smith, Superintendent
School Administrative District #00
415 South Street
Portland, Maine 00000
SAMPLE LETTER (NON-SELECTION, INITIAL INTERVIEW)
Mr. Tom White, President
White Associates
Oak Street
Brunswick, Maine 00000
Re: Elementary School
Dear Mr. White:
Please be advised that the A/E Selection Committee received your letter of interest along with other background information which you forwarded to that Committee. The Committee has reviewed material forwarded by your firm along with many other firms who have expressed an interest in the project.
The Committee has selected several firms to come in for an interview on this project. I regret to inform you that your firm was not one of those selected for interview by the Committee.
However, the Committee wishes to inform you of their gratefulness for the interest you have shown in the project.
Sincerely,
A. J. Smith, Superintendent
School Administrative District #00
415 South Street
Portland, Maine 00000
SAMPLE LETTER (SELECTION - SECOND INTERVIEW)
Mr. Sam Brown, President
Brown Associates
14 James Road
Augusta, Maine 04330
RE: A/E Commission - Elementary School
Dear Mr. Brown:
This letter is to confirm the telephone call made to you on January 4, 1980.
It is our pleasure to inform you that your firm has been selected for final interview to discuss the project in-depth and to negotiate a fee for services.
Interview will be conducted at the Office of the Superintendent located at 415 South Street, Portland, Maine at 9:00 A.M. on Friday, January 4, 1980.
We were all impressed by your presentation and look forward to our next meeting.
Sincerely,
A. J. Smith, Superintendent
School Administrative District #00
415 South Street
Portland, Maine 00000
BUREAU OF PUBLIC IMPROVEMENTS
A/E INTERVIEWS
PROJECT:_____________________________________________________________________
DATE:________________________________________________________________________
FIRM NAME:__________________________________________________________________
ADDRESS:____________________________________________________________________
TYPE OF ORGANIZATION: CORPORATION () PARTNERSHIP () INDIVIDUAL ()
NAMES & TITLES OF PRINCIPALS:
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REPRESENTATIVES IN ATTENDANCE:
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PERSONNEL IN FIRM:
Registered Architects ________________________
Registered Engineers ________________________
Draftsmen ________________________
Specification Writers ________________________
Surveyors ________________________
Site Planners ________________________
Clerks ________________________
Total Staff ________________________
How long has firm been organized and what are the professional backgrounds or experience of the principals and/or individuals"
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Do you prepare your own designs for
(a) Structural Yes () No ()
(b) Heating and Ventilating Yes () No ( )
(c) Plumbing Yes () No ( )
(d) Electrical Yes () No ()
If you do not do your Architectural/Engineering "in house" whom do you intend to have as consultants"
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What experience have you had in designing similar facilities"
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What projects have you completed which you believe are indicative of your design capabilities"
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Who in your organization will be personally responsible or "in charge" of this project"
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What is the present workload of your office"
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Discuss Project Time Schedule - If you should be commissioned to do this project, can you meet this schedule"
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Discuss Project Budget - Do you believe the budget figures (sq. ft. est. or other comparison) to be realistic"
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Any additional information or comments:
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Request names of individuals involved in previous projects whom the A/E might suggest as reference.
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SAMPLE ONLY PUBLIC SCHOOL PROJECT SAMPLE ONLY
FORM OF AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT entered into the 20th day of January 1980 by and between the School Administrative District #00 hereinafter called the Owner and Brown Associates, 14 James Road, Augusta, Me. hereinafter called the Architect.
WITNESSETH, that
WHEREAS: The Owner has been authorized to have the Architect provide professional services for the planning, development and construction of a 10-room elementary school at Maple, Maine said services to be performed as enumerated below:
1. A site survey for the purpose of determining sufficiency of site to met requirements for a new elementary school.
2. Prepare a plan or plans for long-range construction that may be viewed by owners that they may select one that is acceptable and meets the owners educational needs.
3. That the selected plan will be drawn to a condition whereby the State Department of Education can give preliminary approval, which will allow the owner to present to the citizens of Naples and/or local authorized agency, for approval of a bond or note to cover construction, equipping and design costs.
4. Prepare budget estimates for the various steps of the proposed building procedure and an estimate of the total cost.
5. If the Architect is authorized to proceed with full design services for this facility, it is agreed that the amount of the fee for services enumerated in this agreement will be credited toward the basic services contract, derived from the Recommended Fee Schedule for Design of Public Improvements.
NOW THEREFORE the Owner and the Architect for considerations hereinafter named, agree as follows:
A lump sum fee of $5,000.
$ 5, 000.00
The parties hereto agree to the full performance of the Covenants contained herein.
IN TESTIMONY THEREOF, the parties hereunto have set their respective hands and seals the day and year first above written.
Witnessed By: OWNER
SCHOOL ADMINISTRATIVE DISTRICT #00
______________________By:_____________________
Superintendent _____________
Title
BROWN ASSOCIATES ___________
Firm Name
Witnessed By:
________________ By: _________________
President__________
Title
Approved By:____________________
Director, Bureau of General Services
If a corporation, use the corporate seal and write State of Incorporation. If a partnership, all partners should execute the Agreement.
SAMPLE ONLY SAMPLE ONLY
STATE OF MAINE
AGREEMENT BETWEEN OWNER AND ARCHITECT OR ENGINEER
FOR DESIGN OF PUBLIC SCHOOL PROJECTS
(The word Designer as hereinafter used shall mean Architect or Engineer).
THIS AGREEMENT made the 1st day of April, 1980 by and between the School Administrative District #00 hereinafter called the owner, and Brown Associates, 14 James Road, Augusta, Maine hereinafter called the Designer.
WITNESSETH, that
WHEREAS: The Owner has been authorized to have the Designer prepare plans and specifications for the administration of the construction contract of a project at Maple, Maine
To BE KNOWN AS Elementary School
and,
WHEREAS: The funds available for construction under this agreement for said project are Nine Hundred Thousand Dollars ($900,000) which amount is to include, (1) all construction work and the connecting up of all existing utilities and related services, (2) any other cost directly chargeable to the proper functioning of the building including equipment built-in as a component part of the building, (3) a 10% design contingency; and which sum is not to be exceeded by the Designer in his design except by permission of the owner and the written approval of the Bureau of General Services.
NOW THEREFORE the Owner and the Designer for the considerations hereinafter named, agree as follows:
