SCOPE OF SERVICES TO BE PROVIDED A. Overview On this project, located in Benton, ME, the awarded bidder will work with the Department and RSU 49 on services relative to the construction of a school that has been approved for State funding. Work will be conducted on a part-time basis, with the awarded bidder working varying hours week-to-week, based upon the flow of the construction project. The awarded bidder will support an effective and efficient delivery of state funded school construction projects, helping to ensure a high-quality finished project. B. Specific Description of Tasks The awarded bidder will perform the following tasks: 1. Act on behalf of the Department while acting within the following responsibilities. 2. Draft responses to questions from the SAU, agencies, and others for consideration by the Department. 3. Research technical issues that affect the project. 4. Work with the DOE Office of School Facilities. 5. Advise the superintendent of schools on the construction process. 6. Attend project design meetings as requested by the School Construction Coordinator, primarily in Benton, and as necessary in Augusta, with DOE staff and local education agency officials from concept approval through project closeout. 7. Assist the School Construction Coordinator in the management of assigned school construction project, including tasks such as: a. Attending and participating in all meetings involved with the school system, architect, engineers, and others in reviewing, modifying, and improving plans and specifications; b. Reviewing and analyzing plans, specifications, and cost estimates; c. Attending bid openings and participating in the bid analysis; d. Attending requisition meetings and progress meetings during the construction phase of the project; e. Reviewing requisitions, requests for proposals, and proposed change orders and monitoring whether the associated costs are local, state and local, or other; f. Communicating with DOE and school system personnel, especially on construction issues, costs, and budgets; g. Facilitating open communication at the job site and making every reasonable effort to keep the project conflict-free; h. Assisting in procurement and contract development of other necessary Owner services; including construction testing services, special inspections, furniture, utilities, etc.; i. Assisting with the coordination of Owner-provided material and delivery with Contractor for installation; and j. Assisting in the project close-out process. C. Performance Measures & Deliverables In performing the Tasks 1-7 above, the Awarded bidder will be expected to: 1. Review and provide comments on design and estimate submittals. 2. Submit project field reports with photographs and identify construction issues within three (3) days of site visits. 3. Review and provide recommendations on issues and documents requiring the signature of the Superintendent and/or the DOE. 4. Communicate with the DOE School Construction Coordinator a minimum of one (1) time per month about project status and to maintain consistent representation of DOE standards. 5. Provide a project close-out report summarizing successful project practices and recommendations to improve future projects within ninety (90) days of substantial completion. Question & Answer Summary: Responses to all questions will be compiled in writing and posted on the following website no later than seven (7) calendar days prior to the proposal due date: Division of Procurement Services RFP Page. It is the responsibility of all interested parties to go to this website to obtain a copy of the Question & Answer Summary. Only those answers issued in writing on this website will be considered binding. Only proposal submissions received by e-mail will be considered. The Department assumes no liability for assuring accurate/complete e-mail transmission and receipt. b. E-mails containing links to file sharing sites or online file repositories will not be accepted as submissions. Only e-mail proposal submissions that have the actual requested files attached will be accepted. c. Encrypted e-mails received which require opening attachments and logging into a proprietary system will not be accepted as submissions. Please check with your organization's Information Technology team to ensure that your security settings will not encrypt your proposal submission. d. File size limits are 25MB per e-mail. Bidders may submit files separately across multiple e-mails, as necessary, due to file size concerns. All e-mails and files must be received by the due date and time listed above. e. Bidders are to insert the following into the subject line of their e-mail proposal submission: "RFP# 202308183 Proposal Submission - [Bidder's Name]" f. Bidder's proposal submissions are to be broken down into multiple files, with each file named as it is titled in bold below, and include: - File 1 [Bidder's Name] - Preliminary Information: PDF format preferred Appendix A (Proposal Cover Page) Appendix B (Debarment, Performance and Non-Collusion Certification) All required eligibility documentation stated in PART IV, Section I - File 2 [Bidder's Name] - Organization Qualifications and Experience: PDF format preferred Appendix C (Organization Qualifications and Experience Form) and all required information and attachments stated in PART IV, Section II. - File 3 [Bidder's Name] - Proposed Services: PDF format preferred All required information and attachments stated in PART IV, Section III. - File 4 [Bidder's Name] - Cost Proposal: PDF format preferred Contract Term The Department is seeking a cost-efficient proposal to provide services, as defined in the RFP, for the anticipated contract period defined in the table below. Please note, the dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract. Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for one renewal period, as shown in the table below, and subject to continued availability of funding and satisfactory performance. The term of the anticipated contract, resulting from the RFP, is defined as follows: Period Start Date End Date Initial Period of Performance 11/1/2023 3/1/2026 Renewal Period #1 3/2/2026 3/1/2027