RFQ- Town of Bar Harbor Municipal Facility Efficiency Improvements

Start Date: July 24, 2025
End Date: October 24, 2025
Type: Requests for Proposals (RFP)

Project: Municipal Facility Efficiency Improvements

Date: July 15, 2025

SECTION 1: SUMMARY

The Town of Bar Harbor is seeking Statements of Qualifications (SOQs) from qualified individuals, consultants, or firms to provide comprehensive project development and management services for municipal facility improvement projects under a multi-year contract.

The selected consultant or firm will be responsible for delivering full-cycle project support, including technical specification development, bid process management, construction oversight, and project administration for assigned projects.

SECTION 2: BACKGROUND

The Town anticipates undertaking multiple facility-related capital projects over the next several years. These projects may involve building renovations, implementation of energy audit recommendations, mechanical and electrical system upgrades, and other infrastructure improvements.

This RFQ seeks to establish a contract with a highly qualified consultant or firm to provide professional services on an as-needed basis.

SECTION 3: SCOPE OF WORK

The selected consultant or firm may be assigned projects involving some or all the following services:

1. Project Planning and Development

• Develop project scopes, budgets, and schedules
• Conduct facility evaluations and needs assessments
• Analyze energy audit results and develop actionable implementation plans

2. Technical Specification and Bid Document Preparation

• Prepare construction documents, technical specifications, and bid packages
• Ensure compliance with applicable codes and standards
• Assist with procurement strategies and pre-bid meetings

3. Bidding and Contractor Selection

• Manage competitive bidding processes in accordance with Town and state procurement rules
• Assist with contractor evaluations and selection
• Provide technical input during contract negotiations

4. Construction Administration and Project Oversight

• Monitor construction progress and compliance with project specifications
• Manage schedules, budgets, and change orders
• Review contractor submittals and payment applications
• Conduct regular site visits and inspections

5. Project Closeout

• Oversee final inspections and project commissioning
• Ensure delivery of as-built documentation and warranties
• Prepare project completion reports

6. Reporting and Communication

• Provide regular updates to Town staff and officials
• Coordinate with other consultants, contractors, and regulatory authorities as needed

SECTION 4: MINIMUM QUALIFICATIONS

• Minimum of five years of experience in facilities project development, energy consulting, construction management, or related services
• Demonstrated experience managing public-sector or institutional building projects from design through construction
• Strong knowledge of mechanical, electrical, and structural building systems
• Proficiency in developing project budgets and technical specifications
• Effective communication and project coordination skills

Preferred Qualifications (not required):

• Professional licensure or certification (PE, RA, CEM, PMP)
• Familiarity with ASHRAE energy audit standards and practices
• Experience with Maine municipal procurement procedures

SECTION 5: SUBMISSION REQUIREMENTS

Interested firms or individuals shall submit the following:

1. Cover Letter summarizing interest and qualifications
2. Statement of Qualifications detailing relevant experience and technical capabilities
3. Project Examples (at least three relevant projects with descriptions, scope of services provided, project budgets, and outcomes)
4. Resumes of key personnel who would be assigned to Town projects
5. References (minimum three, including contact information)

SECTION 6: EVALUATION AND SELECTION CRITERIA

Submissions will be evaluated based on the following:

Criteria

Relevant Experience and Expertise- Weight 35%

Demonstrated Project Success- Weight 25%

Staff Qualifications- Weight 15%

Understanding of Project Needs- Weight 15%

References and Professional Reputation- Weight 10%

SECTION 7: CONTRACT TERMS

The Town intends to award a contract for an initial term of two years, with an option to extend for one additional year.

The contract will be task-order based, with specific scopes of work, fees, and timelines negotiated for each assignment.

Compensation will be based on negotiated rates or lump-sum fees per project.

The consultant will be required to comply with all applicable federal, state, and municipal regulations, including insurance and indemnification provisions as outlined in the final contract.

SECTION 8: SUBMISSION DEADLINE

All Statements of Qualifications must be received by:
September 30, 2025 by 5:00 PM

Submissions may be delivered electronically to:
[email protected]

Or mailed to:
93 Cottage Street
ATTN: Human Resources
Bar Harbor, ME 04609

Late submissions will not be considered.

SECTION 9: QUESTIONS AND CLARIFICATIONS

Questions regarding this RFQ must be submitted by September 30, 2025. Responses to all questions will be provided to all known respondents.

SECTION 10: RESERVATION OF RIGHTS

The Town reserves the right to reject any or all submissions, to waive informalities, and to negotiate with any respondent deemed to be in the best interest of the Town.