Request for Proposal – Schoolhouse Arts Center Building Assessment.



August 4, 2022

Schoolhouse Arts Center Building Assessment


  1. Introduction

Schoolhouse Arts Center (hereafter referred to as the “Center”) is a nonprofit performing arts theater in its 33rd year of existence. It is located at 16 Richville Rd., Standish, Maine 04084. The “Center” building was previously the Standish High School and is over 100 years old. The mission of the “Center” is to educate and develop children and young adults from in, around and throughout the Sebago Lakes Region in the performing arts.

The “Center” seeks proposals from a team of professionals, (hereafter referred to as the “Team”), to provide a building and property condition assessment report, (hereafter referred to as the “Assessment”).  At a minimum, the team must be qualified in the following vocations: Building maintenance/inspection, Architectural, Structural, Mechanical and Civil engineering. 

The purpose of the “Assessment” is to assess the building, grounds and parking lot based on the Scope of Work below.  The “Assessment” will provide collected data, observations, comments and cost estimates to the “Center” to assist the “Center” in preparing short-term and long-term Capital Improvements Plans and to prioritize maintenance.

This “Assessment” is partially funded with Community Development Block Grant - Planning Grant funds. Because it is partially funded by a CDBG Grant, the successful consultant will be required to comply with all State and Federal requirements in the Grant Agreement. The agreement is available by request.

A mandatory site visit with walk through will be held on August 22, 2022 at 9am.  Existing records, site plans, permits, drawings, etc. will be available for review at this time.  Proposals will not be accepted from “Teams” that have not attended the mandatory site view.

Please use the following link to access the property tax card for the “Center”:


Scope of Work and Deliverables

  1. To begin the assessment, the “Team” will meet with identified “Center” staff to         understand what improvements have been made in the last three years, what improvements are planned in the next three years, and known problems and concerns.  Additional meetings with “Center” staff and the Board of Directors will be required to present draft “Assessment” and Final Report.
  2. The “Team” will conduct onsite inspections and complete field data collection and        condition assessments.  The “Assessment” is meant to capture information on all aspects of the building condition including all individual components, and the grounds and parking lot.  This must be done using a standardized, documentable inspection process that provides accurate, consistent, and repeatable results.  Inspections shall be conducted using applicable codes and accepted industry standards for the following: Americans with Disabilities Act (ADA), Building Code, Electrical Code, Plumbing Code, Building Energy Code and all Federal, State and local laws.

The “Team” is to provide Property Condition Assessments (PCA) for the property to include data collection, digital photographs and reporting in the following areas:

  1. Structural Components; evaluate the footings, foundations, slabs, columns, floor framing system, and roof framing system as part of the structural inspection for soundness. Observations will be subject to grade and visibility of components. This is to be a visual inspection only and no structural testing of components or materials will be undertaken.
  2. Building Envelope; identify the material elements of the building exterior, to include walls, doors, windows, and fire escapes. This will also include the façade, curtain-wall systems, glazing, exterior sealant, exterior balconies, and stairways.
  3. Heating System; identify boilers, furnaces, and major labeled equipment.
  4. Ventilation System: The HVAC system should be described and include data on the equipment’s specific location, age and life expectancy, and condition. It should be noted if the system is adequate for the heating/cooling air distribution. The assessment must include information regarding the ventilation system(s) and assess overall condition
  5. Electrical Systems - Provide detailed summary of the electrical system including the service going into the building (i.e., overhead or underground). This should also include total amperage and other notable features. The type of wiring, location of primary transformer and type of generator (if any) should also be included.
  6. Plumbing – Identify the plumbing system(s) at the building, including domestic water supply, domestic hot water production over 80 gallons, sanitary sewer, primary backflow preventer or any special or unusual plumbing systems (such as fuel systems, gas systems). Note any deficiencies in the plumbing system(s) for the building including the sewage disposal system.
  7. Roofing System: identify the material roof systems, including roof type, reported age, slope, drainage, or any unusual roofing conditions. Observe for evidence of material repairs, significant ponding, or evidence of material roof leaks.
  8. Lifecycle - Provide lifecycle data on components listed above including stage in life, estimated life remaining, and cost to repair or replace at conclusion of life.
  9. Americans with Disabilities (ADA) – Review building, grounds and parking lot for compliance with the most recent ADA standards.  List compliance deficiencies and cost to meet compliance.
  10. Site Paving: observe and evaluate the site paving components including paving, curbs, culverts, drains and sidewalks.
  11. Grounds:  observe and evaluate the grounds for dangerous conditions to patrons, staff or students.
  12. Cost estimates– Employ a standardized, nationally recognized, cost estimating system to determine repair and replacement costs for all noted deficiencies. This data shall be presented in a user-friendly reporting format that prioritize current and anticipated maintenance and repair requirements to maximize the utilization of resources and return on investment and minimizes the cost of irreversible loss of service life and total cost. Costs must be broken out by deferred asset maintenance cost by asset component or system, calculate a facility condition index by system, and have the ability to separate rehabilitation and improvement costs from deficiency costs. Costs shall be inclusive of contractor overhead/burden.

The Final Report


  1. The Final Report will include the “Assessment” highlighting existing deficiencies, structural conditions, health/environmental concerns, available interior space, and parking sufficiency.
  2. Provide a cost-to-benefit analysis of upgrade/repair cost vs. a replacement structure.
  3. The “Team” will provide four (4) copies of the written reports at the conclusion of the assessment as described above.

Project Timeline

Date                                                                      Event

  • August 4, 2022                                                RFP released
  • August 22, 2022                                              Site walk – 9 am
  • August 26, 2022                                              Questions due by 5:00 EST
  • September 16, 2022                                        Complete submissions due by 5:00 EST
  • September 2022                                              Evaluation and clarification period
  • Late Sept – Early Oct 2022                            Team interviews
  • October 2022                                                  Selection of Team

All work must be completed with a presentation of Final Report by June 30th, 2023.


Interested “Teams” should submit an email to with the subject “Center Assessment - Interested Team”.  This will put the sending email address onto the Prospective Team list.  All questions from “Teams” regarding this RFP should be submitted by email to the same address.  The deadline for the submission of questions is August 26, 2022, at 5PM. 

Submission of Proposals

The deadline and format for submittal of Proposals are specified below.

Submit 1 signed original and 3 copies by US Mail to Schoolhouse Theater, P.O. Box 140, Standish, ME 04084 delivered prior to the time and date specified in this document. Secure all copies in a sealed envelope entitled: “Request for Proposal – Schoolhouse Arts Center.”

Time and date deadlines for submittal will not be waived; however, the “Center” reserves the right to extend the submittal deadline.

Proposal Format

     Responses to this RFP should consist of the following:

      A technical proposal consisting of:

  1. A cover letter expressing the consultant’s interest in working with the Town of Standish, including identification of the principal individuals that will provide the requested services, including any sub-consultants.
  2. A list of individuals that will be committed to this study and their professional qualifications. The names and qualifications of any sub-consultants shall be included in this list.
  3. A description of the general approach to be taken toward completion of the assessment, an explanation of any variances to the proposed scope of work as outlined in the RFP, and any insights into the study gained as a result of developing the proposal and previous experience.
  4. Describe how the consultant team will complete the scope of work including a  detailed schedule that indicates milestones and overall time for completion. The visioning process must include interaction with “Center” staff. Those submitting proposals are encouraged to suggest revisions to the Scope of Work of this RFP if it is felt the final project could be improved. All suggested changes should be supported with a brief written explanation.
  5. A brief statement describing why your firm is qualified to undertake the work requested. Demonstration of success on similar studies, including brief project descriptions and contact names and addresses for reference.
  6. A representative work sample similar to the type of work being requested.
  7. A list of a minimum of three references with their contact information.

Please note that Items 1 – 6 should be limited to no  more  than  15 pages with a text font of 12 point.  Resumes, professional qualifications, and work samples are not included in this total.


“Teams” responding to this RFP do so solely at their expense and the Town is not responsible for any Proposer’s expenses associated with responding to this RFP. The “Team’s” billable time will start after the signing of the contract to perform the work


“Team” Selection

All submitted proposals will be reviewed by the Board of Directors of the “Center” and a “Team” will be awarded the contract.  “Teams” shall provide company information and project experience and references.  “Teams” that do not include required information may be considered non-responsive and may be eliminated from consideration.

The “Center” is not under obligation to select the lowest bid.  The “Center” reserves the right to accept or reject any proposal or part of any proposal for any reason, or no reason, without recourse by any bidder, and to award a contract to any bidder on any basis which the “Center”, in its sole and absolute discretion, determines to be in the best interest of the “Center”.

Following receipt and review of proposals by the “Center”, selected firm(s) may be invited to an on-site interview to make presentations of the proposed solutions. Those directly responsible for the implementation of this project must attend. The decision to interview respondents will be at the sole discretion of “Center” staff based on the evaluation of each proposal. In order to be considered, a proposal shall comply with the requirements set for in this RFP document.

The “Center” will review technical proposals based on the following criteria:

  1. Qualifications of the firm and the personnel to be assigned to this study.
  2. Experience of the consultant personnel working together as a team to complete similar studies.
  3. Demonstration of overall project understanding.
  4. Clarity of the proposal and creativity/thoroughness in addressing the scope of work.
  5. Submission of a complete proposal with all elements required by the RFP.
  6. A positive response from references.
  7. Cost of services to be provided.




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