School Bus Refurbishment Program
Program Application Instructions
Update: 4/02/14
This program is collaboration between the Maine Department of Education (DOE) and the Maine Military Authority (MMA) initiated by gubernatorial executive order #24 FY11/12.
Please follow the steps below to submit your school buses for inspection and refurbishment.
1. Program Documents
a. Read – Superintendents are encouraged to read all of the program documents and view the power point presentation listed online at http://www.mainemilitaryauthority.com/pages/bus.html. The program documents include: Power Point Presentation, Program Pamphlet, SOW (Scope of Work), and Program Overview. Schools will have the opportunity to discuss optional or additional work requests with an MMA representative during the program introduction.
2. Request FJVI
a. Apply – Superintendents wanting to participate in the school bus refurbishment process must completely fill out and submit an application entitled Request for Field Joint Visual Inspection (FJVI). Up to 5 buses can be inspected per form. The FJVI form is available online at this link: http://www.mainemilitaryauthority.com/pages/FJVI.html Please fill in the Complete VIN for each bus and sign the document with your mouse.
b. Schedule – When your application has been received, MMA will contact you to schedule FJVI’s for each bus. Superintendents will receive a copy of the inspection documents with a bus rating of Accepted or Rejected for the program. A pre-contract Field Joint Visual Inspection (FJVI) is performed by MMA inspection teams at the location of the school buses. The FJVI is conducted to determine if the selected bus(s) overall body condition meets “mid-life” refurbishment program. The “mid-life” school bus guidelines are outlined in the Scope of Work (SOW) and School Bus Refurbishment Program overview.
3. Contract Form
a. Contract – FJVI results will be forwarded to superintendents and uploaded to the Trans-Finder software system. All buses with a rating of “Accepted” are eligible for the refurbishment process. Superintendents must now completely fill out and submit one Contract Form for each bus. MMA has identified a high percentage rate of fleet wide deficiencies outside the base SOW from past performance of school bus service life extensions performed. MMA requires that school units agree to a Not-To-Exceed (NTE) value of $3,000.00 per bus to perform these repairs—if needed. Examples are but not limited to: Fuel Tanks, Brake Dust Shields, Shocks, sending units, seat covers etc… Superintendents must check the “NTE” box on the contract form above their signature. The form is available at this link: Please fill in the Complete VIN for each bus and sign the document with your mouse. http://www.mainemilitaryauthority.com/pages/Contract.html
4. Maine DOE Subsidy
a. Receive – State subsidy is received the year following the contract for services. The minimum subsidy is 30% of the base refurbishment price [example: (.30) x ($30,000) = $9,000]. The maximum subsidy is 70% of the base refurbishment price [example: (.70) x ($30,000) = $21,000]. The subsidy computation specific to each district is at this link: http://www.maine.gov/education/const/trans/debtservbusreferbfy2013.htm
5. Who can apply?
a. Participants: All Public schools in Maine
b. Responsibility: Superintendent
c. Request for FVJI and Contract Form: Superintendent
6. When can schools apply?
a. Applications for the School Bus Refurbishment Program open annually on November 16 and remain open as long as funds are available.
7. Program Inquires:
Ø Questions about program application, approval and subsidy:
Pat Hinckley
Maine Department of Education
207-624-6886
Ø Questions about program management or refurbishment schedules:
Terry D Susee
Maine Military Authority
207-328-4873 Ext 712
8. Additional Resources:
a. Resources on the School Bus Refurbishment Program are available at the Maine Department of Education website at this link: http://www.maine.gov/education/const/trans/refurbish.html
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