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Doing Business with MaineDOT

Listed below are some of the steps that must be taken by a Consultant in order to do business with MaineDOT:

  • Consultant will need to be pre-qualified by MaineDOT to perform a specific service (visit our Prequalification page). This entails completing an informational form, identifying the services you wish to perform, and submitting qualifications for same. The application is reviewed by the appropriate MaineDOT program area(s) to determine whether or not a Consultant is qualified to perform the service. Pre-qualified Consultants are added to our list of pre-qualified consultants posted on our web-site.
  • Consultant will need a Vendor Code which can be aquired at the State of Maine’s Vendor Self Service website. Here you enter your information, address, billing address, etc. This produces a vendor code that you will be asked to provide whenever we are initiating a contract with your organization. You should review this information periodically and update it as needed.
  • If you are not a sole proprietor you must be registered with the State of Maine’s Secretary of State’s office (visit their Interactive Corporate Services website), and be in good standing. We review this prior to the initiation of any contract, so if you are not in good standing contract execution will be delayed until your status changes.
  • Consultant must not be debarred from receiving federal funds, you can verify at https://www.epls.gov/.
  • Consultant may be asked to provide an Audited Overhead Report on an annual basis. MaineDOT is the recipient of federal funds and as a result must follow Federal Acquisition Regulations 48 CFR part 31, (http://www.acqnet.gov/Far/05-29/html/FARTOCP31.html), in the administration of its contracts The Federal Highway Administration (FHWA) requires that Consultants who fit the definition of architects or engineers as it is defined in Brooks Act Public Law 92-582 (http://www.fhwa.dot.gov/programadmin/121205.cfm), provide an annual Audited Overhead Report if we’ve executed a contract with federal funding in excess of $100,000.
  • A Consultant with MaineDOT who is not considered to be an architect or engineer may be asked to provide an annual Audited Overhead Report, if the payment method under the contract is cost based and consultant overhead rates must be supported.
  • An Audited Overhead Report package must include the following:
    • Financial statements for the immediate preceding accounting year as audited by a licensed independent public accountant; or
    • An audit report on the consultant’s overhead for the preceding year, prepared by a licensed independent public accountant and audited in accordance with the following:
      1. 1. Government Auditing Standards issued by the U.S. comptroller General; and
      2. 2. The cost principles of Part 31 of the Federal Acquisition Regulations (48 CFR).
  • MaineDOT can provide options to an Audited Overhead Report if its Office of Audit determines that the cost of generating such a Report will create a hardship for the Consultant.
  • Consultants are required to carry insurance from an insurance company licensed or approved to do business in the State of Maine by the Maine Bureau of Insurance. Certificates of insurance must be provided upon the execution of a contract and on an annual basis thereafter. MaineDOT’s insurance limits can be found in the Insurance Requirements document. MaineDOT must be listed as an additional insured on Commercial General Liability insurance. Consultant can request a waiver for insurances that may not be applicable for the work to be performed.
  • MaineDOT has a $50.00 per hour wage cap for individuals, up to an annual rate of $104,000 for salaries paid to employees and charged as a direct project cost. A Wage Rate Waiver is available on an individual contract basis, if there is a need to pay more than $50.00 per hour.
  • Consultant contracts are governed by the Consultant General Conditions. We strongly encourage our consultants to read and become familiar with these terms and conditions, and how they apply to their contract.