Forms

Reminder: Each Department is the custodian of record for its own solicitation documents.  This means that Departments should retain all solicitation materials as defined by their agency archive schedules.  Examples of solicitation documents to be retained include, but are not limited to, Request for Proposals (RFPs) and any RFP amendments, evaluation and selection documents, award and non-award letters, and related emails.  Departments are responsible for responding to requests for these solicitation records.  The Division of Purchases will gladly assist in supplementing any requests agencies get for documents.

Please select a form from the list below. These forms are in DOC or XLS format.

COMPETITION AND SELECTION DOCUMENTS
If you have forgotten or are new to the RFP process and need some guidance or information, please contact the Division of Purchases at 207-624-7340 or RFP.Purchases@maine.gov. We are available to conduct training sessions or answer your specific questions.

Request for Proposals and Award Activity Schedule (MS-Word)
This document is a step-by-step schedule of the Request for Proposals (RFPs) process.

Request for Proposals (RFP) Template (MS-Word)
This document is a template for all State of Maine Requests for Proposals (RFPs), where the State is seeking to competitively award a service contract that is expected to be $10,000 or more in value. (This RFP template can also be used for lower value procurements at the discretion of the Department.) The first page of the RFP template contains three “comments” at the top, explaining how to use the template. Once a Department has an RFP that is ready for review, please email it to RFP.Purchases@maine.gov.  For a “redline” version of this form showing recent updates, please email RFP.Purchases@maine.gov.

Request for Proposals (RFP) Amendment Form (MS-Word)
This document is a form that can be used by a State of Maine Department, at the Department’s discretion, to create an amendment to a RFP.  This form can be used for RFP changes and also to convey the “Question and Answer” portion of the RFP, if applicable.

Guidelines for Consensus Scoring (MS-Word)
The following document provides guidelines for the Request for Proposals (RFPs) evaluation process.

Selection Packet Documents (MS-Word)
The five documents listed below make up all of the pieces that are requested for a contract award decision to be approved by the Division of Purchases. Please click on the link above, complete the documentation shown, and follow the instructions provided for each.

  1. Agreement & Disclosure Statement,
  2. Individual Evaluation Notes,
  3. Team Consensus Evaluation Notes,
  4. Master Score Sheet, and
  5. Sample Award Notification Letter

RFP and Evaluation Planning (GOVRFP) Form (MS-Word)
This form must accompany Requests for Proposals (RFP) being presented to the Division of Purchases for approval, where the resulting contract is expected to meet or exceed $1,000,000 in value.  This form may also be requested for any RFP (of any value) at the discretion of the Director of the Division of Purchases.

SUPPLEMENTAL DOCUMENTS

Generic Stop Work Template - Federal Funds (MS-Word)
A Generic Stop Work Template has been developed and reviewed by the Attorney General’s Office for agencies to use, in the event they decide they need to temporarily cease contract activity during the shutdown period.

BP37CA - Competitive Award Authorization Form (MS-Word)
This form must accompany contracts being proposed for approval that are the direct result of a competitive RFP or a subsequent renewal that was anticipated in the RFP.  If the renewals allowable under the original RFP have been exhausted, another competitive RFP must be conducted.

BP37SS - Sole Source Authorization Form (MS-Word)
This form must accompany contracts being proposed for approval that are not the direct result of a competitive RFP or a subsequent renewal that was anticipated in the RFP.  If the proposed contract is the direct result of a competitive RFP or an anticipated renewal, please complete the Competitive Award Authorization Form (above).

BP37PA - Participating Addendum Authorization Form (MS-Word)
This form must accompany contracts being proposed for approval that are the result of participation (a.k.a. “piggybacking”) under pre-existing, competitively awarded contracts.  Pre-existing contracts can be in the form of multi-state cooperative agreements, or contracts that were competitively awarded by individual states or public entities.  The information requested below should explain the general departmental need for the contracted service or commodity, describe the process undertaken to identify existing contracts, and explain the method of achieving the best contract in terms of price and quality of service/commodity.

BP37AM - Amendment Authorization Form (MS-Word)
This form must accompany amendments being proposed for approval to existing contracts.

BP37TEMP - Temporary Staffing Authorization Form (MS-Word)
This form must accompany contracts for temporary staffing services being proposed for approval.

Governor's Office Cooperative Agreement (GOVCOOP) Form (MS-Word)
This form, once completed, must be sent directly to the Governor's Office and the requesting Departments senior policy advisor in order to receive approval prior to establishing a cooperative agreement with an approved entity.  The entities approved for cooperative agreements are the University of Maine System, the Maine Community College System, the Maine Maritime Academy, or a private or nonprofit, regionally accredited institution of higher education with a main campus in this State. If approval from the Governor's Office is received, then the signed form should then be provided to the Division of Purchases, along with a copy of the proposed cooperative agreement, for final review and approval.

Information Sheet for Contracted Positions (Excel)
This form must be submitted with any temp. service contract or temp. service contract amendments.

Debarment Form (MS-Word)
This form is required when awards are made using federal funds such as 013 and 015 and the dollar value exceeds $25,000.00.

CONTRACT DOCUMENTS

BP18 Agreement for Special Services (valued at $5,000 or less) (MS-Word)
This form is used to contract casual, intermittent, or other special services for which the Department may pay the Contractor a maximum of $5,000 over the contract period. This form is limited to one contract per year by the Department for the same service with the same Contractor. 

BP54 Agreement to Purchase Services (MS-Word)
This document must be used for contracts over $5,000 in value (and can be used for lower value contracts at the discretion of the Department).  Contracts presented on this form need to be accompanied by one, completed BP37CA, BP37SS, or BP37PA, in order to explain the purchasing process used.

BP54-IT Agreement to Purchase Services – Information Technology Contracts (MS-Word)
This document is used for all Information Technology contracts of any dollar amount.  Contracts presented on this form need to be accompanied by one, completed BP37CA, BP37SS, or BP37PA, in order to explain the purchasing process used.  Additionally, please see the following link for information on clauses 45 and 46: INSTRUCTIONS for Rider B-IT (MS-Word)

Contract Amendment (MS-Word)
This form should be used to make a change or modification to any BP54 contract document.

General Terms and Conditions for Purchases of Goods under Buyer Purchase Orders or Master Agreements (MS-Word)
This terms and conditions document is generally used only by Buyers within the Division of Purchases.  It is primarily for purchases of goods (and some limited services) using a Buyer Purchase Order (BPO) or Master Agreement (MA) in the State’s financial system.

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