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 Procurement Services 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.

HELPFUL POSTERS
Key Dates
(PDF) - updated 12/16/2019

Procurement for Services over $10,000 
(PDF) - updated 3/13/2020

Procurement for Services $10,000 or less
(PDF) - updated 3/13/2020

RFP Guidelines
(PDF) - updated 12/16/2019

Procurement for Commodities
(PDF) - updated 12/16/2019
These are helpful poster-sized documents that Procurement Services has developed to serve as quick reference guides for various processes that exist within the Procurement lifecycle. 
 
To order a poster for you or your staff, please contact Brenda Hawke: 
207-624-7332
 
MARKET RESEARCH DOCUMENTS
Request for Information (RFI) Template (MS-Word with directions/guidance) - updated 6/20/2019

Request for Information (RFI) Template CLEAN (MS-Word without directions/guidance) - updated 6/20/2019
This document is the template to be used for all State of Maine Requests for Information (RFI).  This document is to be used as a marketing research tool only as no contract awards can result from a RFI process.  Comments and instructions for staff are included on the document.  Once a Department has an RFI that is ready for review, please submit the document through Purchasing Maine.  The second RFI template is a "clean" version and does not contain any comments or guidance.
COMPETITION DOCUMENTS
If you have forgotten or are new to the RFP process and need some guidance or information, please contact the Division of Procurement Services at 207-624-7340.  We are available to conduct training sessions or answer your specific questions.
Non-SPRC RFP Timeline (Use when no single award is anticipated to exceed $1 million) Temporarily Removed - 3/3/2020 Updated RFP Timelines coming soon. 
SPRC RFP Timeline (Use when a single award is anticipated to exceed $1 million) Temporarily Removed - 3/3/2020
Request for Proposals Activity Schedule(MS-Word) - updated 8/29/2019
This document provides step-by-step instructions for the Request for Proposals (RFPs) process.
RFP and Evaluation Planning (GOVRFP) Form (MS-Word) - updated 4/24/2020
A completed and signed GOVRFP form must accompany all Requests for Proposals (RFPs) submitted to the Division of Procurement Services for review and approval. 
Request for Proposals (RFP) Template (MS-Word with directions/guidance) - updated 11/3/2020
 
Request for Proposals (RFP) Template CLEAN (MS-Word without directions/guidance) - updated 11/3/2020
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 RFP template contains comments throughout the document providing guidance on drafting a RFP. The second RFP template is a "clean" version and does not contain any comments or guidance.  Once a Department has an RFP that is ready for review, please submit the document through Purchasing Maine: for review/approval and posting to the Division of Procurement Services' RFP webpage.
Pre-Qualified Vendor List RFP Template (MS-Word) - UPDATED 1/2/2020 This document is a template for all State of Maine Pre-Qualified Vendor List (PQVL) RFPs.  A PQVL RFP is to be used as the competitive process to establish a list of qualified vendors who will bid on individual projects through subsequent mini-bids.  Once a Department has a draft PQVL RFP ready for review, please submit the document through Purchasing Maine for review/approval and posting to the Division of Procurement Services' PQVL RFP webpage.
Request for Proposals (RFP) Amendment Form (MS-Word) - updated 7/15/2018
This document is the form to be used by a State of Maine Department to create an amendment to a RFP.  Amendments are to be submitted through Purchasing Maine: for review/approval and posting to the Division of Procurement Services’ RFP webpage.
This document is a form to be used by a State of Maine Department when issuing a Q&A Summary stating the State's official response to submitted questions.  Q&A Summaries are to be submitted through Purchasing Maine: for review/approval and posting to the Division of Procurement Services’ RFP webpage.
This document is a form to be used by a State of Maine Department when issuing a Bidders’ Conference and Q&A Summary stating the State's official response to questions both received at the Bidders Conference and those submitted.  These BC and Q&A Summaries are to be submitted through Purchasing Maine: for review/approval and posting to the Division of Procurement Services’ RFP webpage.
Request for Quotes (RFQ) Template(MS-Word) - updated 7/15/2019
This document is a template State of Maine Requests for Quotes (RFQs), released through the Advantage VSS system, primarily by the Division of Procurement Services.  State of Maine departments wishing to use this template should first contact the Division of Procurement Services.
The document that provides guidelines for the Request for Proposals (RFPs) evaluation and scoring processes.  
SELECTION PACKAGE DOCUMENTS
The documents listed below make up the Selection Package which is required for a contract award decision to be approved by the Division of Procurement Services. Please click on the links provided for each form to obtain the documents and follow the instructions provided for each. Selection Packages are to be submitted through Purchasing Maine: for review/approval. Approved Selection Packages will be posted to the Division of Procurement Services’ RFP webpage.
Agreement & Disclosure Statement (MS-Word) - updated 7/15/2019
Please have each member of the evaluation team complete this form to demonstrate there are no conflicts of interest in the evaluation process. If there are concerns of a potential conflict of interest with an evaluation team member, please contact the Division of Procurement Services prior to beginning the review process.
Individual Evaluation Notes (MS-Word) - updated 2/4/2020
This document should be used to capture the review notes from each individual evaluator. Notes must be kept by each evaluator for each proposal.
Team Consensus Evaluation Notes (MS-Word) - updated 1/3/2020
This document should be used to capture the evaluation team’s “finding” and/or “determinations” and scores for each proposal.
Master Score Sheet (MS-Word) - updated 2/7/2019
This document should be used to show an overview of the RFP's evaluation criteria, the names of bidders and the scores received by each bidder for each evaluation criterion.
Award Justification Statement (MS-Word) – updated 7/11/2019
This document is to be used to provide a high-level summary justifying all conditional awards resulting from an RFP process. Prior to Award Notification Letters being issued, this form is to be completed and submitted to the Division of Procurement Services, as part of the Selection Package, for approval. Once the Selection Package has been approved, Award Notification Letters can be issued.
Sample Award Notification Letter (MS-Word) - updated 1/3/2019
A completed version of the Award Notification Letter must be sent to each of the Bidders, awarded and non-awarded, who submitted proposals for a State of Maine Request for Proposals (RFP) resulting in a conditional contract award.
A completed version of the Award Notification Letter for PQVL-Accepted Bidders must be sent to each of the Bidders, awarded and non-awarded, who submitted proposals for a State of Maine Pre-Qualified Vendor List Request for Proposals (RFP).
SUPPLEMENTAL DOCUMENTS
Procurement Justification Form (PJF)
(MS-Word) - updated 1/29/2020
This is the new, condensed Procurement Justification Form that was unveiled at the 12/12/2019 Procurement Stakeholder Meeting.  

Please see the Guidance Document (PDF) for instructions and guidelines on how to use this form. 
Authorized Agency Signees Form (MS-Word) The purpose of this form is to identify the names of State of Maine employees who are authorized by the department's commissioner to sign/approve: a) procurement requests submitted via the Procurement Justification Form (PJF); and b) contract documents. 
Competitive Award Authorization Form
(CA) - No Longer Used as of 2/1/2020
This form is no longer used as of 2/1/2020.  Going forward, the Procurement Justification Form (PJF) should be used in lieu of the Competitive Award Authorization Form (CA). 

Waiver of Competitive Bidding Form (WCB) - No Longer Used as of 2/1/2020

This form is no longer used as of 2/1/2020.  Going forward, the Procurement Justification Form (PJF) should be used in lieu of the Waiver of Competitive Bidding Form (WCB). 

WCB-DUES - No Longer Used as of 1/16/2020

This form is no longer used as of 1/16/2020.  Please see the attached guidance document for instructions as to how to process all membership dues and subscription fees.

Participating Addendum Authorization Form (PA) - Temporarily Removed 5/23/2019
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.  Please Note: The PA form is NOT to be used in conjunction with any contract related to an RFP that has been issued by the Division of Procurement Services.  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. Please contact the Division of Procurement Services with any questions regarding the use of this form or the Participating Addendum process.
Temporary Staffing Authorization Form (Temp Form) (MS-Word) - updated 8/26/2019
This form must accompany Delivery Orders and/or Delivery Order modifications for temporary staffing services being proposed for approval.
This form must be submitted with any temporary service contract or temporary service contract amendments.
Cooperative Agreement Authorization Form (GOVCOOP) - No Longer Used as of 2/1/2020
This form is no longer used as of 2/1/2020.  Going forward, the Procurement Justification Form (PJF) should be used in lieu of the Cooperative Agreement Authorization Form (GOVCOOP). 
CTB Justification & Amendment (MS-Word) - updated 08/14/2020
This form should be used to request a new/renewal blanket contract (CTB) OR an amendment to an existing CTB.  Please review the  form carefully to determine if your situation fits the criteria for use of a CTB.
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.
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.
CONTRACT DOCUMENTS
(MS-Word) - updated 3/9/2020
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 twelve consecutive month period by the Department for the same service with the same Contractor.
(MS-Word) - updated 10/22/2020
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 a completed PJF in order to explain the purchasing process used.
Soon to be named Service Contract-IT (SC-IT)
(MS-Word) - updated 2/27/2020
This document is used for all Information Technology contracts of any dollar amount.  Contracts presented on this form need to be accompanied by a completed PJF in order to explain the purchasing process used.  These contracts require OIT’s review and approval and signature of the CIO before being sent to the vendor for signature.  When ready for the CIO’s signature, the contract should be sent to OITITVM@maine.gov.   Additionally, please see the following link for information on clauses 45 and 46: INSTRUCTIONS for Rider B-IT (MS-Word).
Contract Amendment (MS-Word) - updated 5/22/2020
This form should be used to make a change or modification to any Service Contract or BP18 contract document. This form can also be used for renewals of competitively awarded contracts (i.e. a completely new contract is not required).
IT Contract Amendment (MS-Word) - added 7/15/2019 This form should be used to make a change or modification to any BP54-IT contract document. This form can also be used for renewals of competitively awarded contracts (i.e. a completely new contract is not required).
Departments will continue to work directly with the University on Project Agreements. The Template attached is the University of Maine’s form and provided on the Division of Procurement Services' website for convenience.
This terms and conditions document is generally used only by Buyers within the Division of Procurement Services.  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.
AEC CONTRACT DOCUMENTS
Architectural, Engineering and Construction (AEC) procurement is administered by the Bureau of Real Estate Management (BREM), Division of Planning, Design & Construction (DPDC). Please go to that website, especially the Forms page, for those public improvement project services.