Pre-Qualified Vendors for Meeting and/or Conference Facilities

This page contains all the information for all Pre-Qualified Vendors for Meeting and/or Conference Facilities.  

Helpful Files:

See the map below to determine what facilities exist in your region 

 

Conference and Meeting Facility Guidelines

Armory Rentals

Per executive order, utilize an Armory location whenever possible.

https://www.maine.gov/dafs/procurementservices/policies-procedures/maine-armory-rental-program 

A formal Request for Proposal (RFP) may be utilized at any time for values over $10,000 in place of utilizing this Pre-Qualified Vendor List (PQVL).

The current PQVL for Conference and Meeting Facilities includes the vendors listed below who received contracts based on a competitive process. The PQVL can be utilized for any dollar value.  A more detailed version of this list is provided in the Excel spreadsheet at the top of this page. This list will continue to change as more vendors are pre-qualified.   

Facility Name Region # Master Agreement
Augusta Civic Center 2 MA - 18090500000000000023
Senator Inn & Spa Events center 2 MA - 18090500000000000024
Thomas College 2 MA - 24051600000000000132
Sunday River 3 MA - 24080200000000000015
Sugarloaf 3 MA - 19053200000000000182
Jeff's Catering 4 MA - 19053200000000000183
Schoodic Institute 4 MA - 24061800000000000144
University of Maine - Orono 4 MA - 19040100000000000136

 

Steps for Acquiring Conference and Meeting Facilities:

Step 1 - Identify Vendors – Utilize most current Master PQVL and sort by the following:

a.       Who meets the geographical need?

b.      Who meets required capacity?

c.       Who meets lodging requirements (if applicable)?

d.      Who meets food requirements (if applicable)?

e.       Who meets AV requirements (if applicable)?

f.        Other requirements?

If no vendors are identified, go directly to Step 3.

Step 2 – Mini-Bid Process – Once you’ve identified bidders (Step #1), take one of these two approaches:

a.       If $10,000 or less, agencies may select a vendor that meets their criteria. However, a mini-bid process is recommended. Agencies make an award by issuing a Delivery Order (DO) or by using a P-Card (up to spending limit). 

b.      If $10,001 or greater:

  • Multiple Vendors Identified - Utilize the standard Conference Mini-Bid Form, enter details, and send to all pre-qualified vendors identified. Modify this form as needed. 

  • Only One Vendor Identified - Request a quote based on your event needs and start negotiations or perform marketing research to seek other procurement options.

  • Submit DO in Advantage and attach the Conference Authorization Form and awarded vendor quote to the DO.

Step 3 - If No Identified Vendors, seek other providers and follow these guidelines:

a.       Up to $10,000:

1.      Create a Low Cost Service Contract (LCSC) or Service Contract (SC), or utilize a P-Card (up to spending limit).

b.      Over $10,000:

1.      Get at least three (3) written quotes from potential vendors outside of the PQVL as identified by the department.

2.      Award to lowest quote of the acceptable bids.

3.      Create the contract.

4.      Complete a Conference Authorization Form referencing the CT number.

5.      Upload SC and Conference Authorization Form to Advantage.

c.       Over $25,000 – Subject to RFP process.

Step 4 – Award  

a.       Initiate an award by emailing an award letter to the awarded vendor; include event dates and/or event name.

b.      There is an appeal period if awards are based on factors other than availability and cost. CTs and DOs will not be approved until after the 15-day appeal process (if applicable).

c.       Be sure to include the following paragraph in the award letter if there were other factors beyond availability and cost that were used in determining the award:

Any person aggrieved by the award decision that results from this RFP may appeal the decision to the Director of the Bureau of Business Management in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: http://www.maine.gov/purchases/policies/120.shtml).  The appeal must be in writing and filed with the Director of the Bureau of Business Management, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.