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.

MARKET RESEARCH DOCUMENTS
Request for Information (RFI) Template (MS-Word) - updated 8/28/2017
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.
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.
Request for Proposals Activity Schedule (MS-Word) - updated 11/9/2018
This document provides step-by-step instructions for the Request for Proposals (RFPs) process.
RFP and Evaluation Planning (GOVRFP) Form (MS-Word) - updated 9/17/2018
A completed GOVRFP form must accompany all Requests for Proposals (RFPs) being presented to the Division of Procurement Services for approval.  However, only RFPs where the resulting contract is expected to meet or exceed $1,000,000 in value will require section #6 to be completed and signed.
Request for Proposals (RFP) Template (MS-Word with directions/guidance) - updated 11/7/2018
 
Request for Proposals (RFP) Template CLEAN (MS-Word without directions/guidance) - updated 11/7/2018
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.
Request for Proposals (RFP) Amendment Form (MS-Word) - updated 4/19/2018
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 3/19/2018
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.
Guidelines for Consensus Scoring (MS-Word) - updated 6/14/2018
The following document provides guidelines for the Request for Proposals (RFPs) evaluation process.
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.
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)
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 3/5/2018
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 9/20/2018
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 9/20/2018
This document is to be used for awards exceeding $1,000,000 in value. Prior to Award Notification Letters being issued, this form, along with the four forms listed above, must be submitted to the Division of Procurement Services via Purchasing Maine:  for SPRC approval. Once approved, Award Notification Letters can be sent out.
Sample Award Notification Letter (MS-Word) - updated 3/5/2018
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).
SUPPLEMENTAL DOCUMENTS
MBEIC-VEND (Excel) - updated 10/3/18

This form must accompany all contracts and sole sourced RQSs which are $1,000,000 or more in value and require State Procurement Review Committee (SPRC) review and approval. The form is to be sent to the Provider to be completed and sent back to the Agreement Administrator prior to submission of the contract/RQS to the Division of Procurement Services.
Please Note: If a contract is the result of a RFP, and this information was obtained during the RFP process, this form is not required.

BP37 Decision Matrix (PDF) - updated 10/26/17
This Matrix can help you determine which BP37 form you should use.
BP37CA - Competitive Award Authorization Form (MS-Word) - updated 10/26/17
This form must accompany contracts (or renewal amendments) being proposed for approval that are the direct result of a competitive RFP, a subsequent renewal that was anticipated in a RFP, or when Competitive Quotes were obtained.  If the renewals allowable under the original RFP have been exhausted, another competitive RFP must be conducted.

BP37WCB Waiver of Competitive Bidding Form (MS-Word) - updated 1/10/2018

Please send your signed BP37WCB to the Division of Procurement Services for review/approval through Purchasing Maine.  Refer to Purchasing Maine Reference Guides for instructions on how to enter a BP37WCB document in Purchasing Maine.

This form should be used for non-competitive contracts, i.e. contracts for goods and/or services that are not the direct result of a competitive RFQ or RFP, or result from a subsequent renewal that was not anticipated in the RFQ or RFP.  If the proposed contract is the direct result of a competitive process or an anticipated renewal, please complete the Competitive Award Authorization Form (above).  It is recommended that the BP37WCB Form be submitted to the Division of Procurement Services in advance of submitting any non-competitive contract documents.

For reference purposes, here are two fictional examples of completed BP37WCB Forms:

For additional reference, here is a document containing frequently asked questions and other questions from state agencies on this new form and process:

BP37WCB-DUES (MS-Word) - updated 4/24/18

Please send your signed BP37WCB-DUES to the Division of Procurement Services for review/approval through Purchasing Maine.  Refer to Purchasing Maine Reference Guides for instructions on how to enter a BP37WCB document in Purchasing Maine.

This form is to be completed to include all membership dues and subscription fees for Departments for each State Fiscal Year. Approved BP37WCB-DUES forms will be posted to the Division of Procurement Services "Notice of Intent (NOI) to Waive Competitive Bidding" website.

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) - updated 10/26/17
This form should accompany contract amendments that are $10,000 or less in value.  If you are requesting an amendment that is over $10,000 in value, then please use the BP37WCB form.  If you are renewing a contract through a contract amendment, then please use the BP37CA form.
BP37TEMP (MS-Word) - updated 1/12/2018
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.
The GOVCOOP form, once completed, must be sent directly to the Governor's Office and the requesting Department's 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 and a signed BP37WCB should be provided to the Division of Procurement Services, along with a copy of the proposed cooperative agreement, for final review and approval.
CTB Justification (MS-Word) - updated 10/26/17
This form should be used to request the use of a blanket contract (CTB) instead of the standard BP18 contract.  Please read through the form carefully to see if your situation fits the criteria for use of a CTB. If you have questions, please contact the Division of Procurement Services at DAFS.Purchases@maine.gov.
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
BP18 Agreement for Special Services (MS-Word) - updated 10/26/17
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.
BP54 Agreement to Purchase Services (MS-Word) - updated 10/26/17
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, BP37WCB, or BP37PA, in order to explain the purchasing process used.
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, BP37WCB, or BP37PA, 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 vmo.oit@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 10/26/17
This form should be used to make a change or modification to any BP54, BP54IT 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).
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
BGS Planning, Design & Construction Division (links to PDCD Forms & Documents webpage)
Architectural, Engineering and Construction (AEC) procurement is administered by the Bureau of General Services (BGS) Planning, Design & Construction Division (PDCD). Please go to that website, especially the Forms & Documents webpage, for those public improvement project services.
PAPERLESS CONTRACT MODIFICATIONS ("paperless mod")
Paperless Contract Modifications INSTRUCTIONS

Send an email with your request for a paperless contract modification to DAFS.Purchases@maine.gov

1. When requesting approval of a single mod, please insert the AdvantageME number in the Subject line.

2. Paperless mods can't: change a contract's expiration date, change a contract's dollar amount, or change a contract's scope of services.

3. Paperless mods can: change the mix of funds in a contract without changing the total dollar value, add project-specific coding, and/or reinstate lapsed funding.

4. Paperless mods must: include a detailed "Modification Reason" on the Document Header.

5. Do not duplicate your requests for paperless modifications by sending messages to Division of Procurement Services' staff. Emails sent to individual Division of Procurement Services' staff will not be processed. Please allow at least one week for processing.