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Information about Bidding

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Bidder Info

If you encounter any problem with this page, contact Guy Berthiaume via email or at 207-624-3534.

Documents

Bid Book Inserts

The following documents contain bidding instructions and other important information included in all applicable State and Federal bid solicitations.

Electronic Advertising

In accordance with 23 MRSA § 753, the Maine Department of Transportation has transitioned to almost 100% electronic advertising on the Internet instead of advertising in newspapers. This saves the Department over $100,000 per year.

The MaineDOT Contracts website provides real time information far beyond solicitations for bids. It also contains bid results, contractor prequalification information, electronic copies of our Standard Specifications and Standard Details, and other information. We also provide a link to our electronic bidding site. If you have any questions, please contact George Macdougall at 207-624-3353 or fax 207-624-3431.

Electronic Bidding, Bid Bonds & Faxed Bid Bonds

Electronic Bidding

MaineDOT supports and encourages electronic bidding by contractors. General information regarding the electronic bidding service used by MaineDOT may be viewed on the Bid Express website. To find required files for electronically biddable contracts, select Maine in the above website's list of states and then locate the applicable letting date.

For additional information about our electronic bidding process, please contact David Oakes / 207-624-3503.

Electronic Bid Bonds & Faxed Bid Bonds

MaineDOT supports and encourages electronic bidding by contractors. We accept electronic bids for those contract proposals posted on the Bid Express - electronic bidding website.

To facilitate submission of the required bid guaranty when using electronic Bids, the Department will accept either:

  • an electronic bid bond submitted via the Expedite bidding software which will process bonds from agencies utilizing either the SurePath or Surety2000 electronic registry services, or;
  • a fax of a signed Bid Bond (permissible for either electronic or paper Bids) which must be received prior to the Bid Opening. This should be faxed to 207-624-3431. If this is done, the apparent low bidder must then deliver the original Bid Bond to the MaineDOT Contracts Section within 72 hours after the Bid Opening.

* Note that the proposal (contract) identification number used to create the e-bonds must be in the same format as shown on the BidX site. Normally, there are six digits in front of the decimal point with leading zeros, if needed, such as "001234.56". The electronic bonds must use the same proposal number to process correctly. Other contract documents may not show the leading zeros.

Any questions concerning this process may be directed to David Oakes / 207-624-3503.

Electronic Payroll System

Beginning 1/1/2010 the Department of Transportation required the use of electronic payroll submission on all contracts that utilize Davis-Bacon (federal) wage rates. This requirement is for all payrolls by primes and subcontractors. Paper payrolls will not be allowed.

Beginning 1/1/2011 notification of payments from MDOT to the prime contractors and their subsequent payment to their subcontractors became effective. This is a requirement on all contracts that utilize Davis-Bacon wage rates.

Web based training is offered monthly through Elation Systems. If you are registered with Elation, you will receive an invitation and a reminder. If not, please contact MaineDOT. It will be helpful to everyone if you register with Elation Systems as soon as you know you will be the prime or a subcontractor on a contract utilizing Davis-Bacon (federal) wages.

  1. Go to the website: http://www.elationsys.com;
  2. Click on “New Registration”, use the Promo Code: MDOT-2019;
  3. Complete the on-line registration application;
  4. Respond to the 1st of two e-mails by clicking the link in the message, the 2nd e-mail will confirm that your account has been activated;
  5. Log into the system, click on the “Get Started/Help” link located near the upper right corner of the screen. This will provide online instruction on how to get started with the system.

Once these steps are complete, you will be ready to submit electronic certified payrolls. The “Get Started/Help” link also has detailed information on the payroll submittal and payment notification processes and you can contact MDOT to request a copy of the user’s guide furnished by Elation Systems.

Tech support is available from 8AM to 8PM (M-F) at 925-924-0340 x 100. Elation Systems’ help line is the first line for assistance and they should be able to answer most, if not all, of your questions.

If your issue is not resolved or you have ideas to improve the system, please contact the MDOT Contractor Liaison, Angela Latno, at 207-624-3519. She will help coordinate with Elation Systems to resolve the issue.

There is no charge to the contractor to use the system or to request assistance from Elation Systems Support staff.

FAQs

Please Note: We do our best to keep this page up-to-date, however, please do not rely soley on the information on this page.

Please contact Guy Berthiaume via email with your questions or comments.

In Case of State Closure

In case the MaineDOT, Augusta Headquarters, is unexpectedly closed on the day of bid opening, bids scheduled to be opened on that day shall be opened one week later. Bids delivered to the Department prior to the original scheduled bid opening time will be returned to the bidders if requested; otherwise, they will be held, unopened, until the new bid opening date.

Projects scheduled to advertise on the day of closure will be advertised the next business day.

Closure of State offices may be checked at maine.gov/portal/CAS/ .

Select a question below to view the answer.

Does my firm need to be prequalified to bid?

The "Notice to Contractors" for each project will state the prequalification requirements for that project. Bids will be received from any contractor; however, the contract will only be awarded to contractors passing the qualification requirements. Apparent low bidders not prequalified at the time of bid opening can expect a two to three week delay in the award process while their application is processed. They also run the risk of not meeting MaineDOT's prequalification standards.

A project was just advertised that I would like to bid, but my firm is not prequalified. Can we be prequalified in time to bid?

Unless there are issues concerning the applicant, the Department can usually prequalify contractors in about two weeks. If you wish to be prequalified for a project that was just advertised, you should immediately contact the Contracts and Specifications Engineer at 207-624-3410. The Department will make every reasonable effort to evaluate your application in time to bid. An applicant must successfully complete the process before MaineDOT will award a contract to it.

How does my firm get on the Department's bidders list of contractors for future projects?

The Department does not maintain a bidders list. All projects are publicly advertised, and any contractor registered with Maine's Department of the Secretary of State, Division of Corporations, may bid on Department contracts. Contractors must also be prequalified to bid on most construction contracts exceeding $300,000.

What projects are scheduled for the next several months?

A preliminary list of projects scheduled for advertising within the next several months is available from the Contractors Information Web page using the Proposed Projects Schedule link. There you will find a very brief description of each project. This list is tentative and subject to change without notice.

How do I obtain a set of bid documents (plans, specifications and contractual requirements) for a project?

Documents are available from the Department of Transportation at the Augusta Headquarters. They may be purchased between 7:30a.m. and 4:30p.m. either by phone (207-624-3536), in person at the Transportation Building mail room in Augusta, Maine, or by mailing to: Maine Department of Transportation, 16 State House Station, Augusta, Maine 04333, Attention: Mail Room. Checks should be payable to: Treasurer, State of Maine. Master Card and Visa are accepted.

May I obtain a list of Planholders for a project?

Information on advertised contracts, including planholders, is available by selecting Bid Documents on the Web page.

Where can I see plans and specifications for a project?

Plans and specifications are available for viewing from 7:30a.m. through 4:30p.m. Monday through Friday in the Transportation Building Mail Room at the Augusta Headquarters and at the Department's Regional Office in the area where the construction is to occur.

May I purchase separate sheets of the plans for a project, and if so, how?

Separate sheets are available from the Department of Transportation Mail Room at the Augusta Headquarters, located at the Transportation Building, Augusta, Maine, for $2.00 per full size sheet and $1.00 per half size sheet. Individual sheets may only be purchased if the specific project and sheet number(s) are requested. Requests for generic sheets, for example "all landscape planting sheets", will not be honored.

May I obtain a bid tabulation?

The list of each bidder's total bid is available on the Contractors-Consultant-Information Web page, located under Construction Bid Package. A complete bid tabulation is posted on the Contractors-Consultant-Information under Construction Bid Package or under Bid Tabulation Archive of the Web page. Typically, these are available 1 or 2 hours following Bid Opening.

How do I obtain a copy of the Department's standard specifications?

The Standard Specifications, Highway and Bridges, Revision of December 2002 is available at the Augusta Headquarters Mail Room or by phone (207)624-3536 or mail form the Mail Room. Cost is $10.00 per copy when purchased at the building and $13.00 per copy for mailed copies. An electronic versions of these specs are available on the Contractors-Consultant-Information located under Contractors, Standard Specification or our Standard Detail Book on our website.

How do I obtain a set of the Department's standard detail plans?

The Standard Details, Highways and Bridges, Revision of December 2002 is available at the Augusta Headquarters Mail Room or by phone (207) 624-3536 or by mail from the Mail Room. Cost is $20 ($25 by mail).

Who do I contact if I want additional information concerning contract bid/award related issues?

The Contracts and Specifications Engineer is located in the Contracts & Specifications Unit at MaineDOT headquarters in Augusta.

Phone: (207) 624-3410 | Fax: (207) 624-3431 | Email: george.macdougall@maine.gov

Who do I contact if I want additional information concerning specific bid package issues, such as clarification of technical issues, details, quantities or other clarifying issues prior to bid?

Fax your questions regarding any advertised contract to the Project Manager listed in the "Notice to Contractors" at the fax number provided. Please submit these questions using the form provided in the bid documents so we can ensure that all contractors are given the same information.

What happens if the State is closed on Bid Opening Day?

In case the MaineDOT, Augusta Headquarters, is unexpectedly closed or delayed on the day of bid opening, bids scheduled to be opened on that day shall be opened one week later. Bids delivered to the Department prior to the original scheduled bid opening time will be returned to the bidders if requested; otherwise, they will be held, unopened, until the new bid opening date.

Projects scheduled to advertise on the day of closure will be advertised the next business day.

Closure of State offices may be checked at maine.gov/portal/CAS/ .

Publications & Documents