Listed below are some tips on areas needing attention by a Consultant in order to do business with MaineDOT.
Vendor Customer Code
Any firm entering into a contract with MaineDOT to provide services will need to have a Vendor Customer Number from the State of Maine. The Substitute W-9 form can be found on the Office of the State Controller’s website. Return completed form to MaineDOT, Finance & Administration.
Registration with Secretary of State
If you are not a sole proprietor you must be registered with the State of Maine's Secretary of State's office (visit their Interactive Corporate Services website), and be in good standing.
Debarment
Consultant must not be debarred from receiving federal funds. If you're unsure if you are, you can verify at SAM.gov.
Audited Overhead Report
Depending on the work and the contract a Consultant wishes to obtain with MaineDOT, an Audited Overhead Report may be needed. This report package is due annually within six months of the close of the Consultant’s fiscal year end.
The Office of Audit completes a Federally Mandated review to accept Audited Overhead Reports for use on MaineDOT contracts. To submit an overhead package for review or ask a general question, please contact them via email.
Minimum Package Requirements - MaineDOT Overhead Requirements (PDF)
Forms:
Certification of Final Indirect Costs (PDF)
Payroll Protection Program Certification (DOC)
AASHTO Internal Control Questionnaire (2016 Version) (DOC)