How to better position your company to do business with the state of Maine

By Christopher Paradis, Eastern Maine Development Corp.

The state of Maine’s 350-plus agencies, departments and commissions utilize three primary organizational units to buy more than $144 million dollars in commodities and $800 million in services annually from small and large vendors.

All state purchasing functions are the responsibility of the Maine Department of Administrative & Financial Service’s Division of Procurement Service and Planning along with the Design & Construction Division, and the Maine Department of Transportation.

Companies looking to supply the state of Maine can be a manufacturer, producer, distributor, or dealer and should be able to self-identify as being a “responsible bidder.” That’s defined as a company which:
Photo / Courtesy, EMDC

• Demonstrates integrity and maintains a good reputation.
• Retains a satisfactory and proven record of experience and performance.
• Possesses a sound and strong financial position. 
• Holds the capacity and capability to supply goods and services on a timely basis.

With the concept of “responsible bidder” in hand; there are two primary actions required for companies to better position themselves to explore, pursue, and win business with the State of Maine. 

If you are a supplier of goods or services, become a prequalified vendor by registering with the Division of Procurement Services’ AdvantageME Vendor Self-Serve System (VSS). 

• Registering in the VSS web portal provides vendors with resources to:
• Identify whether a company’s commodities/services are being purchased.
• Research and find potential new business/contacting opportunities.
• Respond directly to posted solicitations/bid opportunities.
• Receive direct email notifications for new potential bid opportunities and award announcements.
• Passively market their goods and services to the state’s commodity groups/units.

In order to prepare to register, a company needs to gather the following information to help make the process as smooth as possible:

• Information for each business location (headquarters is No. 1 location)
• Tax ID number (EIN or SSN)
• Legal business name
• Contact information
• Account administrator (person responsible to manage the account)
• Payment address/completed EFT form
• Identified state commodity codes
• Completed and signed W-9 form, mailed to Office of State Controller.

As part of the preparation process, companies should be sure to review the detailed “vendor user guide”, and the “W-9” and “ETF” pdf forms found on the bottom of the AdvantageME  sign in landing pages

If you are a supplier of construction services and want to do business with Maine’s Department of Transportation (MDOT), in addition to requiring registration in the VSS System, DOT strongly recommends all new potential vendors submit their Contractor Prequalification Application and Safety, & Civil Rights supplemental documentation since, though not mandatory to bid, completion is mandatory to receive any contract awards.

So, if your company is looking for new potential sales and revenue sources, taking the time to become a qualified vendor by registering in the state of Maine AdvantageME vendor self-serve system and/or with Maine DOT is the first step to seriously start exploring and pursuing State of Maine and DOT contracting opportunities.

https://www.mainebiz.biz/article/how-to-better-position-your-company-to-do-business-with-the-state-of-maine