Goods and services valued over $10,000 are obtained through a formal bidding process. City departments may also contact you independently for quotations on items that do not meet the bid threshold. Both Invitation for Bids, including all construction project bids, and Request for Proposals are issued for all City departments from the Purchasing Office and all submissions are to be returned only to this office. Appropriate bid lists are maintained according to the category of either material or services a firm provides. All bid invitations are advertised as LEGAL NOTICES in the Portland newspapers - THE PORTLAND PRESS HERALD and THE MAINE SUNDAY TELEGRAM, for more information on bids . The Portland School Department administers its own solicitations and they may be contacted by phone at 207-874-8100.
Bids are received for certain services and material items at specific times throughout the year. The City solicits bids for security guard services; repair services for elevators; photocopier rentals; cellular phone and paging services; all types of construction materials; various chemicals utilized in winter operations including rock salt and runway deicing fluid, just to name a few.
All bids must be submitted to the Purchasing Office in accordance with the terms and conditions set forth in the Invitation to Bid. All bids are publicly opened and are made available for inspection. The date and time bids are due is strictly enforced. Bids that are late will not be accepted.
Bids are tabulated after their opening and that information can be provided to interested vendors. (Previous bid records are also available for review). Notice of award, either in the form of a purchase order or contract is sent to the successful proposer. The office does not routinely notify unsuccessful bidders but vendors may contact the Purchasing Office to check on bid selection status.
The City of Portland is exempt from all Federal excise and State sales taxes. Documentation may be obtained by contacting the Purchasing Office.
The City of Portland encourages Minority, Women and emerging small business firms to compete for contracting opportunities. Periodic workshops and presentations on "How to Do Business with the City" are designed to provide assistance, advice on marketing, and Bid/RFP/Quote procedures.
For your convenience, the MAINE DEPARTMENT OF TRANSPORTATION, CERTIFIED DISADVANTAGED AND WOMEN BUSINESS ENTERPRISE DIRECTORY is available for review and downloading at the following website http://www.state.me.us/mdot/disadvantaged-business-enterprises/pdf/directory.pdf