DVEM RFQ 15A 250904-0056 Hyd Lift-level.docx

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 15A 250904*0056

Hydraulic Lift/Dock Leveler – Inspection/Maintenance - MEARNG

Quotations/Responses Due: October 6, 2025 not later than 4:00 p.m. local time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS).

General Instructions on Bidder Questions It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page in the CGI Vendor Self Service (VSS). Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary For this competitive Request for Quotations (RFQ) process, the State of Maine Office of State Procurement Services (“OSPS”) is acting on behalf of the Department of Defense, Veterans and Emergency Management – Military Bureau (“Requesting Department”). OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

RFQ REQUIREMENTS

1. Description of Requirements

The following is a description of the goods and/or services sought by the State of Maine under this RFQ.

· Please see Appendix B on page 10

2. Bid Contents Requirements

In addition to the cost, delivery, and other information required in VSS, all bids MUST contain the following information as attachments, in the Appendices listed below:

· Quote on Company Letterhead: This document will be used to evaluate your bid. Please make sure it contains information demonstrating your bid meets the posted specifications.

· Cost Response Sheet, Excel Format Preferred

· Appendix A: Bid Cover Page and Responsible Bidder Certification

3. Contract Term

In addition to any mutually agreed upon delivery dates for purchases of goods, the contract resulting from this RFQ will have a term, or “Period of Performance”, during which the contract is considered to be in effect. The anticipated contract term is defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFQ and the contracting process. The actual contract start and end dates will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, OSPS, at their discretion, may opt to renew the contract for two (2) two-year extension periods as defined below.

The term of the anticipated contract, resulting from this RFQ, is defined as follows:

4. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern Standard Time (EST), on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this RFQ. Vendors are encouraged to submit supporting documentation that aid the requesting department in understanding how the bid conforms to the requirements. The VSS attachment file size limit is 2Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a Bidder’s response must include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

5. General Instructions

a. The Bidder must submit a cost quotation response that covers the goods and term of the contract, including any optional renewal.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of OSPS.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale. Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

6. Quotation Evaluation and Selection

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQ documents are evaluated on a Best Value basis. The term “Best Value” may take into consideration the qualities of the goods or services to be supplied, their conformity with the specifications listed in the RFQ, the purposes for which they are required, the date of delivery, and the best interest of the State. Once the goods or services have been determined to conform to the specifications then OSPS will make its award decision based on the lowest price among the Bidders. Delivery days can be a factor in awarding.

b. The State reserves the right to not make an award to the lowest price bidder when that bidder has had documented poor performance, and/or a contract terminated or not renewed within the last five years.

c. At the discretion of OSPS, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

d. In the event that no Bidder submission conforms to the specifications of this RFQ, then OSPS may choose not to make any award. Alternatively, OSPS may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then OSPS, at its discretion, may make a contract award to the Bidder meeting four requirements.

e. If the specifications provided with this RFQ are of a technical nature, then OSPS’s RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

7. Negotiations

a. No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their Best Value pricing with the submission of their quotation.

b. OSPS reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. OSPS reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, OSPS may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, OSPS may cancel the RFQ, at its sole discretion.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Office of State Procurement Services (“OSPS”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government. For this competitive Request for Quotations (RFQ) process, OSPS is acting on behalf of the Requesting Department listed on the cover page. OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s). Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

C. Eligibility to Submit Bids

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms

For the purchase of goods, OSPS and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation. Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item from what is specified in this RFQ must refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here: http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: Chapter 120). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Contract Agreement to Purchase Services.

The Terms and Conditions used with the aforementioned contract types may be found on the Office of State Procurement Services’ website at the following links:

Service Contract Terms and Conditions

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider a Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

Other forms and contract documents commonly used by the State can be found on the Office of State Procurement Services’ website at the following link: https://www.maine.gov/dafs/bbm/procurementservices/forms

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-509 (1): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 15A 250904*0056

Hydraulic Lift/Dock Leveler – Inspection/Maintenance - MEARNG

BID COVER PAGE and RESPONSIBLE BIDDER CERTIFICATION

Bidder’s Organization Name:

Chief Executive - Name/Title:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

· Their bid complies with all requirements of this RFQ;

· This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening;

· That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

· That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and

· The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

Name:

Title:

Authorized Signature:

Date:

State of Maine RFQ# 15A 250904*0056 Rev. 9/12/2024 Responsible Bidder Certification

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors named in this proposal:

1. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

1. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

0. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

0. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

0. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

0. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

1. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

· Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name:

Title:

Authorized Signature:

Date:

Appendix B

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

DETAILED SPECIFICATIONS

RFQ # 15A 250904*0056

Hydraulic Lift/Dock Leveler – Inspection/Maintenance – MEARNG

The following terms and acronyms, as referenced in the RFQ, shall have the meanings indicated below:

Award: The State anticipates making one award as a result of this RFP process. The State reserves the right to not make an award.

Last Contract Information: Previous vendor was Rite-Hite with a yearly cost of approximately $3,590.00

General

a. The Contractor will schedule all Work under this agreement to be performed during the department’s normal working hours defined as 7:30 a.m. to 4:00 p.m. Monday – Friday. With the exclusion of all State and Federal holidays, or state closure, as we are closed on those days.

b. All work must be performed while staff is present. If the exact time cannot be negotiated the low bid will be rejected.

c. Inspections will meet all Local, State. and Federal requirements.

Scope of work

1. Twice a year, the Contractor will check all safety devices on unit (up/down limits, door switches, pressure relief valves).

a. Check for presence and proper setting of all snap rings and clips on axles, cylinders, and rollers.

b. Check rollers, pins, and bushings for any sign of wear (flat spots, missing fasteners, or dislodged bearings materials).

c. Check all hydraulic fittings for cracks or leaks and clean up any seepage on or beneath the cylinders, also check hoses and electrical lines for abrasions or other abuse and check for snug connectors.

2. The Contractor will check and change hydraulic fluid in cylinder if needed.

3. The Contractor will clean the upper portion of the plate, lower rollers, and between the sides and curb angles.

a. Clean all debris from the pit or from the vicinity of floor mounted units to avoid interference with the lift mechanism or rollers.

4. Contractor will inspect the push-in bar and push-out plate assemblies for damage.

a. Inspect the safety leg system and return spring operation and all welds under the leveler for fatigue or failure, particularly the top plate understructure.

5. Check general condition of the dock leveler.

a. Operate the dock leveler after service.

b. Check for any abnormal noise or vibrations and the bumper protection condition. Any adjustment required between regularly scheduled visits is included at no charge.

6. Lubricate as recommended by factory maintenance recommendations.

7. Change oil as recommended.

8. Repair or replace any commonly worn or damaged parts.

PM Procedures and Records:

a. The Contractor will provide the Department’s designated representative copies of all PM reports/checklists with all invoices and also show any deficiencies on each of the units. In addition to invoices and PM reports, the Contractor will submit any certification on the equipment.

b. Identifying any items requiring additional maintenance repairs, parts and/or service not addressed in the PM Service will be brought to the Program Manager’s attention and will not be completed before written approval is obtained.

Parts & Complete Replacement

a. The Contractor will repair or replace worn parts or complete components with new parts or reconditioned components on an as needed or as scheduled basis, whichever comes first.

i. It is understood that this undertaking by the Contractor applies only to the systems and mechanical equipment covered and the parts outlined in the Scope of Work will be included in the base bid.

b. The Contractor shall not make replacements or repairs necessitated by reason of negligence or misuse of the equipment by other than the contractor or by reason of any other cause beyond his control except ordinary wear and tear without consulting with the Program Manager or their designee.

c. Any work above and beyond the preventive maintenance scheduled must be authorized by the Program Manager (Ken Merrifield, 207-430-6335) or their designee before any work can be done.

d. All parts, components, or devices that are worn or are not in proper operational condition, shall be repaired, and/or replaced with new parts, components, or devices.

Miscellaneous and Emergency Service:

a. Miscellaneous and Emergency repairs can be required for doors and could potentially be requested on twenty-four (24) hours, seven (7) days a week to include weekends and legal holidays.

b. Miscellaneous and Emergency service shall be considered as call-in addition to the scheduled PM services.

c. Every activity performed under this agreement is designed to minimize the occurrence of emergency situations and also to minimize downtime and inconvenience.

d. All parts, supplies, and labor incurred as results of a miscellaneous or emergency service call shall be invoiced as separate line items from the “Regular and/or Premium Rates” submitted. All charges must be clearly itemized on the invoice.

i. On the cost sheet you will need to detail your markup percentages, as part of your bid.

e. The Contractor must be capable of responding to an emergency situation within two (2) hours after notification of system problems.

f. Contractor shall supply one contact phone number for emergency service.

Locations

Cost

a. The Vendor is to provide a breakdown cost for the different locations/equipment.

b. Please use the attached form (excel spreadsheet) to submit your bid.

c. This is for a 1-year contract with two (2) two-year renewals.

d. Additionally, please provide an hourly rate to be used if work outside of the work described in the contract, including an emergency rate.

Length of resulting contract:

The term of the anticipated contract, resulting from this Bid, is defined as follows:

Contractor Performance:

· If the Contractor receives a notification of poor performance, it will be documented.

· The Contractor will be given two (2) weeks from the date of the performance evaluation to correct all issues discovered.

· If the issues are not resolved during that timeframe the contract could be terminated due to documented poor performance with a thirty (30) day notice.

· Poor performance may be considered in the evaluation of a subsequent bids submitted by the Contractor.

· The Contractor will have fifteen (15) calendar days from the date notified to appeal any termination of contract decision based on the Evaluation of Services Tours.

· The appeal must be addressed to the Director of the Division of Procurement Services.

Vetting

a. The Department retains the right to screen and restrict from the facility personnel employed by or representing the provider who do not receive a satisfactory/passing background check.

b. All persons must pass a federal background check conducted by the Department of Defense, Veterans and Emergency Management (DVEM) before being allowed into/onto the facility grounds. This applies to all Maine National Guard facilities and grounds.

c. The Contractor must supply a list of people who may be either involved in the work effort, accompanying the Contractor, subcontracted, or present at the facility to the Vetting Coordinator. This must happen within two weeks after the award of the contract or two weeks prior to the beginning of the contract, whichever comes first. This also applies to any “new” employees that become part of the project for the contract’s length.

d. The list will include first name, middle initial, last name, date of birth, maiden name, social security number or another federal issued identification number and driver’s license number & state issued for each person.

e. The Department will provide to the Provider the names of those personnel that are acceptable for access, and those that are not acceptable for unescorted access into/onto our facilities. The Department will not be legally allowed to share any specifics regarding why certain personnel are considered unacceptable for any access.

Contractor Communications The Contractor must respond to all emails and phone calls within one (1) business day.

The Contractor is expected to meet with the Program Administrator (Ken Merrifield) 207-430-6335, or his designee at least TWO weeks prior to the start date of the contract to go over the performance expectations. Failure to do so can result in the pending contract being terminated and the service being put back out to bid.

Improper Termination or Cessation of Contract:

a. If the Contractor terminates the contract or ceases to provide services in violation of any term of this Contract the Contractor will be held liable for any and all costs to the State as a result of such action, including but not limited to, costs associated entering into a temporary contract to replace services once provided by the Contractor until such time as the service can go through the competitive bid process and a new contract can be executed.

b. The Contractor will not be awarded additional contracts with the State until all costs required pursuant to this Contract have been paid in full to the State of Maine. The State further reserves the right to offset any costs owed pursuant to this Contract from any sums owed to the Contractor pursuant to any contract in effect between any agency of the State and the Contractor.

c. Improper termination or cessation of services will be considered poor performance, which the State will take into consideration during any future competitive bid evaluation process.

Public Facility/Military Facility:

a. Please note that some of these facilities can be used by the public.

b. The appearance and cleanliness of the facility are a direct representation of the Department. The contractor will be responsible for making sure the workplace is tidy and completely clean after work is completed.

State Held Harmless: The Contractor shall indemnify and hold harmless the Department and its officers, agents, and employees from and against any and all third party claims, liabilities, and costs, including reasonable attorney fees, for any or all injuries to persons or property or claims for money damages, including claims for violation of intellectual property rights, arising from the negligent acts or omissions of the Contractor, its employees or agents, officers or Subcontractors in the performance of work under this Agreement; provided, however, the Contractor shall not be liable for claims arising out of the negligent acts or omissions of the Department, or for actions taken in reasonable reliance on written instructions of the Department.

Appendix C

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

COST RESPONSE

RFQ # 15A 250904*0056

Hydraulic Lift/Dock Leveler – Inspection/Maintenance - MEARNG

All responses to this RFQ will require a cost quotation response, in a format selected by the State of Maine. That format is described below.

The attached bidder response sheet must be filled out, breaking out the bid totals. The amount entered into the VSS system should be the 5-year total bid. This is located in cell B25 on the spreadsheet.

All bids must be entered in the Vendor Self Service (VSS).

All bids must have a bid price (Contract Amount). The price must be filled in using numbers and a decimal point only.

Example: If your bid is for one dollar you would enter 1.00

If you have any details you want us to know about your bid or the item you are bidding write them in the Comments section.

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