Maine PRAMS Protocol.pdf

This is a Request for Quotations (RFQ) issued by the State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, on behalf of the Department of Defense, Veterans and Emergency Management-Military Bureau, for lawn care services at the Maine Army National Guard Westbrook Armory. The solicitation seeks qualified contractors to provide comprehensive lawn maintenance for 0.25 acres during the growing season (May through October) and winter cleanup services, including weekly mowing and trimming to maintain grass heights between 3.5 and 5 inches, grass clipping removal and bagging, edging, trash removal, fence line maintenance, and seasonal cleanup. All work must be completed during facility operating hours of 7:30 a.m. to 4:00 p.m. with staff present, with exact scheduling to be negotiated following award. Quotations are due by 4:00 p.m. Eastern Standard Time on March 13, 2026, with a questions deadline of March 6, 2026. The contract term runs from May 1, 2026 through April 30, 2027, with two optional two-year renewal periods extending through October 31, 2030. Bidders must submit responses through the State's Vendor Self Service electronic procurement system and include a cost response sheet in Excel format, a bid cover page with responsible bidder certification, and a disaster recovery plan.

The RFQ anticipates one award to be determined on a best value basis prioritizing lowest price among qualifying responses. The current vendor, Quist Lawn Care, charges approximately $2,500 annually, which serves as a reference point for anticipated award values. Contractors are subject to monthly performance evaluations using a standardized checklist and must meet vetting requirements including federal background checks for all personnel. Contractors are responsible for all damage to facility grounds and must complete repairs within ten working days. Payment is made on a monthly billing cycle basis for services successfully provided, with deductions applied for unperformed scheduled tasks. Contractors failing to meet performance standards will receive written notice and have two weeks to correct deficiencies; three consecutive poor performance evaluations automatically trigger termination eligibility. Contractors have fifteen calendar days to appeal termination decisions to the Director of the Division of Procurement Services.