RFP# 202511155 LDTS Range_Final.docx

STATE OF MAINE

Department of Defense, Veterans & Emergency Management Military Bureau

RFP# 202511155

LDTS Range – Biological Assessment

RFP Coordinator

Submitted Questions Due Date

December 16, 2025, no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

A. QUESTIONS

B. AMENDMENTS

C. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – PROPOSED SERVICES FORM

APPENDIX F – COST PROPOSAL FORM

PUBLIC NOTICE

State of Maine Department of Defense, Veterans & Emergency Management – Military Bureau

RFP# 202511155

LDTS Range – Biological Assessment

The State of Maine is seeking proposals for a qualified contractor to holistically evaluate relevant factors including existing and proposed land use, topography, soil, ground water, surface and subsurface stormwater drainage, and a large body of existing biological and hydrogeochemical studies in order to develop a Biological Assessment for submission to USFWS and to consult DVEM through the final USFWS Conference Report. This is for the approx. 3,830 acres of State-owned property to the east of the ranges located in Township 2, Range 9 North of Waldo Patent (T2 R9 NWP) and the Towns of Woodville and Chester in Penobscot County, Maine.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on December 29, 2025. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

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

State of Maine Department of Defense, Veterans & Emergency Management Military Bureau

RFP# 202511155

LDTS Range – Biological Assessment

PART I INTRODUCTION

A. Purpose and Background The Defense, Veterans & Emergency Management – Military Bureau (Department) is Biological Assessment and Report Writing as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

MEARNG is seeking proposals for a qualified contractor to holistically evaluate relevant factors including existing and proposed land use, topography, soil, ground water, surface and subsurface stormwater drainage, and a large body of existing biological and hydrogeochemical studies in order to develop a Biological Assessment for submission to USFWS and to consult DVEM through the final USFWS Conference Report. This is for the approx. 3,830 acres of State-owned property to the east of the ranges located in Township 2, Range 9 North of Waldo Patent (T2 R9 NWP) and the Towns of Woodville and Chester in Penobscot County, Maine.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

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

Task 1 & Task 2 – Start immediately after award

Task 3 – Due 120 days after award

Task 4 – Dependent on regulators

D. Number of Awards

The Department anticipates choosing one (1) vendor as a result of this RFP process. Though this award will be evaluated on the total cost the separate tasks might be awarded as funding is available.

A. Schedule

a. DVEM anticipates the contract will be awarded in February or March 2026.

b. Task 1 and 2 will begin immediately after the Award.

c. The Draft Final BA document generated under Task 3 will be due 120 days after Award.

d. The timing of Task 4 is dependent on regulator and construction design schedules.

PART II SCOPE OF SERVICES TO BE PROVIDED

DVEM seeks a qualified bidder to holistically evaluate relevant factors including existing and proposed land use, topography, soil, ground water, surface and subsurface stormwater drainage, and a large body of existing biological and hydrogeochemical studies (see Existing Data Sources) in order to develop a Biological Assessment for submission to USFWS and to consult DVEM through the final USFWS Conference Report or documentation of USFWS concurrence on a May Affect, Not Likely to Adversely Affect outcome. Per Endangered Species Act Section 7 and verbal confirmation from US Fish & Wildlife staff, Informal Consultation is the expected path for this project.

Project Description The LDTS is a State-owned property located in Township 2, Range 9 North of Waldo Patent (T2 R9 NWP) and the Towns of Woodville and Chester in Penobscot County, Maine (see figure below, only the section not covered by the x)

DVEM proposes to construct, operate, and maintain new multi-purpose machine gun (MPMG), automatic record fire plus (ARF+), a grenade launcher (GLR) ranges, a hand grenade qualification course (HGQC), and a range operations and control support facilities in the western portion of the LDTS. DVEM proposes to operate these new ranges intermittently throughout the calendar year. In addition, DVEM proposes to increase the usage of the existing light demolition range (LDR) and 25-meter small arms ranges to year-round operation.

Key biologic impacts from this development would include approximately 320 acres of forest clearing and permanent conversion to facilities and large expanses of meadow/wet meadow habitats, training noise, and the direct and indirect effects of munitions impacts.

Existing Data Sources The following data are provided as part of the bid package:

1. Acoustic bat surveys (2022)

2. Army Public Health Center range noise models (2018, 2023)

3. Atlantic salmon eDNA survey (2018)

4. Draft benthic macroinvertebrate survey, including freshwater mussels (2024)

5. Canada lynx surveys (2019)

6. Flora & Fauna surveys (2017, 2020)

7. Herpetological Surveys (2018, 2023)

8. Range construction engineering plans (2025)

9. Range munitions landing and final resting location models (2024)

10. Range munitions use estimates (2025)

11. Range operation and maintenance concept plan (2025)

12. USFWS Consultation on the existing development at LDTS (2019)

13. Watershed-scale survey of existing hydrogeochemical conditions and analysis of likely hydrogeochemical fate and transport of range munitions across the impact area (2025).

14. Please note: The hydrogeology firm that prepared this report is under contract with DVEM to coordinate and collaborate with the selected Biologic Assessment vendor and to attend public meetings.

15. Multiple wetland surveys including vernal pools, functions and values assessments, and 2024 USACE Jurisdictional Determination.

PART III, A, 2 of the RFP states that all associated documents will be published in VSS. However, due to the size of the files listed, they cannot be attached to VSS or embedded within the RFP. The Department is providing the link below to the OneDrive where the files are located. Bidders will be asked to provide information when clicking on the link and in most cases, permission will have to be granted by the folder owner (Department). Please request access as soon as possible and allow up to one (1) business day for permission to be granted. Please email the RFP Coordinator with any questions related to accessing the files:

bioassessment files

The following data will be provided to the selected awarded Bidder upon selection:

1. Final (i.e., MEDEP-approved statistics) Benthic macroinvertebrate survey, including freshwater mussels (2024)

2. Geospatial data (e.g., LiDAR Topography, Boundaries, etc.)

3. Revised range construction engineering plans (2025)

4. Non-target camera trap ephemera (e.g., bears, mustelids, etc.)

Further studies/investigations are not part of the project scope and will be bid as separate contracts or contract amendments only if they are required by USFWS. Other publicly available data, surveys and reports may be used if relevant.

General Requirements

1. The awarded Bidder will schedule all work/on-site visits 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, as we are closed on those days.

2. Due to the site being a Training Site, coordination of onsite visits must be made at least 72 hours in advance, as access could be denied if MEARNG has training or other work happening on site.

3. Inspections will meet all Local State and Federal requirements.

4. The awarded Bidder must respond to all emails and phone calls within one (1) business day.

5. The awarded Bidder is expected to meet virtually/in person with the Program Administrator (Tim Bickford 207-430-5923), or their designee to go over complete coordination tasks/logistics once the Contract is signed.

6. 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 for 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.

d. 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.

e. 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.

f. 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.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS) The Office of State Procurement Services Vendor Self Service System website is found at the link below: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system A copy of the RFP and all associated documents will be published in VSS.

Only documents published in VSS will be considered binding.

Any interested party may view open solicitations in VSS using the Public Access feature.

Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

Vendors must have an active Vendor Code (VC or VS) to contract with the department.

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposal submissions must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format:

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· The Proposal must identify the specific individuals who will be assigned to perform this contract, their roles, responsibilities, professional training and qualifications, and reporting lines.

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix E (Proposed Services Form)

· The Proposal must provide a brief outline of how the Vendor would approach and conduct the Scope of Work.

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix F (Cost Proposal Form)

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects which demonstrate their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Project Individuals The Proposal must identify the specific individuals who will be assigned to perform this contract.

a. Identifying their roles, responsibilities, professional training and qualifications as well as their reporting lines.

3. Subcontractors Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of organizational capacity and qualifications for any subcontractors to be used. If no subcontractors will be used, indicate as such on the form.

4. Organizational Chart Bidders must provide an organizational chart. The organizational chart must include the project being proposed. Each position must be identified by position title and corresponding to the personnel job descriptions.

5. Litigation Bidders must attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.

6. Financial Viability Bidders must provide a current copy of their Dun & Bradstreet Business Information Report Snapshot.

7. Licensure/Certification Bidders may provide documentation of any applicable licensure/certification or specific credentials that are related to providing the proposed services of the RFP. Certificate of Insurance Bidders must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

8. The Proposal must identify the specific individuals who will be assigned to perform this contract, their roles, responsibilities, professional training and qualifications, and reporting lines. DVEM’s contract will be structured to ensure that the project staffing documented in the Proposal is an enforceable condition of the contract, subject to negotiated amendment.

Section III Approach & Layout to Complete Services (File #3)

1. The Proposal The Proposal must provide a brief outline of how the awarded Bidder will approach and conduct the scope.

2. Services to be Provided Bidders must complete Appendix E (Proposed Services Form) to discuss the Scope of Services referenced above in PART II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

3. Implementation - Work Plan Bidders must provide a realistic work plan for the implementation of the program through the first contract period. The work plan must be displayed in a timeline chart, and concisely describe each program development and implementation task, the month it will be carried out, and the person or position responsible for each task. If applicable, Bidders must identify all tasks to be delegated to subcontractors.

Bidders must complete Appendix F (Cost Proposal Form).

1. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in PART IV of the RFP.

2. Scoring Process: For proposals that demonstrate meeting the eligibility requirements in Section I, if applicable, the evaluation team will use a consensus approach to evaluate and score Sections II & III above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 40 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 40 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept 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 proposal.

C. Negotiations

1. The Department reserves the right to negotiate with the awarded Bidder(s) to finalize a contract. Such negotiations may not significantly vary the content, nature, or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP.

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

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

E. Appeal of Contract Awards Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules 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 conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The awarded Bidder will be required to execute a State of Maine Service Contract with appropriate riders as determined by the issuing department.

All exceptions will be negotiated between the awarded Bidder(s) and the State. The State will not accept any proposed exceptions as part of this RFP process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services’ website at the following link: Office of State Procurement Services Forms Page

2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i).)

This provision means that a contract cannot be effective until at least fourteen (14) calendar days after award notification.

3. The State recognizes that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in the RFP may need to be adjusted, if necessary, to comply with mandated requirements.

4. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Payments and Other Provisions The State anticipates paying the awarded Bidder 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

a. SOM contract number

b. SOM Vendor VC/VS Number

c. contains correct pricing information relative to the contract

d. and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from the RFP.

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Proposed Services Form

Appendix F – Cost Proposal Form

APPENDIX A

Department of Defense, Veterans & Emergency Management Military Bureau

PROPOSAL COVER PAGE

RFP# 202511155

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

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

· No personnel currently employed by the Department participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

· 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.

· The above-named organization is the legal entity entering into the resulting contract with the Department if they are awarded the contract.

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

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 (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Defense, Veterans & Emergency Management Military Bureau

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202511155

Bidder Name:

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:

a. 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.

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

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

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

c. 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.

d. 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.

e. 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.

f. Is not a foreign adversary business entity (https://www.maine.gov/oit/prohibited-technologies).

g. Is not on the list of prohibited companies (https://www.maine.gov/oit/prohibited-technologies) or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies (Title 5 §2030-B).

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

Department of Defense, Veterans & Emergency Management Military Bureau QUALIFICATIONS and EXPERIENCE FORM

Bidder Name:

Present a brief statement of qualifications.

The Proposal must identify no more than three (3) projects that demonstrate:

a. Nexus with the LDTS Biologic Assessment scope of work and context. Examples include, but are not limited to:

· Biologic Assessments or Ecological Risk Assessments evaluating surface water impacts/discharges and aquatic toxicology.

· Endangered Species Act consultations of complex and controversial actions.

b. Nexus between the example projects and the team members identified in PART IV, SECTION II above. Team members’ roles and responsibilities in the example projects must be clearly and specifically articulated.

c. Successful client outcome.

Provide Project Individual Qualification:

Identify the specific individuals who will be assigned to perform this contract. Identifying their roles, responsibilities, professional training and qualifications as well as their reporting lines.

Provide a description of projects the Bidder performed which occurred within the past five (5) years and reflect experience and expertise needed in performing the functions described in PART II – Scope of Services to be Provided of the RFP. The Bidder may expand this form and use additional pages to provide this information.

Project One

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Two

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Three

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

APPENDIX D

Department of Defense, Veterans & Emergency Management Military Bureau

SUBCONTRACTORS FORM

RFP# 202511155

Bidder Name:

Subcontractors If subcontractors are to be used, Bidders must use the tables below to describe the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications.

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

APPENDIX E

Department of Defense, Veterans & Emergency Management Military Bureau

PROPOSED SERVICES FORM

RFP# 202511155

Bidder Name:

Services to be Provided Bidders must discuss the Scope of Services referenced in PART II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

APPENDIX F

Department of Defense, Veterans & Emergency Management Military Bureau

COST PROPOSAL FORM

Bidder Name:

Bidder’s VC or VS#

Proposed Cost (Sum of Task 1-4)

Special Instructions

1. Bidders must submit a cost proposal that covers All 4 Tasks, as defined below in number 5.

2. The Total Proposed Cost (the sum of tasks 1-4) is considered the Proposed Cost and will be used to score the cost proposal as defined PART V, B, 3 of the RFP.

3. The Proposed Cost must be presented as a Fixed Amount.

4. This Biologic Assessment will be awarded to a single bidder. The tasks described below may be awarded individually to the awarded Bidder depending on available funding and DVEM’s needs.

5. For evaluation of bid cost, provide a cost for completion for each of the following Tasks:

a. Task 1: Kick-off Meeting, Site Visit to LDTS, and Data Transfer coordination.

b. Task 2: Data analysis and USFWS Coordination Meeting(s).

c. Task 3: BA Document draft development and finalization. Assume two (2) rounds of review and comments through DVEM & USFWS.

d. Task 4: Public meeting support. Assume 2 two-hour public meetings in the Lincoln area for the Cost proposal. If needed, rendering Expert Witness or similar testimony will be addressed in a contract amendment.

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