RFP# 202511156 Fire Alarm and Suppression System_Final.docx

STATE OF MAINE

Department of Corrections

RFP# 202511156

Fire Alarm and Fire Suppression System Testing and Inspection

RFP Coordinator

Submitted Questions Due Date

December 30, 2025, no later than 4:00 p.m., local time

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

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. CONTRACT TERM

E. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. 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

ATTACHMENT A – DEVICE COUNTS BY FACILITY

PUBLIC NOTICE

State of Maine Department of Corrections

RFP# 202511156

Fire Alarm and Fire Suppression System Testing and Inspection

The State of Maine is seeking proposals for bidder(s) to conduct the required periodic fire alarm and suppression system testing and inspection within Maine DOC facilities.

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 January 20, 2026. 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 Corrections

RFP# 202511156

Fire Alarm and Fire Suppression System Testing and Inspection

PART I INTRODUCTION

A. Purpose and Background

The Maine Department of Corrections (Department) is seeking a vendor(s) to conduct the required periodic fire alarm and suppression system testing and inspection within Maine DOC facilities 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.

The Department operates multiple correctional facilities across the state, each of which relies on complex fire suppression and alarm systems to ensure the safety of incarcerated residents, staff, and property. These systems—ranging from wet and dry sprinkler systems to fire pumps and integrated fire/smoke alarms—require regular testing and inspection to remain compliant with life safety codes and to function reliably in emergency situations.

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. Eligibility to Submit Bids

Vendors who are not currently providing maintenance and/or servicing the Department's fire alarms and suppression systems are eligible to bid on this RFP.

D. 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.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

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

E. Number of Awards

The Department reserves the right to make one or multiple awards, whichever is in the best interest of the State, as a result of this RFP process. See Service Specifications under Part II, Section B for the potential breakdown of contract awards.

PART II SCOPE OF SERVICES TO BE PROVIDED

The awarded Bidder(s) shall conduct the required periodic testing and inspection of the fire alarm and fire suppression systems at statewide Maine DOC facilities. All testing and certifications will be in accordance with applicable state and federal laws, regulations, standards, instructions and commercial practices.

A. Service Locations MDOC must develop a comprehensive maintenance plan and procure a qualified vendor to deliver preventive maintenance and repair services across all facilities. The successful bidder must be capable of providing service at the following MDOC facilities:

1. Maine Correctional Center –17 Mallison Falls Road, Windham, ME

2. Women’s Reentry Center – 230 River Road, Windham, ME

3. Maine State Prison – 807 Cushing Road, Warren, ME

4. Bolduc Correctional Facility – 516 Cushing Road, Warren, ME

5. Mountain View Correctional Facility – 1182 Dover Road, Charleston, ME

6. Downeast Correctional Facility – 64 Base Road, Machiasport, ME

B. Service Specifications The awarded Bidder(s) shall provide all labor, materials, equipment and transportation necessary to provide the required testing and inspections services. The Department anticipates a natural divide among the required system services; hence, the services are divided into two “packages.” The following systems are included in this solicitation:

Package 1

1. Fire Alarms and Panels (quarterly*)

2. Wet Sprinkler Systems (quarterly*)

3. Dry Sprinkler Systems (quarterly*)

4. Anti-Freeze Systems (annual*)

5. Fire Hydrants (annual*)

6. Backflow Preventors (annual*)

Package 2

1. Fire Extinguishers (annual*)

2. Hood Agent Systems (annual*)

*The schedules shown here reflect the current testing/inspection intervals at Maine DOC facilities. In responding to this RFP, Bidders should confirm the above intervals meet the latest state and federal regulations and standards.

Please Note: Facility specific device counts are provided in Attachment A of this RFP.

C. Compliance and Inspection Reports The awarded Bidder(s) must be able to provide documentation demonstrating adherence to applicable NFPA standards, state fire codes, and inspection results, maintained and updated regularly throughout the contract period.

Inspection reports must be delivered to the Facility Maintenance Superintendent or his/her designee with respect to each facility. Such reports must identify any deficiencies requiring additional maintenance or service on the fire alarm/sprinkler/suppression systems within seven (7) days of testing/inspection completion.

D. Testing Scheduling and Coordination

1. Testing and inspection services must be scheduled during the normal hours of operation, which are Monday through Friday, 06:00AM to 16:30PM.

2. No maintenance or testing will be scheduled on observed State Holiday Schedule or Federal Holidays.

3. The awarded Bidder(s) shall coordinate with the Facility Maintenance Superintendent and local fire station prior to all testing that will set off fire suppression alarms within a building or that reports to the local fire station.

E. Environmental Controls

1. The awarded Bidder(s) is responsible for ensuring that all activities meet or exceed Federal and State of Maine Environmental Protection requirements.

2. The awarded Bidder(s) shall be knowledgeable of and comply with all applicable Federal, State and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws, regulations, requirements change during the term of the awarded contract, the awarded bidder(s) shall comply with such laws, regulations and/or requirements as changed.

3. If the awarded Bidder(s) spills or releases any substance with a reportable quantity as defined in Federal, State, or Local laws or regulations into the environment, the awarded bidder(s) shall immediately report the incident to the appropriate regulatory agency(ies) and the Facility Maintenance Superintendent or his/her delegate. The awarded bidder(s) shall be held liable for the spill or release of such substances. The awarded bidder(s) is responsible for advising their employees about all Environmental and Hazardous Materials Handling procedures and policies. The awarded Bidder(s) is also required to have and maintain Safety Data Sheet on all material that are required by Federal/State, Federal laws and/or regulations (reference OSHA requirements).

F. Security Requirements

1. All personnel employed by the awarded Bidder(s) in the performance of the contract resulting from this RFP, or any representative of the awarded bidder(s) entering a Maine DOC facility, shall abide by all Maine DOC security regulations and will undergo a background check. The awarded Bidder(s) shall provide a list of all personnel assigned to each respective facility’s Facility Maintenance Superintendent within fourteen (14) days prior to a scheduled testing/inspection date.

2. The awarded Bidder(s) will provide the Facility Maintenance Superintendent or his/her delegate with a list of company owned vehicles that will be used during the term of the awarded contract, and make sure they are registered and have insurance cards for each vehicle.

3. The awarded bidder(s) will notify the Facility Maintenance Superintendent or his/her delegate of any changes to either the vehicle or personnel list at least five (5) business days prior to a scheduled testing/inspection date.

4. The awarded Bidder(s) shall contact the Facility Maintenance Superintendent or his/her delegate to provide an escort as needed to service areas located in restricted and/or controlled areas.

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)

· And all required eligibility documentation stated in PART IV, Section I.

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)

· And all required information and attachments stated in PART IV, Section II.

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

· Appendix E (Proposed Services Form)

· Attachment A (Must provide Proposed Inspection Schedule)

· And all required information and attachments stated in PART IV, Section III.

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.

3. Eligibility Requirements Bidders must provide documentation to demonstrate meeting eligibility requirements stated in PART I, C. of the RFP.

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. 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.

3. 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.

4. 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.

5. 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. The successful Bidder should have qualified technicians with active and appropriate licenses to perform services in the following areas:

· Backflow Certification

· Fire Sprinkler System Contractor

· Certification of Responsible Managing Supervisor

· Inspection Technician

· Mobile Elevated Work Platform (MEWP) Certification

6. 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.

Section III Proposed Services (File #3)

1. 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.

2. Implementation - Work Plan Bidders must provide a realistic work plan for the implementation of the program through the first contract period. Bidders must use the spaces provided in Attachment A (Device Counts by Facility) to record the proposed schedule of testing/inspection at each facility. If applicable, Bidders must identify all tasks to be delegated to subcontractors.

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix F (Cost Proposal Form).

2. 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.

3. Both Packages Awarded Separately Given that there are two packages being solicited in this RFP (see Appendix F for details), both packages will be awarded separately. Bidders may bid on one package or both packages and must provide separate proposed costs for each package following the instructions provided in Appendix F.

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 fifty (50) points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

There are two packages being solicited in this RFP (see Appendix F for details). The scoring formula for both packages is as follows:

(Lowest submitted cost proposal / Cost of proposal being scored) x 50 = 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.

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 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 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 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

Attachment A – Device Counts by Facility

APPENDIX A

Department of Corrections

PROPOSAL COVER PAGE

RFP# 202511156

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 Corrections

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202511156

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 Corrections QUALIFICATIONS and EXPERIENCE FORM

RFP# 202511156

Bidder Name:

Present a brief statement of qualifications. Describe the history of the Bidder’s organization, especially regarding skills pertinent to the specific work required by the RFP and any special or unique characteristics of the organization which would make it especially qualified to perform the required work activities. The Bidder may expand this form and use additional pages to provide this information.

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 Corrections

SUBCONTRACTORS FORM

RFP# 202511156

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 Corrections

PROPOSED SERVICES FORM

RFP# 202511156

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 provide a proposed schedule of inspections for the first year of the contract using the spaces provided in Attachment A. If Subcontractors are proposed, Bidders must clearly identify the work each will perform.

APPENDIX F

Department of Corrections

COST PROPOSAL FORM

RFP# 202511156

Bidder Name:

Special Instructions

1. Bidders must submit a cost proposal that covers the Initial Period of Performance and all Renewals as defined in Part I of the RFP.

2. The Grand Total(s) proposed below is/are considered the Proposed Cost(s) for each package bid upon and will be used to score the cost proposal as defined Part V, B, 3 of the RFP.

3. For each Package being bid upon, please insert proposed costs in the spaces provided below for each service period. Use the “Device Counts by Facility” provided in Attachment A as the basis to formulate your costs.

PACKAGE 1

Initial Period of Performance (3/1/26 – 6/30/28)

Renewal Period 1 (7/1/28 – 6/30/30)

Renewal Period 2 (7/1/30 – 6/30/31)

1. Fire Alarms and Panels (quarterly*)

2. Wet Sprinkler Systems (quarterly*)

3. Dry Sprinkler Systems (quarterly*)

4. Anti-Freeze Systems (annual*)

5. Fire Hydrants (annual*)

6. Backflow Preventors (annual*)

PACKAGE 1 SUBTOTALS > > > > > >

PACKAGE 1 GRAND TOTAL

PACKAGE 2

Initial Period of Performance (3/1/26 – 6/30/28)

Renewal Period 1 (7/1/28 – 6/30/30)

Renewal Period 2 (7/1/30 – 6/30/31)

1. Fire Extinguishers (annual*)

2. Wet Sprinkler Systems (quarterly*)

PACKAGE 2 SUBTOTALS > > > > > >

PACKAGE 2 GRAND TOTAL

*The schedules shown here reflect the current testing/inspection intervals at Maine DOC facilities. In responding to this RFP, Bidders should confirm the above intervals meet the latest state and federal regulations and standards.

ATTACMENT A

State of Maine RFP# 202511156 1 Rev. 10/1/2025 – DAFS/Office of State Procurement Services image1.jpeg image2.emf

ATTACHMENT A - Device Counts by Facility .xlsx Bolduc

Fire Alarm (Test & Inspect) Quantity: Inspection Frequency: Proposed Inspection Month(s)*

Make/Model: Quarterly

Simplex 4002; 4100; 4100ES

Fire Panel(s) 5

Pull Stations 6

SmokeDetectors - Test & Inspect 100

Duct Detectors - Functional test 5

AV's, Horn/Strobes 17

Heat Detectors 113

Sprinkler System (Test & Inspect)

Wet Risers 2 Quarterly

Dry Risers 1 Quarterly

Anti-Freeze Loops 1 Annual

*Assuming a contract start date of 3/1/2026, provide proposed inspection month(s) for the first year of the contract.

Maine State Prison

Fire Alarm (Test & Inspect) Quantity: Inspection Frequency: Proposed Inspection Month(s)*

Make/Model: Quarterly

Simplex 4100

Fire Panel(s) 7

Pull Stations 101

SmokeDetectors - Test & Inspect 346

Duct Detectors - Functional test 114

AV's, Horn/Strobes 239

Heat Detectors 144

NAC 6

Annunciator 4

Sprinkler System (Test & Inspect)

Wet Risers 10 Quarterly

Dry Risers 1 Quarterly

Anti-Freeze Loops 1 Annual

Backflow Preventer (Sprinkler, Domestic, Irrigation) 10 Annual

*Assuming a contract start date of 3/1/2026, provide proposed inspection month(s) for the first year of the contract.

Maine Correctional Center

Fire Alarm (Test & Inspect) Quantity: Inspection Frequency: Proposed Inspection Month(s)*

Make/Model: Quarterly

Simplex 4005; 4010ES; 4001; 4005; 4002; 4100; 2001

Fire Panel(s) 10

Pull Stations 58

SmokeDetectors - Test & Inspect 292

Duct Detectors - Functional test 34

AV's, Horn/Strobes 78

Heat Detectors 160

NAC 1

Annunciator 1

Sprinkler System (Test & Inspect)

Wet Risers 9 Quarterly

Dry Risers 1 Quarterly

Anti-Freeze Loops 2 Annual

Backflow Preventer (Sprinkler, Domestic, Irrigation) 8 Annual

*Assuming a contract start date of 3/1/2026, provide proposed inspection month(s) for the first year of the contract.

Women's Re-Entry

Fire Alarm (Test & Inspect) Quantity: Inspection Frequency: Proposed Inspection Month(s)*

Make/Model: Quarterly

Edwards (EST i0500)

Fire Panel(s) 1

Pull Stations 11

SmokeDetectors - Test & Inspect 65

Duct Detectors - Functional test 20

AV's, Horn/Strobes 58

NAC 1

Sprinkler System (Test & Inspect)

Wet Risers 1 Quarterly

Backflow Preventer (Sprinkler, Domestic, Irrigation) 2 Annual

*Assuming a contract start date of 3/1/2026, provide proposed inspection month(s) for the first year of the contract.

Long Creek Youth

Fire Alarm (Test & Inspect) Quantity: Inspection Frequency: Proposed Inspection Month(s)*

Make/Model: Quarterly

Simplex 4020; 4008; 4100ES

Fire Panel(s) 3

Pull Stations 40

SmokeDetectors - Test & Inspect 227

Duct Detectors - Functional test 86

AV's, Horn/Strobes 267

Heat Detectors 25

NAC 5

Annunciator 2

Other (AHU input, relays, etc.) 6

Door Holder 2

Sprinkler System (Test & Inspect)

Wet Risers 2 Quarterly

Anti-Freeze Loops 2 Annual

Private Fire Hydrants 3 Annual

*Assuming a contract start date of 3/1/2026, provide proposed inspection month(s) for the first year of the contract.

Mt. View Correctional

Fire Alarm (Test & Inspect) Quantity: Inspection Frequency: Proposed Inspection Month(s)*

Make/Model: Quarterly

Simplex 4001; 4007ES; 4002; 4100; 4020

Fire Panel(s) 9

Pull Stations 65

SmokeDetectors - Test & Inspect 275

Duct Detectors - Functional test 52

AV's, Horn/Strobes 292

Heat Detectors 95

NAC 4

Annunciator 1

Sprinkler System (Test & Inspect)

Wet Risers 9 Quarterly

Dry Risers 2 Quarterly

Backflow Preventer (Sprinkler, Domestic, Irrigation) 4 Annual

*Assuming a contract start date of 3/1/2026, provide proposed inspection month(s) for the first year of the contract.