RFP 202601004 Resilient Energy Systems.docx

STATE OF MAINE

Governor’s Office of Policy Innovation and the Future

RFP# 202601004

Resilient Energy Systems for Municipal Buildings

RFP Coordinator

Submitted Questions Due Date

March 20, 2026, 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. CONTRACT TERM

D. 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

PUBLIC NOTICE

State of Maine Governor’s Office of Policy Innovation and the Future

RFP# 202601004

Resilient Energy Systems for Municipal Buildings

The State of Maine is seeking proposals for a vendor to support 10 Maine municipalities that have high climate vulnerabilities to select, design, and install resilient energy systems in their publicly owned buildings.

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 April 10. 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 Governor’s Office of Policy Innovation and the Future

RFP# 202601004

Resilient Energy Systems for Municipal Buildings

PART I INTRODUCTION

A. Purpose and Background

The Maine Governor’s Office of Policy Innovation and the Future (GOPIF, Department), in partnership with the State Resilience Office (SRO), seeks a vendor to support 10 Maine municipalities that have high climate vulnerabilities to select, design, and install resilient energy systems in their publicly owned buildings 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.

With communities across Maine facing increasing challenges from climate-related impacts, such as flooding and damage from intense storms, it is a priority to develop systems and deliver investments to build resilience to these impacts. The importance of resilience has been heightened in the wake of unprecedented damage to public infrastructure from the storms of December 2023 and January 2024, which was estimated to be more than $90 million in Maine.

For local governments, emergency services, and first responders on the frontlines of responding to climate-related impacts, ensuring that their operations have built-in resilience to support public safety during emergencies is a critical need. However, many Maine communities, especially those most vulnerable to climate impacts, lack the resources or staff capacity to build these resilient systems.

Through this RFP for the Resilient Energy Systems for Municipal Buildings program, GOPIF will contract with a vendor to provide technical assistance to 10 pre-selected Maine municipalities with high climate vulnerabilities and install resilient energy systems at their public buildings. For the purposes of this RFP, Resilient Energy Systems (RES) refer collectively to energy efficiency, weatherization, clean energy generation, and storage technologies that when installed in combination can reduce greenhouse gas emissions and energy use and increase resilience in emergencies to support critical operations and services. RES components may include but are not limited to heat pumps, variable refrigerant flow (VRF) systems, LED lighting, energy efficient windows and doors, insulation, solar photovoltaic (PV) systems, and battery storage.

This pilot program is an initiative of the Community Resilience Partnership (Partnership), a statewide program within the State Resilience Office that supports Maine communities in decarbonizing and electrifying their public buildings and advancing progress toward the State climate goals laid out in the State’s four-year (4) climate action plan, Maine Won’t Wait. In addition to resilience in emergencies to support critical operations and services, this pilot program will also support communities in efforts to reduce and stabilize energy costs and reduce greenhouse gas emissions.

The 10 municipalities already selected for this pilot include: Caribou, Carthage, Dover-Foxcroft, Fairfield, Jonesport, Limestone, Lubec, Machias, Millinocket, and Rockland. Each municipality has selected a public facility for the pilot program. The results of these projects will be shared with other communities as case studies through the Partnership.

Note: Funding for the services procured through this RFP is congressionally directed spending provided to the State of Maine by the U.S. Department of Housing and Urban Development (HUD) under the FY24 Community Project Funding (CPF) program. This project must comply with federal terms and conditions. The awarded Bidder, as well as any subcontracted entities, will be required to adhere to these terms and conditions, which include but are not limited to:

· The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200);

· Section 106 reviews under the National Historic Preservation Act;

· HUD environmental review under Part 58 (24 CFR 58), and

· Buy American Preference (BAP) for iron and steel. For this funding, the BAP applies to the iron and steel in this project because the project is using CPF funds obligated on or after February 22, 2024. The project does not need to comply with the BAP for construction materials or manufactured products because the CPF funds were obligated before August 23, 2024.

Davis-Bacon Act requirements will not apply to this contract.

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 must 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.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for one (1) renewal period, 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:

D. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process. The Department anticipates the amount of the award to be $2,492,500 for the Initial Period of Performance.

PART II SCOPE OF SERVICES TO BE PROVIDED

This section provides the full scope of services to be provided by the selected Bidder. Bidders should propose a scope of work for the Initial Period of Performance that addresses each of the following tasks:

TASK A: Select Resilient Energy Systems

1. For each of the 10 municipalities, the awarded Bidder will meet with the municipality’s project team to establish the community’s resilience and energy goals and establish whether the municipality will provide any local funds to supplement the project budget (see note below).

2. The awarded Bidder will work with the project team to prioritize and select Resilient Energy System components that;

1) Increase resilience in emergencies to support critical operations and services,

2) Reduce and stabilize energy costs,

3) Reduce greenhouse gas emissions, and

4) Align with the allocated budget.

Note: Each municipality will be allotted one tenth of the budget allocated to Task C to install the selected Resilient Energy System and is welcome to supplement using local funds for a system that exceeds this budget.

In their response, Bidders must:

· Propose a process to identify the goals and prioritize components for each municipality’s Resilient Energy System;

· Demonstrate their product knowledge (strong candidates will be able to provide product expertise across clean energy, energy efficiency, and weatherization technologies or include partners/subcontractors that expand this base of knowledge); and

· Describe their experience with and/or general approach to providing technical assistance and services for municipal or commercial clients.

TASK B: Design Resilient Energy Systems

1. Based on the goal setting and Resilient Energy System component prioritization established in Task A, for each of the municipalities, the awarded Bidder will design the Resilient Energy System, ensuring components work well together, the components are properly sized, the layout is thoughtfully considered, the system includes high-quality components, and the components comply with federal terms and conditions that will apply to installation.

2. The awarded Bidder will finalize costs for each of the Resilient Energy Systems, ensuring all available financial incentives are organized and applied to the final cost proposal, including Efficiency Maine Rebates and applicable tax credits. The GOPIF and SRO team will review each final budget and design and issue a notice to proceed with installation.

3. For any projects that require additional federal reporting for provisions such as environmental review or historic preservation reviews under Section 106, the awarded Bidder will support these reviews prior to installation.

Note: Funding for this RFP is provided by HUD through the FY24 CPF program. Design and components for this project must comply with all federal terms and conditions including 2 CFR 200 and the National Historic Preservation Act, in addition to funding specific terms and conditions including HUD’s environmental review process under Part 58 and Buy American Preference for iron and steel. This funding does not include Davis-Bacon Act requirements.

In their response, Bidders must:

· Describe their approach to designing Resilient Energy Systems; and

· Demonstrate their understanding of the incentive landscape for local, state, and/or federal rebates and/or tax credits available to Maine municipalities (strong candidates will have demonstrated experience optimizing Efficiency Maine Rebates and federal elective pay clean energy tax credits).

TASK C: Install Resilient Energy Systems The awarded Bidder will install the Resilient Energy Systems in each of the 10 municipal buildings.

In their response, Bidders must:

· Propose a plan for installing the Resilient Energy Systems across the 10 municipal buildings (strong candidates will demonstrate the available workforce to install all systems in a timely manner or include partners/subcontractors that result in this capacity);

· Describe their experience installing clean energy, energy efficiency, and weatherization technologies (strong candidates will be able to install clean energy, energy efficiency, and weatherization technologies or include partners/subcontractors that result in this capability);

· Demonstrate their ability to provide installation services at each of the 10 participating municipal buildings (strong candidates will be able to install all related technology types at each of the 10 participating municipal buildings or include partners/subcontractors that result in this capability); and

· Describe their operations and maintenance policies and product warranties or similar services that will be included with the installations, if applicable.

TASK D: Quarterly and Final Reports The awarded Bidder is required to submit quarterly performance reports and a final performance report upon completion of the project. These reports may include project updates, quarterly expenditures, and case study questions for the final report. This report will also include funding specific metrics, including Buy American Preference Metrics and # of completed resilient energy systems.

Funding for this project is provided to the State by HUD through CPF program. The State is required to submit reports to the HUD no later than the 30th day of the month following the end of a semi-annual reporting period. Failure of the awarded Bidder to submit reports within established timeframes will directly affect the ability of the State to remain in compliance with its federal contract.

In their responses, Bidders must:

· Describe their experience with and/or general approach to submitting performance reports; and

· Describe their experience with federal reporting, if applicable.

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)

· 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)

· 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.

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

6. 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. This documentation may include:

a. Efficiency Maine Qualified Partner

b. Certified Public Accountant (CPA)

c. Leadership in Energy and Environmental Design (LEED)

d. Certified Energy Manager (CEM)

7. 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. 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.

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. Further instructions are provided in Appendix F (Cost Proposal Form).

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: Section IV, the Cost Proposal, will be assigned a score according to a mathematical formula which considers: 1) a proposed hourly rate for tasks A, B, and D; 2) the proposed cost for a hypothetical example project; and 3) the budget narrative. Each of these proposed costs will be scored as explained below. The total score will be the sum of the three component scores, with a maximum score for the Cost Proposal of 30 points.

Hourly Rate for Tasks A, B, and D (10 points max) The lowest bid for the hourly rate will be awarded 10 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 proposal being scored) x (10) = pro-rated score for Hourly Rate

Example Project Cost (7 points max) The lowest bid for Example Project Cost will be awarded 7 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 proposal being scored) x (7) = pro-rated score for Example Project Cost

Budget Narrative (13 points max) The Budget Narrative will be scored using the consensus approach.

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 fifteen (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 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

APPENDIX A

Governor’s Office of Policy Innovation and the Future

PROPOSAL COVER PAGE

RFP# 202601004

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

Governor’s Office of Policy Innovation and the Future

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202601004

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

Governor’s Office of Policy Innovation and the Future QUALIFICATIONS and EXPERIENCE FORM

RFP# 202601004

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.

If the Bidder has not provided similar services, note this, and describe experience with projects that highlight the Bidder’s general capabilities.

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

Governor’s Office of Policy Innovation and the Future

SUBCONTRACTORS FORM

RFP# 202601004

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

Governor’s Office of Policy Innovation and the Future

PROPOSED SERVICES FORM

RFP# 202601004

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

Governor’s Office of Policy Innovation and the Future

COST PROPOSAL FORM

RFP# 202601004

Bidder Name:

Special Instructions

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

2. The Department anticipates the amount of the award to be $2,492,500. Bidders must assume a budget of $2,492,500 for the Initial Period of Performance. The $2,492,500 is considered the Proposed Total Cost and will be used to score the cost proposal as defined Part V, B, 3 of the RFP.

3. Proposed Hourly Rate: The Proposed Hourly Rate must be presented as a blended hourly rate and for Tasks A, B, and D costs presented in the Budget Narrative below.

4. Proposed Example Project Cost: The Proposed Example Project Cost must be presented as a fixed amount. Bidders must provide a cost estimate for the following example Resilient Energy System:

a. 30 kW rooftop solar array

b. 15 kWh battery storage

c. Six (6) 12,000 btu mini-split indoor wall-mount heat pump units

d. Two (2) 36,000 btu outdoor heat pump condenser units

Bidders must include all materials, labor, and overhead costs. Costs should align with the components and subcontractors included in the Bidder’s Proposed Services. For the purposes of this example, Bidders must assume no roof repair and no upgrades to the electrical service; however, it will be noted that in practice the awarded Bidder will support these upgrades as needed for the actual installations. Travel costs, interconnection and permitting fees, and Efficiency Maine rebates and other incentives must be excluded in this calculation. For each of the technology types (solar, battery, indoor heat pumps, outdoor heat pumps), the Bidder may propose a cost for equipment within 10% of the total stated capacity to account for standard equipment sizes.

5. Budget Narrative: Bidders must provide a Budget Narrative detailing the cost of the project and describe how the costs will be used to serve the municipalities. The narrative must include:

a. List the costs for each of the Tasks A-D outlined within the scope of work.

b. Describe how the costs for each task were determined, including what considerations went into deciding how much funding to put toward technical assistance versus installation.

c. Provide an equipment specifications list and rationale for how the Example Project Cost was determined.

Budget Narrative:

State of Maine RFP# 202601004 1 Rev. 11/10/2025 – DAFS/Office of State Procurement Services image1.jpeg