STATE OF MAINE

Department of Corrections Maine Correctional Center

RFP# 202602019

Large Viessmann Boilers Maintenance and Repair

RFP Coordinator

Submitted Questions Due Date

March 5, 2026, 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. PURPOSE AND OBJECTIVES

B. GENERAL REQUIREMENTS

C. PREVENTATIVE MAINTENANCE PROGRAM

D. ON-CALL SERVICE AND RESPONSE REQUIREMENTS

E. PARTS INVENTORY REQUIREMENTS

F. DOCUMENTATION, REPORTING, AND DELIVERABLES

G. OPTIONAL WORK (AS NEEDED)

PART III KEY RFP EVENTS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

PART IV PROPOSAL SUBMISSION REQUIREMENTS

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

APPENDIX G – MANUFACTURER’S MAINTENANCE SCHEDULE

PUBLIC NOTICE

State of Maine Department of Corrections

RFP# 202602019

Large Viessmann Boilers Maintenance and Repair

The State of Maine is seeking proposals for the annual cleaning, preventive maintenance, and, when needed, response to service calls for six (6) Viessmann Boiler Model CA3B 6.0 (Natural Gas) located at the Maine Correctional Center in Windham, 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 March 19, 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 Maine Correctional Center

RFP# 202602019

Large Viessmann Boilers Maintenance and Repair

PART I INTRODUCTION

A. Purpose and Background

The Department of Corrections (Department) is seeking boiler maintenance services for six (6) Viessmann Boiler Model CA3B 6.0 (Natural Gas) located at Maine Correctional Center, 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.

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. Eligibility to Submit Bids

Service and maintenance of this equipment must be performed by a licensed professional heating contractor qualified to service and maintain hot water heating systems. Bidders must submit the Maine Fuel Board license information for all technicians who will work on the boilers, including Maine Propane and Natural Gas Technician credentials.

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 anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

A. Purpose and Objectives

The Department seeks a qualified Bidder to furnish annual cleaning and preventive maintenance services for six (6) Viessmann CA3B 6.0 boilers at Maine Correctional Center in Windham, Maine, and to provide 24/7/365 on-call repair service with a response time of two (2) hours at the location. The objectives are to:

· Maintain safe, reliable, and efficient boiler operations;

· Reduce unplanned outages;

· Ensure all work is performed in accordance with the manufacturer’s requirements, applicable codes, and facility security requirements.

B. General Requirements

The awarded Bidder will furnish all labor, supervision, tools, test instruments, transportation, and incidentals necessary to perform preventive maintenance, inspections, cleaning, testing, adjustments, and repairs. The awarded Bidder will coordinate all work with MCC staff to ensure continuity of operations and compliance with institutional access and safety procedures.

All preventive maintenance and service will, at a minimum, include the recommended service items and schedule described in Appendix G (Manufacturer’s Maintenance Schedule).

C. Preventive Maintenance Program C.1 Annual Preventive Maintenance Visit The awarded Bidder will perform one (1) comprehensive annual service visit for each of the six (6) boilers, scheduled with the Department (typically prior to the heating season unless otherwise directed). The annual service will include, at a minimum, the manufacturer-required items in Appendix G, including the following activities (as applicable to the installed configuration):

· Testing functionality of safety high limits and verifying proper operation.

· Testing and establishing proper chemical makeup of system water.

· Checking flue pipe condition, chimney/vent connection, and related venting components.

· Checking pressure relief valve and system pressure and verifying proper operation.

· Inspecting heating pipe joints, valves, and air vents; identifying leaks/defects and determining causes.

· Verifying adequate combustion air supply and mechanical room ventilation.

· Checking requirements for maintenance/lubrication of circulation pumps per manufacturer instructions (as applicable).

· Verifying gas-tight connections of gas piping/unions, gas valve, and manifold; and checking proper ignition.

· Inspect/replace any condensate neutralizing media at each boiler as necessary.

· Performing and documenting a combustion test by a qualified heating technician.

The annual visit will also include cleaning actions required by the manufacturer (and any additional cleaning necessary for proper operation), including inspection and resealing/retightening of access covers, doors, clean-out openings, and flanges as needed.

C.2 Ongoing/Periodic Requirements In addition to the annual visit, the awarded Bidder will perform manufacturer-required “periodic” checks as needed during service visits and repairs, and will ensure the system remains in compliance with Appendix G. Periodic items include (as applicable) verifying low-water cutoff functionality (including flushing float types if used), inspecting low/high pressure gas switches if used, inspecting main burner flame, and ensuring the boiler room/combustion environment remains suitable for safe operation.

D. On-Call Service and Response Requirements D.1 Coverage The resulting contract will provide 24 hours/day, 7 days/week, 365 days/year on-call service for routine and emergency repair calls. In the event of an emergency repair call, the awarded Bidder commits to a response time of no more than two (2) hours from the time the call is received to the time a service technician arrives at the facility. Compliance with this is to be maintained for all emergency calls, regardless of time of day.

D.2 Response Time For emergency service calls, the awarded Bidder must be able to respond within two (2) hours of notification. “Respond” means a qualified technician initiates contact with designated MCC staff and is en route or on-site as required to diagnose and stabilize the system.

For routine repair calls, the awarded Bidder will provide timely scheduling and dispatch to maintain reliable boiler operations and minimize downtime.

D.3 Coordination, Safety, and Security The awarded Bidder will comply with all MCC safety and security requirements, including check-in procedures, escort requirements (if applicable), tool control, and restrictions on prohibited items. The awarded Bidder will follow applicable lockout/tagout procedures and all relevant codes and manufacturer instructions while performing work. Any personnel providing service onsite is required to pass a criminal background check at the Department’s expense.

E. Parts Inventory Requirements The awarded Bidder will maintain an inventory of critical parts sufficient to support timely repairs and the required emergency response time. At a minimum, the awarded Bidder will:

· Maintain commonly needed OEM (or manufacturer-approved) replacement parts and consumables appropriate to Viessmann CA3B 6.0 boilers (and appurtenant components installed at MCC).

· Replenish parts inventory promptly after use and ensure adequate stock levels are maintained throughout the contract term.

· Provide the Department, upon request, a current critical-parts inventory list and restocking plan.

F. Documentation, Reporting, and Deliverables For each annual PM visit and each service call, the awarded Bidder will provide written documentation that includes, at minimum:

· Date/time of arrival and departure; personnel performing the work; boilers serviced.

· A checklist of completed preventive maintenance items aligned to Appendix G.

· Test results (including combustion test results) and any adjustments made.

· Findings, deficiencies, recommended corrective actions, and any parts replaced.

· Confirmation of system status at turnover (operational condition and any limitations).

G. Optional Work (As Needed) The Department may request additional repairs, component replacements, or system optimization activities identified during inspections. Such work will be performed only upon Department authorization and in accordance with the contract’s pricing and approval requirements.

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)

· 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. This documentation includes:

a. Bidders must submit the Maine Fuel Board license information for all technicians who will work on the boilers, including Maine Propane and Natural Gas Technician credentials.

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:

a. 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.

b. Describe the roles and qualifications of personnel who will perform the work, including the lead technician(s) and backup coverage. Describe the technicians’ training and experience with commercial hot water boiler systems and with Viessmann equipment (or comparable high-efficiency condensing boiler systems).

c. Describe the Bidder’s quality control process (e.g., supervisory review, checklists, verification testing) to ensure services are performed consistently and in accordance with manufacturer requirements. Describe the safety practices relevant to the Bidder’s boiler service, including any lockout/tagout procedures and combustion safety protocols.

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. 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.

4. 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 not already listed under eligibility requirements.

5. 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.

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.

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.

Annual Service: 20 points Technician Hourly Rate: 15 points Replacement Part Markup: 5 points

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 the assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal:

Each cost category will be rated as:

Annual Service: 20 points Technician Hourly Rate - Standard: 15 points Replacement Part Markup: 5 points

Emergency and after-hours rates must be included, but are not factored into the cost proposal scoring.

Each category will be scored according to the following formula:

(Lowest submitted cost proposal for total cost of annual service for two-year initial period / Total cost of annual service for two-year initial period being scored) x 20 = pro-rated score for cost category

(Lowest submitted cost proposal for standard technician hourly rate / Cost of standard technician hourly rate being scored) x 15 = pro-rated score for cost category

(Lowest submitted cost proposal for replacement part markup / Cost of replacement part markup being scored) x 5 = pro-rated score for cost category

Each resulting category score will be added together for a total cost 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 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 Master Agreement 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 G – Manufacturer’s Maintenance Schedule

APPENDIX A

Department of Corrections

PROPOSAL COVER PAGE

RFP# 202602019

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# 202602019

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 (3) 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 (1) 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# 202602019

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.

Identify the roles and qualifications of personnel who will perform the work, including the lead technician(s) and backup coverage. Describe your technicians’ training and experience with commercial hot water boiler systems and with Viessmann equipment (or comparable boiler systems).

Describe your quality control process (e.g., supervisory review, checklists, verification testing) to ensure services are performed consistently and in accordance with manufacturer requirements. Describe your safety practices relevant to boiler service, including any lockout/tagout procedures and combustion safety protocols.

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# 202602019

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# 202602019

Bidder Name:

Preventative Maintenance Approach Describe your approach to annual cleaning and preventive maintenance for six (6) Viessmann CA3B 6.0 boilers, including how your program meets or exceeds the service items and frequencies identified in Appendix G (Manufacturer’s Maintenance Schedule). Identify the specific tasks you will perform during the annual preventive maintenance visit and explain how you document completion of each required item.

Describe your process for receiving and dispatching routine repair calls and providing 24/7/365 on-call coverage. Identify your dispatch method (phone, email, on-call line), escalation procedures, and how you ensure coverage during nights, weekends, holidays, and severe weather events.

Describe your emergency response plan to meet the Department’s requirement to respond within two (2) hours. Include your service territory coverage, where technicians are typically staged, how you prioritize emergency calls, and how you ensure a qualified technician is available at all times. Define what “response” means in your operations (e.g., live callback, dispatch, arrival on site) and confirm your ability to meet the requirement.

Service Scheduling and Coordination Describe how you will coordinate preventive maintenance visits with facility operations, including access requirements, safety procedures, and any planned shutdowns. Identify your typical lead time for scheduling routine service and how you ensure continuity of service when primary staff are unavailable.

Critical Parts Inventory Describe how you will maintain an inventory of critical parts to support timely repairs, including how you determine which parts are “critical,” how parts are stocked (on vehicle vs. warehouse), and how inventory levels are monitored and replenished. Provide a representative list of critical parts you intend to stock for this equipment and identify whether parts are OEM or manufacturer-approved equivalents.

Documentation and Reporting Describe the documentation you will provide after each preventive maintenance visit and service call. At a minimum, include work order reporting, test results (including combustion testing where applicable), parts replaced, deficiencies noted, corrective actions taken, and recommendations. Identify the format of reports and the timeframe for submitting them after services are performed.

Assumptions, Exceptions, and Additional Services Clearly state any assumptions you are making about site conditions, access, operating schedules, or existing equipment condition. Identify any exceptions to the requested scope, and describe any value-added or optional services you can offer (e.g., efficiency optimization, operator training, remote monitoring support), noting whether such services are included in your base proposal or offered as an option.

APPENDIX F

Department of Corrections

COST PROPOSAL FORM

RFP# 202602019

Bidder Name:

Annual Service Costs

Technician Hourly Rate

Replacement Part Markup

Definitions Standard Labor Rate (Monday–Friday, 8:00 a.m.–5:00 p.m.)

The “Standard Labor Rate” is the awarded Bidder’s fully burdened hourly rate for labor performed during normal business hours, Monday–Friday between 8:00 a.m. and 5:00 p.m., excluding State-recognized holidays as defined at the State of Maine Bureau of Human Resources website and US Office of Personnel Management website. This rate will include all labor-related costs, including wages, fringe benefits, overhead, profit, supervision, routine administrative time, and standard tools and equipment.

After-Hours Rate (Evenings, Weekends, and Holidays) The “After-Hours Rate” is the awarded Bidder’s fully burdened hourly rate for labor performed outside normal business hours, including Monday–Friday before 8:00 a.m. and after 5:00 p.m., all day Saturday and Sunday, and State and Federal Holidays. This rate will include all labor-related costs, including wages, fringe benefits, overhead, profit, and supervision. Any minimum call-out charges or minimum billable hours must be clearly stated in the cost proposal.

Emergency Response Rate (Response Within 2 Hours) The “Emergency Response Rate” is the awarded Bidder’s fully burdened hourly labor rate applied to emergency service calls that require a qualified technician to initiate response and be en route or on-site within two (2) hours of notification by the Department. The Emergency Response Rate will apply from the time the emergency service call is dispatched until the emergency condition is stabilized and the system is returned to normal operating status or placed in a safe condition, as determined by the Department.

APPENDIX G

Department of Corrections

MANUFACTURER’S MAINTENANCE SCHEDULE

RFP# 202602019

Bidders may access the maintenance schedule by double clicking on the icon embedded below.

State of Maine RFP# 202602019 1 Rev. 11/10/2025 – DAFS/Office of State Procurement Services image1.jpeg image2.emf

Maintenance Schedule.pdf

Vitocrossal 300 CA3B Series 2.5 to 6.0 Service Inspection and Maintenance

Frequency Performed by a Service

Monthly Owner / Operator

Check the system pressure frequently.

Ensure proper operation of the boiler control. Refer to operating instructions of the control.

Inspect all seals; retighten or replace as necessary.

Ensure an adequate supply of combustion air and ventilation air into and out of the mechanical room is being maintained at all times.

Ensure that nothing is obstructing the flow of combustion ventilation air, and no chemicals, garbage, gasoline, combustible materials, flammable vapors, or liquids are stored, not even temporarily, in the vicinity of the boiler.

Check for water on the floor from the discharge pipe of pressure relief valve or any other pipe, pipe joint, valve, or air vent.

Test pressure relief valve and check for proper operation. See instructions attached to pressure relief valve.

Check all operational high limits for proper operation.

Check for proper operation of the condensate neutralization system (if used).

Check the condition and fill status of the neutralization media.

Check the pH value of the flue gas condensate (min. 6.5).

Check for moisture water on external vent pipe joints and appearance of ice on the vent pipe or chimney outlet in the winter time.

Annually Owner / Operator

Ensure service work/test is conducted at least annually by qualified personnel, and that any deficiencies are corrected immediately.

Heating Technician

Test functionality of safety high limits.

Test and establish proper chemical makeup of system water.

Check flue pipe condition, chimney connection and chimney itself.

Check pressure relief valve and system pressure, and verify proper operation.

Check heating pipe joints, valves, air vents, etc. System leaks must be corrected immediately to avoid further defects.

The cause of defect must also be determined in order to avoid further problems.

Check for proper combustion air supply and ventilation to boiler / mechanical room.

Test high limits by dialing lower settings, then switching burners on/off to verify function. Test low water cut-off, check and verify proper function according to manufacturer’s instructions.

Check requirements for maintenance or lubrication of the circulation pumps according to manufacturer’s instructions.

Check for gas-tight connection of gas piping, unions, gas valve and manifold.

Check proper ignition of the burners.

Combustion test must be performed by a qualified heating technician.

Periodically Heating Technician

Ensure functionality of low water cutoffs, including flushing of float types (if used) during operation. Refer to the manufacturer’s instructions.

Inspect low- and/or high pressure gas switch (if used).

Inspect main burner flame and follow the instruction manual for detailed service and maintenance guidelines.

All boilers and the boiler room must be kept free of high dust levels, high humidity, aggressive vapors and/or chemicals containing chlorine.

Ensure proper boiler room ventilation.

Valves, fittings and pipes not pressure tight must be repaired.

Combustion chamber door, clean-out opening covers, and flanges may need to be retightened and resealed. Do not over tighten.

Maintenance Schedule (continued)