RFP# 202602027 - MEARNG wide Sprinkler_

STATE OF MAINE

Department of Defense, Veterans & Emergency Management Military Bureau

RFP# 202602027

MEARNG wide Sprinkler & Fire Panel Preventive Maintenance, Testing & Inspections

RFP Coordinator

Submitted Questions Due Date

27 May 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. VENDOR SELF SERVICE SYSTEM (VSS)

B. BIDDERS’ CONFERENCE

C. QUESTIONS

D. AMENDMENTS

E. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – PROPOSED SERVICES FORM

APPENDIX F – COST PROPOSAL FORM

PUBLIC NOTICE

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

RFP# 202602027

MEARNG wide Sprinkler & Fire Panel Preventive Maintenance, Testing & Inspections

The State of Maine is seeking proposals for a qualified contractor to provide preventive maintenance and inspection services to all Fire/Smoke Alarm Panels and Sprinkler Systems Maine Army National Guard (MEARNG) Wide.

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

A Bidders’ Conference will be held on 21 May 2026 at 9:00 a.m. at the following location: Camp Keyes, Bldg 7 194 Winthrop St., Augusta, ME 04330.

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 11 June 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 Defense, Veterans & Emergency Management Military Bureau

RFP# 202602027

MEARNG wide Sprinkler & Fire Panel Preventive Maintenance, Testing & Inspections

PART I INTRODUCTION

A. Purpose and Background

The Department of Defense, Veterans & Emergency Management - Military Bureau (Department) is seeking a qualified contractor to provide preventative maintenance, testing, and inspection services to all Fire/Smoke Alarm Panels and Sprinkler Systems MEARNG Wide 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.

This service is necessary for the safety of Department personnel and the general public using these facilities and a safeguard for the building structures. Any facility with a sprinkler system and/or a fire/smoke alarm is mandated by NFPA 25 and NFPA 72 https://www.nfpa.org/for-professionals/codes-and-standards/list-of-codes-and-standards/free-access to be inspected and maintain quarterly (some tasks are semi-annually and annually). The contractor will perform all preventative maintenance & inspection measures and report any deficiencies on the sprinkler system and/or fire alarm panel to the department.

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

Eligible bidders will posses:

1. State of Maine Fire Sprinkler License with INSPECTOR Endorsement

2. Backflow Preventer Testing Certification

3. Hold current licenses in the State of Maine, in accordance with the NFPA and Maine state laws

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 four (4) 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

The Awarded Bidder shall perform Preventative Maintenance, Testing, and Inspection Services on all Sprinkler Systems and Fire/Smoke Alarm Panels, and associated devices as outlined in Appendix G.

The Awarded Bidder must utilize licensed service technicians to perform quarterly, semiannual, and annual preventive maintenance and inspections. The Awarded Bidder will be responsible for repairing and replacement of any parts needed for the proper functionality of the fire safety systems.

Sprinkler Systems

1. The Awarded Bidder will be responsible for performing preventative maintenance and inspection service.

2. Quarterly: Test main drain flow and mechanical water flow devices and sprinkler back flow.

3. Visually check and clean all alarm devices, (fire and smoke) for physical damage and check all gauges.

4. Check control valves, seal / seat and check all valve signs.

5. Inspect control valve lock, hydraulic name plate and fire department connections.

6. Semi-Annual: Test accessible water flow devices, vane type pressure switch, accessible tamper switches.

7. Annually: Check control valve operations, control valve position and emergency head box, spare sprinkler heads and wrench. No less than three of each required type should be on hand and labeled.

8. Visual check for exposed hangers, pipe fittings and sprinkler from floor level.

9. Test known antifreeze or glycerin levels if applicable and maintain levels.

Wet System

1. Quarterly: Inspect alarm valve exterior for damage, open or closed position, retarding chamber and drains not leaking.

2. Annually: Test antifreeze solution if applicable.

3. Annually: Perform Sprinkler Back Flow Preventor devise test. Submit results to the local water district and send a copy of the test results, along with the invoice, to Department.

Dry System

1. Quarterly: Check priming water, low air pressure, quick opening device if applicable, perform service on air compressor for dry system.

2. Inspect dry valve exterior.

3. Annually: Inspect dry valve interior.

4. Test trip: Partial flow (except for AFFF Systems in 260 and 254).

5. Check accessible low point drains – before onset of freezing. The Department is also responsible for seeing that the low drains are checked and maintained throughout the year when the system may be exposed to freezing temperatures and removing all the water several times a year from the low point drains.

The Bangor location (AASF Building #260), as referenced in Appendix G, must be inspected without discharging any foam. This location contains perfluorinated compounds.

Notice of inspection must be given to the Department a minimum of 48 hours prior to start.

The Awarded Bidder assumes the cost of any containment and removal of spill.

Pre-action / Deluge systems

1. Quarterly: Check priming water, low air pressure alarms and inspect valve exterior.

2. Annually: Inspect valve interior and test trip – partial flow

Fire Pump Test – ALL PUMPS

1. The Awarded Bidder will be responsible for performing inspection service

2. Annually: Check suction line control valve sealed open, discharge control valves are sealed open, bypass line controls are sealed open, fire pump controller main switch is “on”.

3. JOCKEY PUMP OPERATION, jockey pump is set to “auto” and control valves accessible.

4. Visually check pump shaft seal for damage on casing relief valve, for damage on pressure relief valve, for leaks on valves, fittings, and pipe of test header condition. Test data with completed flow charts and performance curves.

Electric Fire Pumps

1. Annually: Check isolating switch is monitoring abnormal power, normal phase rotation pilot light is on, reverse phase pilot light is off and oil level in vertical motor sight glass.

Diesel Pumps

1. Annually: Check diesel tank level, oil level in right-angle gear drive, diesel engine water level, water jacket heater and piping, diesel engine water hose, cooling line strainer and solenoid.

2. Visually check batteries, battery terminals & water level in tank if applicable (general fire pump maintenance and any other services beyond this scope of work shall be the obligation of the Department).

Fire/Smoke Alarm System Test & Inspection

1. The Awarded Bidder will be responsible for performing preventative maintenance and

2. inspection service in accordance with Maine State policy and law and NFPA 72. This is to include all required tests and frequency of tests.

3. Annually: Functional testing of initiating devices (pulls, Smoke. Heats, Etc.) Notification appliances, (Horns, strobes, speakers, ETC.) Inspect and Clean control panel, batteries, manual station, ion/photo smoke detector, field power supply/field charge power supply, strobe/visual device, speaker/visual & beam smoke detector. Communication to a central station, ensure all alarms are being captured at the monitoring company and are accurately reported as what they are supposed to be.

i. Example. A pull station is being received by the central station as a pull station and not a smoke. Battery inspection and load testing. Smoke detector sensitivity check per NFPA 72

4. Quarterly and Semiannual checks per the NFPA 72

A. MAINTENANCE PROCEDURES AND RECORDS

1. The Awarded Bidder will be in accordance with State of Maine, Department of Public Safety Office of the State Fire Marshal, National Fire Protection Association (NFPA 25 and NFPA 72) https://www.nfpa.org National Electrical Code https://ieci.org/workforce/codes-standards/ and all other applicable codes.

2. The Awarded Bidder will supply copies of the Preventive Maintenance & Inspection Report/checklist identifying any deficiencies requiring additional maintenance or service on the sprinkler & fire/smoke alarm systems and submit certifications along with a copy of the invoice/s within 5 days of completion.

3. DFE maintenance section will maintain all records of maintenance, inspections and tests of the system and its components and such records be made available to the authority having jurisdiction upon request. The invoices will be submitted to the Department Accounting Department via email. Email will be provided with the final contract for the winning bidder.

4. Any additional repairs and/or parts not addressed in the scheduled Preventative Maintenance Service will be brought to the attention of Director of Building Control Operations, Ken Merrifield, and will not be completed before written approval is obtained.

5. The Awarded Bidder must furnish all personnel, parts, materials, test equipment, tools, and services in conformance with the terms and conditions as outlined below.

6. The Awarded Bidder must not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the services required with this specification, because of failure to investigate the conditions or become acquainted with all the information concerning the services to be performed.

7. As work is scheduled the awarded bidder must issue to the service technician on the job a service report detailing exactly what tasks are to be performed.

C. PREVENTATIVE MAINTENANCE SERVICE

1. All planned Preventative Maintenance & Inspection Service under the awarded agreement will be performed during the Department's normal working hours, defined as 7:30 AM to 4:00 PM, Monday through Friday.

2. No Preventative Maintenance shall be scheduled on State or Federal Holidays or announced closure days. The State of Maine Holiday schedule can be found at: https://www.maine.gov/bhr/state-employees/holiday-schedule

3. The Department will provide reasonable means of access to the sprinkler & fire/smoke alarm system covered by this agreement. The Awarded Bidder will be free to start and stop all primary sprinkler & fire/smoke alarm system incidentals to the operation of the mechanical system(s) as arranged with Department representative.

4. Any additional systems or devices that are discovered during the inspections will be added to the awarded contract and billed accordingly.

D. MISCELLANEOUS and EMERGENCY SERVICE

1. Miscellaneous and Emergency Repairs are required under this contract and may be potentially requested on a 24-hour, 7 day per week, as needed basis, to include weekends and legal holidays, in which the awarded Bidder shall provide these services, upon request, to all of the sprinkler & fire/smoke alarm system as outlined within the specification to minimize downtime and inconvenience.

2. All parts and supplies incurred and expended on such a call shall be invoiced on separate line items taking from the "Regular and/or Premium" rate submitted on the RFP "cost proposal form" and these line items shall be stated on the invoice and be submitted separately from the Preventive Maintenance & Inspection Service contract.

3. The Awarded Bidder must be capable of responding to an emergency situation within two (2) hours after notification of system problems.

4. The awarded bidder must supply contact phone numbers for emergency services.

E. PARTS AND COMPLETE REPLACEMENT

1. The Awarded Bidder must repair or replace worn parts or complete components with new parts, or approved reconditioned components, on an as needed or as scheduled basis, whichever comes first.

2. The Awarded Bidder must not make nonscheduled or unplanned repairs without consulting with the Department's representative. The Awarded Bidder will be responsible for all costs associated with preventable damage caused by the Awarded Bidder during repairs or PM.

3. Any work above and beyond the scheduled Preventative Maintenance Service must be authorized by the Director of Building Control Operations, Ken Merrifield, before any work can be started.

4. All parts, components, or devices that are worn or are not in proper operational condition, shall be repaired, and/or replaced with new parts, components, or devices.

F. EQUIPMENT NOT INCLUDED

Maintenance services, including repair labor and part replacements, for portions of the equipment that are non-maintainable or non-moving are not included as part of this specification.

The awarded Bidder must provide a report of any work that is outside the scope of this specification that needs attention, and that may include such equipment as outlined above. This specification covers only that equipment as listed herein, and in the event the system is altered, changed, or if any equipment is added, then that portion shall be added or deleted as required, and shall be in accordance with this specification.

G. GENERAL REQUIREMENTS

1. Sub-contracting

i. Services will be performed by qualified and trained service personnel that are directly employed by the Awarded Bidder or their subcontractor for which the Awarded Bidder is responsible.

ii. Subcontracted services are a potential security risk; therefore, the Awarded Bidder must provide to the Department with information on any and all subcontracted employees intended to access a MEARNG Facility and are the sole responsibility of the Awarded Bidder.

2. Vetting

i. The Department retains the right to screen and restrict from the facility personnel employed by or representing the Awarded Bidder who do not receive a satisfactory/passing background check.

ii. All persons must pass a federal background check conducted by the Department of Defense, Veterans and Emergency Management (DVEM) before being allowed into/onto the facility grounds. This applies for all Maine National Guard facilities and grounds.

iii. The Awarded Bidder must supply a list of people who may be either involved in the work effort, accompanying the Awarded Bidder, subcontracted, or present at the facility to the Vetting Coordinator. This must happen within two weeks after the award of the contract or two weeks prior to the beginning of the contract whichever comes first. This also applies to any “new” employees that become part of the project for the contract’s length.

iv. The list will include first name, middle initial, last name, date of birth, maiden name, social security number or another federal issued identification number and driver’s license number & state issued for each person.

v. The Department will provide to the Awarded Bidder with the names of those personnel that are acceptable for access, and those that are not acceptable for unescorted access into/onto our facilities. The Department will not be legally allowed to share any specifics regarding why certain personnel are considered unacceptable for any access.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

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

Only documents published in VSS will be considered binding.

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

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

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

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

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

B. Bidders’ Conference

The Department will sponsor a Bidders’ Conference concerning the RFP beginning at the date, time and location shown on the RFP cover page. The purpose of the Bidders’ Conference is to answer and/or field questions, clarify for potential Bidders any aspect of the RFP requirements that may be necessary and provide supplemental information to assist potential Bidders in submitting responses to the RFP. Although attendance at the Bidders’ Conference is not mandatory, it is strongly encouraged that interested Bidders attend.

C. 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.

D. 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.

E. 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 Excel 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. Copy of State of Maine Fire Sprinkler License with INSPECTOR Endorsement

b. Copy of Backflow Preventer Testing Certification

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.

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.

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.

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

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 25 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 25 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

C. Negotiations

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

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

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

D. Selection and Award

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

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

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

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

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 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 – Sprinkler Systems and Fire/Smoke Alarm Panels, and associated devices

APPENDIX A

Department of Defense, Veterans & Emergency Management – Military Bureau PROPOSAL COVER PAGE

RFP# 202602027

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

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

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

· No attempt has been made, or will be made, by the Bidder to induce any other person or firm to submit or not to submit a proposal.

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

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

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Defense, Veterans & Emergency Management – Military Bureau

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202602027

Bidder Name:

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

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

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

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

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification.

d. Have not within a three (3) year period preceding this proposal had one or more federal, state, or local government transactions terminated for cause or default.

e. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

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

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

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

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

RFP# 202602027

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

Department of Defense, Veterans & Emergency Management – Military Bureau SUBCONTRACTORS FORM

RFP# 202602027

Bidder Name:

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

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

APPENDIX E

Department of Defense, Veterans & Emergency Management – Military Bureau PROPOSED SERVICES FORM

RFP# 202602027

Bidder Name:

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

APPENDIX F

Department of Defense, Veterans & Emergency Management – Military Bureau COST PROPOSAL FORM

RFP# 202602027

Bidder Name:

Special Instructions

1. Bidders must submit a cost proposal that covers the Initial Period of Performance and all Renewal Periods defined in Part I of the RFP. Use attached bid sheet.

2. The total cost, including the initial term and all 4 renewals, is considered the Proposed Cost and will be used to score the cost proposal as defined Part V, B, 3 of the RFP.

3. The Proposed Cost must be presented as a fixed amount.

APPENDIX G

Department of Defense, Veterans & Emergency Management – Military Bureau COST PROPOSAL FORM

RFP# 202602027

(diesel/ elect) Backflow For sprinkler Remarks

Camp Keyes- Augusta

S

S

Bldg#14- Warehouse

Bldg#24 - EST

Yes

S

S

S

S

Bangor

S

Preaction/fire alarm/3 alarm valve

S

Remaining Statewide Locations

S

S

FMS#2 Auburn Admin Bldg & Shop

S

Lewiston- AFRC w/2 Additional bldgs.

S

N.a.c. Power extender - simplex - #4009

S

S

S

S

S

S

State of Maine RFP# 202602027 1 Rev. 11/10/2025 – DAFS/Office of State Procurement Services image1.jpeg