RFP# 202603060 - MEARNG wide Fire Extinguisher and Suppression_Final.docx

STATE OF MAINE

Department of Defense, Veterans & Emergency Management Military Bureau

RFP# 202603060

MEARNG wide Fire Extinguisher and Suppression

RFP Coordinator

Submitted Questions Due Date

12 June 2026 no later than 4:00 p.m., local time

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

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. 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 – SUBCONTRACTOR BIDDERS FORM

APPENDIX E – PROPOSED SERVICES FORM

APPENDIX F – COST PROPOSAL FORM

APPENDIX G – FACILITY LOCATIONS AND FIRE EXTINGUISHERS

PUBLIC NOTICE

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

RFP# 202603060

MEARNG wide Fire Extinguisher and Suppression

The State of Maine is seeking proposals for a qualified bidder to provide testing, annual inspection and service of Fire Extinguishers and Hood Suppression Systems throughout MEARNG Statewide.

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 27 May 2026 at 09:00 a.m. at the following location: Camp Keyes, 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 24 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# 202603060

MEARNG wide Fire Extinguisher and Suppression

PART I INTRODUCTION

A. Purpose and Background The Department of Defense, Veterans & Emergency Management - Military Bureau (Department) is seeking a qualified bidder to provide testing, annual inspection and service of Fire Extinguishers and Hood Suppression Systems throughout MEARNG Statewide 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. All facilities are mandated by NFPA 10, NFPA 17, NFPA 17A, and NFPA 96 https://www.nfpa.org/for-professionals/codes-and-standards/list-of-codes-and-standards/free-access to be inspected and maintained. The awarded bidder will perform all preventative maintenance & inspection measures and report any deficiencies on the Fire Extinguishers 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 hold current licenses in the State of Maine, in accordance with the NFPA and Maine state laws, including the Certified Fire Extinguisher Technician Certification.

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

MEARNG has the below units in 46 Buildings Statewide (approximate +/-10)

DELIVERABLES:

A. The awarded bidder will comply with the following National Fire Protection Association (NPFA) standards, as adopted by the State of Maine Fire Marshal Office:

1. NFPA 10 – Standard for Portable Fire Extinguishers, 2018 Edition

2. NFPA 17 – Standard for Dry Chemical Extinguishing Systems, 2009 Edition

3. NFPA 17A – Standard for Wet Chemical Extinguishing Systems, 2009 Edition

4. NFPA 96 – Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, 2021 Edition

B. The awarded bidder will also comply with the below safety standards and regulations:

1. Occupational Safety and Health Act (OSHA) Standard

2. Chapter 29 of the Code of Federal Regulations (CFR), Section 1910.157 – Portable Fire Extinguishers

3. All other applicable equipment manufacturers’ maintenance requirements to ensure proper operation.

PORTABLE FIRE EXTINGUISHERS:

A. DEPARTMENT INSPECTIONS

Monthly inspections will be performed by the Department or extinguisher owner and the initials of the inspecting individual (inspector) and date of inspection will be documented on the inspection tag (awarded bidder supplied) attached to the extinguisher.

1. The inspector shall notify the State of Maine Military Bureau, Directorate of Facilities Engineering (DFE) Maintenance Office, who will request service from the awarded bidder if a deficiency is discovered in the condition of the fire extinguisher requiring corrective action such, as but not limited to:

a. The discharge hose or nozzle is obstructed.

b. Any seals or other tamper indicators are broken.

c. The extinguisher has one or more obvious defects.

d. The extinguisher is damaged.

e. Use of any extinguisher or pressure gage or indicator out of operable range or position.

2. NFPA 17A – 7.2 – Owner’s Inspection

Inspection shall be conducted by the Department or extinguisher owner on a monthly basis in accordance with the manufacturer’s listed installation and maintenance manual or the owner’s manual and shall include the following:

a. The extinguishing system is in its proper location.

b. The manual actuators are unobstructed.

c. The tamper indicators and seals are intact.

d. The maintenance tag or certificate is in place.

e. No obvious physical damage or condition exists that might prevent operation.

f. The pressure gauge(s), if provided, is in operable range.

g. The nozzle blow-off caps are intact and undamaged.

h. The hood, duct, and protected cooking appliances have not been replaced, modified, or relocated.

i. If any deficiencies are found, appropriate corrective action shall be taken immediately. The date the inspection is performed and the initials of the person performing the inspection shall be recorded. The records shall be retained for the period between the semi-annual maintenance inspections.

B. ANNUAL MAINTENANCE

1. The awarded bidder shall maintain the portable extinguishers in accordance with NFPA 10, Chapter 7 – Inspection, Table 7.3.1.1.2, Maintenance and Recharging of Portable Fire Extinguishers; and Chapter 8 - Hydrostatic Testing, Table 8.3.1. Extinguisher maintenance is to occur at intervals of not more than one (1) year, at the time of Hydrostatic testing or when indicated by an inspection. Fire extinguishers shall be internally examined at intervals not exceeding those specified.

2. ONLY fire extinguishers identified on Departments’ Hand Receipt Listings/Inventory is authorized for servicing and inspection. This list will be updated and sent to the awarded bidder semi-annually. Point of contact and phone number for the facility will be provided on the Hand Receipt Listing/Inventory.

3. Awarded bidder shall contact facility and provide 2-day notice of service visit. Every effort will be made to accommodate the awarded bidder’s scheduled service call. Service must be scheduled during normal work hours at the facility (7:30 AM to 4:00 PM local time).

4. Portable fire extinguishers removed from service for maintenance, testing, or charging must be replaced by a fire extinguisher suitable for the type of hazard being protected and must be of at least equal rating. Extinguisher shall be clearly identified as a loaner to ensure ownership.

5. Same day on-site recharging or maintenance will not be considered as removal from service. On-site is defined as services provided in a vehicle approved for the servicing of fire extinguishers and located on the immediate building property where the work is performed, and the extinguisher is returned to full service at its previous location by the close of the normal business day.

6. After the applicable maintenance procedures are completed, the awarded bidder must supply and assure installation of a new tamper indicating seal.

7. Each portable fire extinguisher shall have a tag or/and label securely attached that indicates the month and year the maintenance was performed, identifies the person doing the work and the company performing the work.

8. Each portable fire extinguisher that has undergone maintenance that includes an internal examination or that has been re-charged must have a “verification-of service collar” (awarded bidder supplied) placed around the neck of the container. The collar will indicate the name of the company performing the maintenance or recharge and by perforation the month and year of service.

9. Stamping metal is not accepted except when determined as “Condemned”.

10. Fire extinguishers identified as “non-compliant, condemned or to be taken out of service” must be removed by awarded bidder and recharged or tested. If extinguisher is non viable awarded bidder must dispose of them and replace with a viable one.

11. Old maintenance labels or tags will be removed at the time new labels or tags are affixed to the extinguisher.

C. SIX YEAR MAINTENANCE

Stored portable fire extinguishers that require a 12-year hydrostatic test (e.g. dry chemical extinguishers) must be emptied and proper maintenance procedures performed (see NFPA 10(7), Sec 7-3.6). The six (6) year maintenance shall be recorded on a metal tag, or similar durable material, affixed to each extinguisher that indicates the month and year the maintenance is performed, the initials or the name of the individual performing the maintenance and the name of the company they represent. The exception to this rule is non-rechargeable extinguishers, which are required to be removed from service twelve (12) years from date of manufacture.

D. HYDROSTATIC TESTING

Portable fire extinguishers shall have a hydrostatic test performed at intervals as outlined in NFPA 10-(7) Chapter 8, Table 8.3.1. Test intervals on our most commonly found extinguishers within the Military Bureau are as follow:

1. Pressurized Water, carbon dioxide and wet chemical extinguishers – every five (5) years

2. Dry Chemical extinguishers – every twelve (12) years

3. Non-Rechargeable extinguishers (removed from service 12 years from date of manufacture)

E. COST ANALYSIS METRIC

There may be times when a hydrostatic test and/or servicing of the existing fire extinguisher may exceed the value of a new one being purchased to replace it. If that is the case, the inspector shall notify the State of Maine Military Bureau, Directorate of Facilities Engineering (DFE) Maintenance Office, who will determine the next best course of action.

F. FIXED FIRE EXTINGUISHING SYSTEMS

To maintain the standard for Fire Testing of Fire Extinguisher Systems for protection of Commercial Cooking Equipment, as described in UL 300, listing and current code requirements, the Departments’ automatic fire suppression systems must be inspected on a semi-annual basis by a licensed company. This maintenance includes testing and verifying functionality of the system, as well as replacing parts as listed in the owner’s manual and NFPA specifications.

G. Semi-Annual Inspection & Maintenance

1. The awarded bidder must contact facility and provide 2-day notice of service visit. Every effort will be made to accommodate the awarded bidder’s scheduled service call. Service must be scheduled during normal work hours at the facility (7:30 AM to 4:00 PM local time).

2. A trained person who has undergone the instructions necessary to perform the maintenance and recharge service reliably and has the applicable manufacturer’s listed installation manual and service bulletins shall service the wet chemical fire extinguishing system six (6) months apart and shall include the following:

a. check to see that the hazard has not changed.

b. An examination of all detectors, the expellant gas container(s), the agent cylinder(s), releasing devices, piping, hose assemblies, nozzles, signals, all auxiliary equipment, and the liquid level of all non-pressurized wet chemical containers.

c. Verification that the agent distribution piping is not obstructed.

d. Fusible links and automatic sprinkler heads are required to be replaced at least annually but may have to be replaced more frequently if a visual inspection shows that to be necessary.

e. A visual inspection of fire alarm interconnect switches is also required.

f. Cylinders for dry chemical kitchen hood extinguishing systems must be:

i. Examined every 6 years to check for caking.

ii. Hydrostatically tested every 12 years.

iii. Cylinders for wet chemical kitchen hood extinguishing systems must be hydrostatically tested every 12 years.

g. The equipment manufacturer may have additional maintenance requirements that should be followed to ensure proper operation of the system.

3. Each wet chemical system must have a tag or label securely attached, indicating the month and year the maintenance is performed and identifying the person performing the service. Only the current tag or label shall remain in place.

A maintenance/inspection report, with recommendations, if any, shall be attached with the invoice for payment.

H. KITCHEN HOOD INSPECTION

1. NFPA 96 11.4 requires trained and qualified personnel to thoroughly inspect the entire exhaust system for kitchen cooking equipment for grease accumulations at least every six (6) months. The entire exhaust system includes the hood, filters, fan and all horizontal and vertical ductwork.

2. NFPA 96 section 11.6.1: “Upon inspection, if found to be contaminated with deposits from grease-laden vapors, the entire exhaust system shall be cleaned by a properly trained, qualified and certified company or person(s) acceptable” to the Department.

3. The inspector must notify the State of Maine Military Bureau, Directorate of Facilities Engineering (DFE) Maintenance Office, who will initiate corrective measures to ensure compliance.

I. DOCUMENTATION

The Department requires the following to ensure the Departments’ efforts to capture by location, each fire extinguishers record of maintenance while in service.

1. Awarded bidder must attach to invoice a record of service performed on the fire extinguisher by location. To comply with NFPA standards, individual performing the service or maintenance will sign and date this record of service before submission. The Department or their designee will maintain this “hard copy” in its files to support entries on the Fire Extinguisher Permanent Maintenance Record to ensure safety and NFPA standards.

2. Awarded bidder must schedule all visits with the Program Administrator, the Program Administrator will supply the awarded bidder with a list of extinguisher locations to be serviced.

3. Awarded bidder must only inspect the number of extinguishers provided by the Program Administrator.

4. Awarded bidder will provide Program Administrator with all paperwork provided by the awarded bidder, as well as an accurate list of when all scheduled maintenance will have to be performed. Such as the 6-year inspection and hydrostatic testing.

J. OTHER THEN ANNUAL INSPECTION

1. Awarded bidder must be able to provide temporary stock for any extinguishers they remove for annual testing. No location can be without an extinguisher, even for 30 minutes.

2. All non-usable extinguishers must be removed by awarded bidder and recharged or tested if extinguisher is non-viable the awarded bidder will dispose of them.

3. Awarded bidder will supply three (3) special K 20 pound and three (3) Class C 20- pound extinguishers to the Department to keep as rotational stock.

4. The goal is to have an up-to-date record for years 2 – 5 of the contracts as to how many Non annual testings’ will be required per year.

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 bidders 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. Current licenses in the State of Maine, in accordance with the NFPA and Maine state laws

b. Certified Portable Fire Extinguisher Technician 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 subcontractor to be used. If no subcontractor 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.

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

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 Service Contract with appropriate riders as determined by the issuing department.

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

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

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

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

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

4. In providing services and performing under the contract, the awarded Bidder must act as an independent awarded bidder 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 – Subcontractor Form

Appendix E – Proposed Services Form

Appendix F – Cost Proposal Form

Appendix G – Facility Locations and Fire Extinguishers

APPENDIX A

Department of Defense, Veterans & Emergency Management Military Bureau

PROPOSAL COVER PAGE

RFP# 202603060

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# 202603060

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# 202603060

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

SUBCONTRACTOR FORM

RFP# 202603060

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 subcontractor’s 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# 202603060

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# 202603060

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

FACILITY LOCATIONS AND FIRE EXTINGUISHERS

RFP# 202603060

A detailed list of facility locations and fire extinguishers at each location can be found on the excel sheet attached below:

State of Maine RFP# 202603060 Rev. 11/10/2025 – DAFS/Office of State Procurement Services image1.jpeg image2.emf

Bid Sheet Fire Extinguishers.xlsx Sheet1

Maine Department of Defense, Veterans & Emergency Management

Fire Extinguishers & Hood Testing, Inspections & Preventative Maintenance date to date

Bids are due xxxxxxx, at 16:00 pm local time.

Bids received after the deadline will not be considered.

Bidding Info

Bidder’s Organization Name:

Contact Name:

Mailing Address:

City: State: Zip Code:

Email:

Phone Number:

State of Maine VC#

1 September 2026 - 30 August 2027 1 September 2027 - 30 August 2028 1 September 2028 - 30 August 2029 1 September 2029 - 30 August 2030 1 September 2030 - 30 August 2031

Camp K - Bldg 2 Camp Keyes - 194 Winthrop St, Augusta, ME $ $ $ $ $

Camp K - Bldg 3 Camp Keyes - 194 Winthrop St, Augusta, ME $ $ $ $ $

Camp K - Bldg 5 Camp Keyes - 194 Winthrop St, Augusta, ME $ $ $ $ $