RFP# 202604073 - Bangor Air National Guard HVAC Plumbing Emergency Repair and Service Master Agreement_Final

STATE OF MAINE

Department of Defense, Veterans & Emergency Management Bangor Air National Guard

RFP# 202604073

Bangor Air National Guard HVAC/Plumbing Emergency Repair and Service Master Agreement

RFP Coordinator

Submitted Questions Due Date

May 18, 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. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – PROPOSED SERVICES FORM

APPENDIX F – COST PROPOSAL FORM

APPENDIX G – HVAC ZONES

APPENDIX H – HVAC EQUIPMENT LIST

APPENDIX I -- BOILER MAINT. – ANNUAL CHEMICAL TREATMENT

PUBLIC NOTICE

State of Maine Department of Defense, Veterans & Emergency Management

RFP# 202604073

Bangor Air National Guard HVAC/Plumbing Emergency Repair and Service Master Agreement

The State of Maine is seeking proposals for a Master Agreement for HVAC/Plumbing Emergency Repair and Service at the Bangor Air National Guard installation in Bangor, Maine.

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

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on May 29, 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 Maine Air National Guard

RFP# 202604073

Bangor Air National Guard HVAC/Plumbing Emergency Repair and Service Master Agreement

PART I INTRODUCTION

A. Purpose and Background The Department of Defense, Veterans & Emergency Management (Department) is seeking proposals for a Master Agreement for the Bangor Air National Guard installation in Bangor, Maine covering emergency repairs to all HVAC/Plumbing equipment and associated controls, general repair and maintenance above and beyond preventative maintenance, as well as annual chemical treatment of all oil and gas-fired boilers as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The prompt and effective repair of HVAC and plumbing systems is critical to preventing disruptions to mission-critical activities, ensuring the safety of personnel, and maintaining the overall operational readiness of the base.

The Operational Rationale for Contracted Services The Bangor Air National Guard Base in Bangor has always required robust maintenance to support its critical mission. The use of third-party contractors for these services is driven by specific operational and economic realities.

The base has dedicated in-house personnel responsible for standard preventative maintenance and repairs. However, the decision to engage external contractors stems from situations where:

These contracted services act as a vital supplement to the Department’s internal capabilities. It provides flexibility and specialized support needed to ensure that mission-essential repairs and upgrades are completed efficiently, guaranteeing the base's operational readiness is never compromised.

Understanding the Mission-Critical Environment Bidders must understand that providing services on a military installation is fundamentally different from a standard commercial contract. The primary driver for this service is to ensure the operational readiness of the Bangor Air National Guard Base.

· Mission Impact: A failure in a critical system, such as HVAC in a command center or plumbing in barracks, is not merely an inconvenience; it can directly degrade mission-essential activities and impact the well-being and readiness of service members.

· 24/7/365 Reliability: While many HVAC failures can have their repairs scheduled, with a Military Installation there are occasions that emergency response is needed and cannot wait for next scheduled day.

Security, Personnel, and Access Requirements Military installations have enhanced security requirements. All awarded bidder’s personnel, prior to accessing the base, will have to pass a federal background check, performed by the Department. This is nonnegotiable and the awarded bidder will need to plan and coordinate this activity.

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 records and documents regarding this RFP, including bid submissions, will be public records, available for public inspection pursuant to 5 M.R.S. §1825 B (6 &15) and the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including all records, documents, supporting documents, and bid submissions, are public records unless otherwise excepted by statute (Id).

8. Subject to the above and pursuant to applicable law, 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 Technicians Requirements: Bidders must have technicians, whether in-house or under contract, having the following applicable State of Maine Professional licenses:

· Master Plumber

· Master Oil Burner

· Refrigeration Handler Certificate (EPA608)

· Propane and Natural Gas Technician

· Large Equipment Gas Connection and Service

D. Contract Term The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

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

E. Number of Awards The Department anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

A. Overview The Awarded Bidder shall furnish, on an “as needed - as requested” basis, all labor, equipment, materials, and tools necessary to perform emergency repairs, unscheduled repairs above and beyond preventative maintenance, and annual chemical treatment of boilers to all HVAC/Plumbing equipment detailed in this RFP located at the Bangor Air National Guard installation. MAS IDs 138 and 856 can be found in Appendix H as well as detail the boilers currently in use on base.

1. For the purpose of this RFP, the term regular hours refers to the hours between 7:00 a.m. & 3:30 p.m. (local) Monday through Friday. The term premium hours refers to the hours before and after regular hours, weekends and holidays officially recognized by the State of Maine; State of Maine 2026 Holiday Schedule.

2. The Awarded Bidder must become acquainted with and evaluate the condition of all equipment. Failure to do so will not relieve the awarded Bidder of responsibility for accurately estimating cost and difficulties of performing maintenance and repairs.

B. Quality Assurance

1. Quality of Compliance: Control systems shall be installed by trained control mechanics regularly employed in installation and calibration of BACS equipment by the manufacturer of the proposed equipment to be installed.

C. Inventory and Equipment

1. The Awarded Bidder must own the proper tools and test equipment to maintain all the systems covered.

2. The Awarded Bidder will maintain a network of suppliers whose inventory includes replacement parts for components in the systems under the awarded contract. This includes, but is not limited to:

a. Sensors

b. Controllers

c. Dampers

d. Valves

e. Actuators

f. Relays

g. Belts

h. Filters

i. Flame Safeguards

j. Boiler Controls

k. Compressors and Related Material

l. Computer Boards

D. General Repair and Maintenance (Above and Beyond Preventative Maintenance)

1. The Department will perform preventive maintenance tasks in-house that are based on the equipment manufacturer’s recommendations. There will be instances when general repair and maintenance above and beyond preventative maintenance is required to the HVAC/Plumbing equipment on base.

a. The Department will not complete the annual chemical treatment of boilers as preventative maintenance – see Scope item E below.

2. The Awarded Bidder will provide general repair and maintenance service on an as needed basis.

3. The Awarded Bidder will be asked as needed to draft and provide a “service order” for any such repair and/or maintenance action as identified by the Department.

a. The Service Order must be authorized by the Building Superintendent, or their designee prior to any such work being performed.

b. The Awarded Bidder shall perform non-emergency work within two (2) weeks, or as scheduled with the Department.

4. The Awarded Bidder must supply all necessary records required for compliance to National emission standards for Hazardous Air Pollutants: Industrial, Commercial, and Institutional Boilers Area Sources " https://www.epa.gov/stationary-sources-air-pollution/industrial-commercial-and-institutional-area-source-boilers commonly referred to as “6j", as well as all E.P.A. requirements for the handling recovery and recycling or disposal of refrigerants.

5. After each service call is completed, a "service report" must be furnished to the Department's Building Superintendent, or their designee within seven (7) working days, whose contact information shall be provided upon award.

6. All costs and expenses incurred and expended on such a call shall be invoiced at the contracted rates and shall be stated as such on the invoice.

E. Annual Chemical Treatment of Boilers

1. Annual Chemical Treatments need to be completed outside of the heating season, therefore this needs to happen between May and early September ONLY.

2. All planned maintenance service will be performed during the Department's regular working hours 7:00 a.m. - 3:30 p.m.

3. Department will provide reasonable means of access to all equipment covered. The awarded Bidder must coordinate any interruptions to the operation of the mechanical system(s) with the Department's Building Superintendent, or their designee.

4. The Awarded Bidder shall schedule maintenance through direct communication with the Department's Building Superintendent, or their designee.

F. Emergency Service

1. The Awarded Bidder shall supply one (1) contact phone number for emergency services.

2. Emergency services must be provided 24 hours a day to minimize degradation to mission requirements of the Bangor Air National Guard.

3. The Awarded Bidder will provide emergency service on an as needed basis.

a. The Awarded Bidder must respond to an emergency within two (2) hours after notification from the Department.

b. The Awarded Bidder shall perform emergency repair services within twenty-four (24) hours of notification “of approval” from the Department's Building Superintendent, or their designee.

4. Department approval is required for all repairs and associated costs before they are performed.

5. All costs and expenses incurred and expended on such a call shall be invoiced at the contracted rates and shall be stated as such on the invoice.

6. This emergency service shall be provided as often as needed, on a 24-hour basis, weekends and legal holidays included.

7. Equipment Not Included:

a. 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 these specifications.

b. All parts and services above the defined scope, i.e. (Miscellaneous and Emergency service, and replacement parts, and equipment not included) must be authorized by the Building Superintendent, or their designee prior to installation.

c. These invoices may be billed and paid separately from the contract.

G. Parts and Complete Replacement

1. All parts, components, or devices for the HVAC/Plumbing systems that are not in proper operational condition will be repaired and/or replaced with new parts, components, or devices by the awarded Bidder.

2. The Awarded Bidder must provide manufacturers’ invoice for all parts

a. This documentation must also be part of the invoice for reimbursement to take place.

3. All replacement parts and materials shall be new and warrantied against defects in materials and workmanship for a minimum of one year.

H. Efficiency Maine Paperwork

1. The Awarded Bidder will be responsible for filling out and filing Efficiency Maine paperwork.

2. Coordination with the Department's Energy Manager will be done for each qualifying project to ensure correct accounting reimbursement. https://www.efficiencymaine.com

3. Additional consideration for lead time of materials ordered will be allowed provided the materials are ordered within three working days of a scheduled site visit and an estimated delivery date from the manufacturer/supplier is provided in writing.

I. Troubleshooting

1. Work will include troubleshooting, repairs, replacement and general maintenance, for the purpose of this contract emergency means life safety issues.

2. The Awarded Bidder will not make repairs, replace parts or units necessitated by reason of negligence or misuse of equipment without receiving approval from the Departments Building Superintendent.

3. All parts, components or devices for the HVAC/Plumbing systems that are worn or are not in proper operational condition, will be repaired, and/or replaced with new parts, components, or devices.

4. The Awarded Bidder shall be available, at no additional charge, for consultation regarding design changes and equipment selection, based on their past experiences with similar systems.

J. Equipment Not Included

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

2. The Awarded Bidder will provide a report of any work that is outside the scope of this specification that is deemed as in need of attention.

3. 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.

K. Sub-contracting

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

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

a. Any subcontractors will have to undergo the same vetting as the Awarded Bidders personnel prior to access.

L. Provider requirements

1. Background Check: Anyone allowed into the facility by the awarded Bidder’s personnel is considered to be a representative of the awarded Bidder and shall be required to have a prior approved Department background check before being allowed into the facility.

2. The Awarded Bidder and subcontractors performing work shall be required to submit to fingerprinting and formal background checks sufficient to satisfy current Department of Defense security clearances for the awarded Bidder or subcontractors requiring access to the MEANG Network or for the purpose of performing work in secure areas as may occur.

a. MEANG Form 4 is the official form the Bangor Air National Guard uses to conduct an individual’s background check. The awarded Bidder must complete one form per employee who will require access to the installation.

3. The Awarded Bidder must supply a list of people who may be either involved in the work effort or present at the facility to the Agreement Administrator within two weeks after the award of the contract or two weeks prior to the beginning of the contract whichever comes first. The list will include the following information for each person:

a. First name

b. Middle initial

c. Last name

d. Date of birth

e. Maiden name(s)

f. Driver’s License Number and Issuing State

g. Social Security Number

h. Address

4. The Department retains the right to screen and restrict from the facility personnel employed by who represents the awarded Bidder who do not receive a satisfactory/passing background check.

5. The Department will provide to the awarded Bidder the names of the personnel that are acceptable for access, and those that are not acceptable for unescorted access into facilities. Department will not share any specifics regarding why certain personnel are considered unacceptable for access.

6. Disqualified Persons: Persons will be automatically disqualified if their background checks show they were convicted or currently charged with a crime that is punishable by an imprisonment for a term of one year or more or found not criminally responsible of committing a crime that is punishable by an imprisonment for a term of one year or more.

7. 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.

8. Persons may be disqualified for convictions and associated criminal behavior defined in M.R.S. Title 17-A , Maine Criminal Code, equivalent violations in other states, and federal law.

9. Exemptions to the above provisions may be authorized by the Security Officer or their designee.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

1. 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

2. A copy of the RFP and all associated documents will be published in VSS.

3. Only documents published in VSS will be considered binding.

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

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

a. 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.

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

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

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposal submissions must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format:

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

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

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

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

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

· Appendix E (Proposed Services Form)

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

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix F (Cost Proposal Form)

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

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

Copies of current State of Maine Professional licenses for all proposed Technicians:

a. Master Plumber

b. Master Oil Burner

c. Refrigeration Handler Certificate (EPA608)

d. Propane and Natural Gas Technician

e. Large Equipment Gas Connection and Service

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 the following information for each of the past three (3) tax years:

a. Balance Sheets

b. Income (Profit/Loss) Statements

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.

a. Niagara BAS systems including Niagara N4 Technical Certification

7. Certificate of Insurance Bidders must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

Section III Proposed Services (File #3)

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

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

Section IV Cost Proposal (File #4)

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

2. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

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 can meet 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 45 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 (45) = 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 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.

1. 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.

2. 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 – HVAC Zones

Appendix H – HVAC Equipment

Appendix I – Boiler Maintenance – Annual Chemical Treatment

APPENDIX A

Department of Defense, Veterans & Emergency Management

PROPOSAL COVER PAGE

RFP# 202604073

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

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202604073

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 QUALIFICATIONS and EXPERIENCE FORM

RFP# 202604073

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 SUBCONTRACTORS FORM

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

PROPOSED SERVICES FORM

Bidder Name:

Service…