RFP 202604075 Remote Off-Grid Cashless Payment Kiosk _FINAL.docx

STATE OF MAINE

Department of Agriculture, Conservation and Forestry Bureau of Parks and Lands

RFP# 202604075

Remote Off-Grid Cashless Payment Kiosk

RFP Coordinator

Submitted Questions Due Date

5 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 – SUBCONTRACTORS FORM

APPENDIX E – TECHNICAL ASSESSMENT FORM

APPENDIX F – PROPOSED SERVICES FORM

APPENDIX G – GENERAL/TECHNICAL REQUIREMENTS

APPENDIX H – COST PROPOSAL FORM

Appendix I – ELIGIBILITY TO SUBMIT A BID (PASS/FAIL) REQUIREMENTS

PUBLIC NOTICE

State of Maine Department of Agriculture, Conservation, and Forestry

RFP# 202604075

Remote Off-Grid Cashless Payment Kiosk

The State of Maine is seeking proposals for installation, setup, and service for a secure, cashless fee collection system to be deployed in Quoddy Head State Park. This is being used as a test case and other kiosks may be deployed in other parks at a later date.

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 19 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 Agriculture, Conservation and Forestry Bureau of Parks and Lands

RFP# 202604075

Remote Off-Grid Cashless Payment Kiosk

PART I INTRODUCTION

A. Purpose and Background

The Department of Agriculture, Conservation and Forestry (Department) is seeking a Remote Off-Grid Cashless Payment Kiosk as defined in this Request for Proposals (RFP) document.

The Department of Agriculture, Conservation, and Forestry is seeking proposals for installation, setup, and service for a secure, cashless fee collection system to be deployed in remote Maine State Parks as defined in this Request for Proposals (RFP) document.

Maine State Parks has several locations with limited staffing or remote staffing. In many of these locations Parks visitors are asked to pay entrance fees into a locked receptacle, (Iron Ranger). Comparing fees collected to actual visitors, only about 10% of visitors pay fees in these locations. The State is hopeful that the added convenience of a kiosk that accepts credit and debit cards will significantly increase the percentage of fees collected. The State intends to use Quoddy Head State Park as a test case.

Quoddy Head State Park is a day-use park with 5 miles of scenic hiking trails, picnic tables, and a photogenic lighthouse that attracts roughly 82,000 visitors per year. Quoddy Head State Park has available electrical and data connections that the kiosk in this location could utilize.

This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder

B. General Provisions

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.

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.

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.

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.

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.

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.

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).

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.

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.

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.

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

Bidder must be willing to collect their annual service fee as a percentage (or specified dollar amount per transaction) from the revenue collected. The annual fee CANNOT be invoiced; it must be subtracted from funds collected prior to being sent to the State. Bidder must meet the pass/fail requirements listed in Appendix I

D. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in 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

In accordance with Maine Division of Purchases guidelines, the Maine Department of Agriculture, Conservation and Forestry (the Department) is looking to enter into a service contract for delivery, installation, set-up, and service of solar-powered and hard-wired automated payment kiosk to collect State Park entrance fees at specified locations.

Bidders that cannot provide both solar-powered and hard-wired options will be excluded from consideration.

1. The awarded bidder will be the Bidder of choice for future expansion.

2. The initial request is for a kiosk located at Quoddy Head State Park in Lubec, Maine.

a. This test will be used to determine if these units are an acceptable fee-collecting solution at other locations.

3. At the conclusion of the 2026 Park’s season, if the kiosk performs well and we see additional revenue at this location we will expand to additional parks.

4. Additional kiosks could be installed starting Fall of 2026 and might be one (1) additional unit & location per year.

a. No future kiosk installations are guaranteed. Future installations will be contingent upon the amount increased revenue being collected at Quoddy Head State Park.

b. Potential future locations of kiosks include, but not limited to:

· Colburn House State Historic Site, Pittston, Maine

· Colonial Pemaquid State Historic Site, New Harbor, Maine

· Eagle Island State Historic Site, Harpswell, Maine

· Fort Edgecomb State Historic Site, Edgecomb, Maine

· Fort Knox State Historic Site, Prospect, Maine

· Fort Popham State Historic Site, Phippsburg, Maine

· Songo Lock State Historic Site, Naples, Maine

· Androscoggin Riverlands, Turner, Maine

· Aroostook State Park, Presque Isle, Maine

· Birch Point State Park, Owl’s Head, Maine

· Bradbury Mountain State Park, Pownell, Maine

· Camden Hills State Park, Camden, Maine

· Crescent Beach State Park, Cape Elizabeth, Maine

· Damariscotta Lake State Park, Jefferson, Maine

· Ferry Beach State Park, Saco, Maine

· Fort Point State Park, Stockton Springs, Maine

· Grafton Notch State Park, Newry, Maine

· Kettle Cove State Park, Cape Elizabeth, Maine

· Lake Saint George State Park, Liberty, Maine

· Lamoine State Park, Lamoine, Maine

· Lily Bay State Park, Beaver Cove, Maine

· Mackworth Island State Park, Falmouth, Maine

· Moose Point State Park, Searsport, Maine

· Mount Blue State Park, Weld, Maine

· Mount Kineo State Park, Greenville, Maine

· Owl’s Head State Park, Owl’s Head, Maine

· Peaks-Kenny State Park, Dover-Foxcroft, Maine

· Popham Beach State Park, Phippsburg, Maine

· Range Pond State Park, Poland Springs, Maine

· Rangeley Lake State Park, Rangeley, Maine

· Reid State Park, Georgetown, Maine

· Roque Bluffs State Park, Roque Bluffs, Maine

· Scarborough Beach State Park, Scarborough, Maine

· Sebago Lake State Park, Casco, Maine

· Swan Lake State Park, Swanville, Maine

· Two Lights State Park, Cape Elizabeth, Maine

· Vaughan Woods State Park, South Berwick, Maine

· Warren Island State Park, Isleboro, Maine

· Wolfe’s Neck Woods State Park, Freeport, Maine

5. Proposals need to include a separate breakdown of delivery, installation, set-up, annual service fee, and optional cellular/satellite modem purchase and fee for each device for both solar-powered and hard-wired options.

Specifications:

1. The kiosk machines (equipment) must operate on a cashless payment system via credit and/or debit card.

2. The equipment must be programmable to accept a fee structure that has multiple fees for each individual park location.

3. Generated revenue collected electronically must be periodically paid to the Bureau separately for each location.

a. A revenue report must be provided along with each transfer outlining the number of fees collected at each rate and the totals for each rate at any time interval.

b. Annual service fees must be deducted from revenue generated in accordance with State guidelines and agreed-upon settlement procedures.

4. The equipment must be capable of operating in an area without onsite access to cellular or wireless data connectivity and must support reliable offline transaction processing.

a. The equipment must securely store transaction data locally when network connectivity is unavailable.

b. The system must include controls to manage offline transactions, including configurable limits or safeguards to prevent excessive or unauthorized transactions while the device is operating without network connectivity.

c. The system must support one (1) or more secure methods for retrieving or synchronizing stored transaction data, including but not limited to:

· automatic synchronization to a cloud-based reporting system when connectivity becomes available;

· export of data to authorized Department devices via secure physical media (e.g., encrypted USB storage); or

· short-range secure transfer methods such as Bluetooth or other vendor-supported secure local connection mechanisms.

d. The Bidder must describe the available data retrieval and synchronization options for both connected and off-grid deployments and explain how Department staff will securely access transaction reports and revenue data.

e. Any locally stored transaction data must be encrypted and protected in accordance with applicable PCI DSS requirements.

5. The equipment must have options to be capable of operating on solar or external power sources.

a. The solar-powered option needs to be able to operate consistently without external power sources.

6. The equipment needs to be capable of operating year-round harsh weather conditions.

a. The equipment must be capable of operating in extreme temperatures, (including below zero degrees Fahrenheit), high humidity, high winds, high salt, rain, snow, hail, and other inclement weather.

7. The equipment must be able to produce a receipt or ticket sufficient for display on the dashboard of a vehicle.

8. The equipment must have signage on or near it.

a. The language on the sign will be mutually agreed upon, i.e. Kiosk operation instructions.

9. There must be a one (1) year warranty on parts.

10. The awarded bidder must provide phone support and training to Bureau staff.

11. The awarded bidder must assume all liability for the security of credit and debit card information within the scope of the operating system. All such data must be point-to-point encrypted throughout the storing, download, and processing steps and meet PCI security standards.

12. The awarded bidder must not release or sell any Bureau or customer data.

13. The State uses Elavon as its credit card processor.

14. The awarded bidder must maintain continuous compliance with the Payment Card Industry Data Security Standard (PCI DSS) version 4.0.1, or any subsequent version as required by the Payment Card Industry Security Standards Council (PCI SSC) (PCI Security Standards Council), for all systems and processes that store, process, or transmit cardholder data (CHD) or are otherwise involved in the handling of payment card transactions on behalf of the Department.

15. Device Requirements All payment devices used by the awarded bidder for storing, processing, or transmitting cardholder data on behalf of the department must be:

a. Listed on the PCI Security Standards Council (PCI SSC) website as validated device under the most current applicable standard, including but not limited to:

· PCI PIN Transaction Security (PTS) for PIN entry devices and encrypting card readers, and/or

· PCI Point-to-Point Encryption (P2PE) for end-to-end encryption solutions.

b. Awarded bidder must provide a list before implementation of all devices and related solutions used in the payment processing environment, including make, model, and version number, along with documentation verifying their status on the applicable PCI SSC approved device list.

Technical Assessment:

The State of Maine requires Bidders to demonstrate they have the appropriate security controls in place to protect the State’s sensitive and/or confidential information. Bidders are required to explain their compliance with the security requirements listed in the Technical Assessment Form attached in Appendix E.

General/Technical Requirements In addition to the Technical Assessment, Bidders are required to explain their compliance with the General and Technical Requirements listed in Appendix G.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

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

Only documents published in VSS will be considered binding.

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

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

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

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

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

B. Questions

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

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

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

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

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

C. Amendments

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

D. Proposal Submission

1. Proposals Due

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

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

2. Delivery Instructions

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

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

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

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

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

3. Submission Format:

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

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

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

· Appendix I (Eligibility to Submit a Bid (Pass/Fail) Requirements)

· 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 are stated in PART IV, Section II.

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

· Appendix E (Technical Assessment Form)

· Appendix F (Proposed Services Form)

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

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

· Appendix G (General/Technical Requirements)

· Appendix H (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 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:

· Appendix I (Eligibility to Submit a Bid (Pass/Fail) Requirements)

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.

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. Technical Assessment Bidders must complete Appendix E (Technical Assessment Form) to describe the Bidder’s capability to meet the stated requirements and policies identified in this RFP.

2. Services to be Provided Bidders must complete Appendix F (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.

3. General/Technical Requirements Bidders must complete Appendix G (General/Technical Requirements Form) to describe the Bidder’s capability to meet the stated requirements and policies identified in this RFP.

4. 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 H (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.

c. Items we will be scoring the cost proposal on, based on Quoddy Head State Park:

i. Setup and Installation of kiosk

ii. Annual Service Fee

d. Items we will be scoring the cost proposal on, based on Birch Point Beach State Park, the most likely second location:

i. Setup and Installation of kiosk

ii. Annual Service Fee

iii. Options for off-grid setups

(1) Solar

(2) Cell or satellite communications

(3) Any additional fees related to potential off-grid locations

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 cost proposals will be calculated based on cost of initial setup and installation plus one (1) year’s annual service fees. (If annual service fees are listed as a percentage of fee collected, this will be based on 82,000 visitors at $3 per person.)

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 an IT Service Contract (IT-SC) with Confidentiality and Non-Disclosure Agreement (NDA) including appropriate riders as determined by the issuing department. Bidders shall carefully review the IT-SC.

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 .

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 installation and setup 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.

The State is requesting the annual service fees be automatically deducted from the revenue collected by the kiosk, either as a flat annual fee or a percentage of collected revenue.

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 – Technical Assessment Form

Appendix F – Proposed Services Form

Appendix G – General/Technical Requirements

Appendix H – Cost Proposal Form

Appendix I – Eligibility to Submit a Bid (Pass/Fail) Requirements

APPENDIX A

Department of Agriculture, Conservation and Forestry

PROPOSAL COVER PAGE

RFP# 202604075

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 Agriculture, Conservation and Forestry

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202604075

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 Agriculture, Conservation and Forestry QUALIFICATIONS and EXPERIENCE FORM

RFP# 202604075

Remote Off-Grid Payment Kiosk

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 Agriculture, Conservation and Forestry

SUBCONTRACTORS FORM

RFP# 202604075

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 Agriculture, Conservation and Forestry

TECHNICAL ASSESSMENT FORM

RFP# 202604075

Remote Off-Grid Cashless Payment Kiosk

Bidders must complete the Technical Assessment Form embedded below.

The Technical Assessment Form may be obtained by double-clicking the Excel(.xlsx) icon below.

APPENDIX F

Department of Agriculture, Conservation and Forestry

PROPOSED SERVICES FORM

RFP# 202604075

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 G

Department of Agriculture, Conservation and Forestry

GENERAL/TECHNICAL REQUIREMENTS

RFP# 202604075

Remote Off-Grid Cashless Payment Kiosk

What follows is a detailed list of general and technical requirements for the proposed solution. Responses to each requirement will determine the degree of customization required for implementation of the product in the Office/Department’s environment. Proposals must indicate a response to all of the requirements by using the abbreviations below:

· Y – Yes The proposed solution complies with all the aspects of the requirement written and is currently a standard feature in the proposed solution. The comment should indicate how the requirement is met.

· C – Yes with customizations / modifications The proposed solution does not comply with all aspects of the requirements as written, but the Bidder agrees to modify the solution by adding additional modules, resources, configure current resources, and/or perform custom programming which will result in the solution reaching full compliance. The Bidder must describe the proposed modification, how the modification will satisfy the requirement, and when the modification will be completed.

· N – No The proposed solution does not comply with all aspects of the requirement as written and the Bidder will not modify their solution to achieve full compliance with the requirements as written. If the requirement cannot currently be met nor met through modifications, the Bidder must indicate “N”. The Bidder must describe how not achieving this requirement will be mitigated in the solution.

Bidder explanations should be brief and relevant, though Bidders may use additional pages if necessary, ensuring the corresponding requirement number is clearly indicated.

GENERAL/TECHNICAL REQUIREMENTS

1.3 Payment Security and PCI Compliance

· PCI PIN…