RFP# 202604079 - Body Scanner for Adult Correctional Facility_Final.docx

STATE OF MAINE

Department of Corrections Mountain View Correctional Facility

RFP# 202604079

Body Scanner for Adult Correctional Facility

RFP Coordinator

Submitted Questions Due Date

May 29, 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 – TECHNICAL ASSESSMENT FORM

APPENDIX F – PROPOSED SERVICES FORM

APPENDIX G – COST PROPOSAL FORM

APPENDIX H – GENERAL/TECHNICAL REQUIREMENTS

PUBLIC NOTICE

State of Maine Department of Corrections

RFP# 202604079

Body Scanner for Adult Correctional Facility

The State of Maine is seeking proposals for a body scanner for an adult correctional facility.

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 June 11th, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

State of Maine Department of Corrections Mountain View Correctional Facility

RFP# 202604079

Body Scanner for Adult Correctional Facility

PART I INTRODUCTION

A. Purpose and Background

The Department of Corrections (Department) is seeking a Body Scanner for an Adult Correctional Facility 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 that will govern the relationship between the State of Maine (State) and the awarded Bidder.

The Department is seeking to procure an X-ray full-body scanner for use at Mountain View Correctional Facility, an adult correctional facility located in Charleston, Maine. The Department’s mission includes maintaining the safety and security of residents, staff, and the public while supporting humane, professional, and accountable correctional operations. Implementing a full-body scanner supports this mission by enhancing the Department’s ability to detect and deter the introduction of contraband, reducing reliance on more invasive search procedures, and promoting a safer environment for all individuals who live and work in the facility.

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. ACCESSIBILITY: All IT applications are required to comply with the Digital Accessibility Policy. In addition, all IT applications and content delivered through web browsers are required to comply with the State Web Standards.

11. STATE IT POLICIES: All IT products and services delivered as part of this Agreement shall conform to the State IT policies, standards, and procedures effective at the time this RFP is published.

12. 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.

13. 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. 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 maintenance and support contract for (2) two 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:

D. Number of Awards

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

PART II SCOPE OF SERVICES TO BE PROVIDED

I. BODY SCANNER PRODUCT REQUIREMENTS

General System Description The Department seeks an X-ray full-body scanning system designed to detect metallic and non-metallic contraband (e.g., weapons, drugs, cell phones, and other prohibited items) concealed under clothing and/or within body cavities of adult incarcerated persons.

The system must be suitable for continuous operational use in an adult correctional facility environment, including intake/booking, random, and for-cause searches. The Department expects approximately 1,000 scans to be conducted using this device each year.

All requirements in this section are minimum specifications. Bidders must propose equipment that meets or exceeds the requirements described below.

Performance and Imaging Requirements The scanner must perform a complete scan of the entire body.

The system must reliably detect both metallic and non-metallic contraband, including items concealed beneath clothing and within body cavities, with image quality sufficient for operators to distinguish anomalies against normal anatomy and clothing.

The system must produce high-resolution, distortion-minimized images that allow clear visualization of anomalies across a range of adult body sizes and shapes.

Radiation Safety and Standards Compliance The general-use dose per scan must be suitable for daily screening of adult subjects, in accordance with federal radiation safety standards.

The system must support limited-use higher dose modes, suitable for less frequent (e.g., weekly) screening where higher resolution is required, while remaining within applicable safety standards.

The scanner must comply with ANSI/HPS N43.17-2009 (Radiation Safety for Personnel Security Screening Systems Using X-rays) and ANSI/IEEE N42.47-2010 or successor standards for body-scanner radiation safety and performance.

The system must incorporate safety interlocks and shielding to ensure that radiation leakage outside of the defined inspection zone does not exceed recommended amounts in any one hour, in accordance with the standards cited above.

The system must provide an operator-excluded safety zone surrounding the scanner during exposure. This zone must be clearly indicated on the floor and/or the equipment and must not exceed a footprint reasonably consistent with the device footprint (e.g., approximately 3 feet by 6 feet) to minimize operational space requirements.

The system must include integrated software to automatically calculate and record the cumulative annual radiation exposure for each subject in compliance with applicable standards.

Physical, Electrical, and Environmental Requirements . The Department is seeking full-body scanners that offer the greatest flexibility in installation locations, given the existing facility space constraints at Mountain View Correctional Facility. The proposed system must describe its exact dimensions.

Fully assembled operating height must not exceed 8 feet to allow installation under standard institutional ceiling heights.

The scanner must be designed to be installed and located indoors without building structural modifications and must be movable through standard commercial doorways when partially disassembled.

System weight must be appropriate for typical institutional flooring; Bidders must provide total installed weight and any special floor-loading requirements.

The system must operate on standard electrical service (100–240 VAC, 50/60 Hz) and must not require specialized power conditioning beyond standard correctional facility provisions.

The system must be rated for continuous operation in ambient temperatures from approximately 32°F to 120°F (0°C to 50°C) and relative humidity up to 95% non-condensing.

User Interface and System Operation The user interface must provide straightforward controls for:

Initiating scans and selecting exposure modes;

Switching between image filters/modes; and Annotating, saving, and retrieving scan images.

The system must include built-in guidance or prompts to help operators follow correct procedures (e.g., positioning, safety checks, and image review workflow).

Data Storage, Image Management, and Privacy Features The system must include a secure, integrated digital storage solution capable of maintaining:

Subject demographic data or identifiers;

Scan date/time and exposure information; and Associated scan images.

The system must support storage of at least 1,000,000 scan records, with the ability to export or archive data to external secure storage (e.g., encrypted external drives or network-attached storage).

The system must provide functionality to document and report each subject’s cumulative radiation exposure over time, consistent with ANSI/HPS N43.17 tracking expectations.

The system must support secure data export and reporting features, including:

Querying and generating reports on scans and radiation exposure records;

Exporting selected records in a secure, encrypted format that enables authorized Department personnel (e.g., investigators and security supervisors) to access reports from their assigned Department workstations;

Supporting export via one or more of the following methods, as applicable to the proposed solution:

• Secure transfer over the Department network, if network connectivity is enabled; and/or

• Secure removable media (e.g., encrypted USB storage) for systems operating in stand-alone/offline mode;

d. Role-based access controls governing who may generate, export, and access reports.

The system must include privacy controls, including an optional mode to blur or mask faces and genital areas on displayed images, in alignment with privacy and sexual-safety best practices and to support compliance with the Prison Rape Elimination Act (PREA).

II. TECHNICAL REQUIREMENTS

ACCESSIBILITY: All IT applications must comply with the Digital Accessibility Policy (https://www.maine.gov/oit/sites/maine.gov.oit/files/inline-files/DigitalAccessibilityPolicy.pdf). In addition, all IT applications and content delivered through web browsers must comply with the State Web Standards (https://www.maine.gov/oit/policies/webstandards.html)

STATE IT POLICIES: All IT products and services delivered as part of this Agreement must conform to the State IT Policies, Standards, and Procedures (https://www.maine.gov/oit/policies-standards) effective at the time this Agreement is executed.

III. THE AWARDED BIDDER PERFORMANCE REQUIREMENTS

A. Training, Documentation, and Support Requirements

1. The awarded bidder must provide on-site, hands-on training at Mountain View Correctional Facility for all designated operators and supervisors. At a minimum, initial training shall cover:

a. System operation and basic troubleshooting;

b. Radiation safety; and

c. Image interpretation and identification of common contraband types.

2. Training must be delivered by appropriately qualified personnel (e.g., radiology professionals or other subject-matter experts with demonstrated expertise in body-scanner operation and radiation safety).

3. The awarded bidder must provide or make available ongoing training resources (e.g., online modules or simulator-based training using real-world contraband images) for new staff and annual refresher qualifications.

4. The awarded bidder must provide a 24/7 customer support hotline or equivalent service with response expectations clearly defined in the proposal, along with access to technicians experienced specifically with X-ray body scanners.

5. The awarded bidder must provide comprehensive documentation, including:

a. User/operator manual;

b. Maintenance and service manual; and,

c. Radiation safety documentation

B. Maintenance and Upgrades

1. The system must be designed for reliable, continuous operation in a correctional environment, with clearly stated preventive maintenance requirements and schedules.

2. The system software must support updates and improvements. Bidders are encouraged to provide free or low-cost software updates that enhance safety, performance, and usability for the life of the system.

C. Delivery, Installation, and Configuration

1. The awarded bidder shall be responsible for delivering the body scanner to Mountain View Correctional Facility in Charleston, Maine, including all freight, insurance, and handling costs. The facility has a loading dock available for use.

2. The awarded bidder shall be responsible for unloading, moving, and positioning the equipment from the loading dock to its final installed location within the facility, including any required rigging, carts, or other equipment.

3. The awarded bidder must unpack, assemble, install, and configure the body scanner in accordance with the manufacturer’s specifications and applicable codes and standards, ensuring the system is fully operational and ready for acceptance testing by the Department.

4. The awarded bidder must coordinate delivery, installation, and configuration activities with facility staff, including any required security clearances, scheduling constraints, and access requirements. The installers must pass a criminal background check. The Department will be responsible for any costs associated with background screening.

5. The awarded bidder must remove and appropriately dispose of all packing materials and debris resulting from delivery and installation.

IV. 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.

V. 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 H.

VI.

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)

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 (Technical Assessment Form)

· Appendix F (Proposed Services Form)

· Appendix H (General/Technical Requirements)

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

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

· Appendix G (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.

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. Customer Support Team Information Bidders must provide information about their customer support team, including the number of technicians available to Mountain View, their training, and general qualifications to service this equipment.

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. 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. Bidders shall submit a clear, comprehensive written proposal that demonstrates their understanding of the Department’s needs and explains how their proposed solution meets or exceeds all Body Scanner Product Requirements and The awarded bidder Performance Requirements. The proposal should be detailed enough to allow the Department to evaluate the Bidder’s technical approach, implementation plan, and long-term support for the body scanner.

If subcontractors are involved, the proposal must clearly identify each subcontractor and describe the specific work, services, or responsibilities that each will perform. The Bidder will remain fully responsible for the overall performance of the contract, including the work of any subcontractors, and must ensure that all subcontracted work complies with the requirements of the Request for Proposals.

The written proposal shall include a thorough and complete product description that encompasses all requirements described in Part II. The product description should identify the proposed body scanner model and configuration and explain how the proposed system meets or exceeds each requirement in Part II, including performance and imaging capabilities, radiation safety, physical and electrical characteristics, physical dimensions, user interface features, data storage and privacy protections, and any networking capabilities, if offered. In addition, the Bidder must provide at least three example images produced by the exact model being proposed, preferably at different imaging settings if applicable. Each image must be accompanied by a brief text description explaining what the image shows, the imaging mode or settings used, and how the image illustrates the system’s ability to detect contraband.

Each proposal must also include a delivery and installation schedule for the body scanner at Mountain View Correctional Facility in Charleston, Maine. The schedule should describe the anticipated delivery date or dates, the timeframe and approach for unloading, moving, unpacking, and installing the equipment (including use of the facility loading dock), and the expected duration for configuration, testing, and system acceptance. Any prerequisites or facility preparations required prior to installation should be clearly identified.

In addition, Bidders shall provide a training plan for Department staff that satisfies the awarded bidder Performance Requirements. The training plan should describe the content and objectives of initial on-site, hands-on training for operators and supervisors, the duration and format of training sessions, the qualifications of trainers, and any ongoing or refresher training resources that will be available during the life of the system.

Finally, each proposal must include a maintenance and repair plan covering a period of up to five years from system acceptance. This plan should describe the recommended preventive maintenance schedule, including the frequency of maintenance activities, typical tasks, and any expected downtime. It should also explain how repair services will be requested and delivered, including anticipated response times for on-site service, and describe the availability of spare parts and replacement components. The proposal should further outline the software update schedule and process, including how security patches, performance improvements, and feature updates will be provided and installed over the life of the system. Proposals that do not clearly address these elements may be considered non-responsive.

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

Section IV Cost Proposal (File #4)

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

2. General Instructions

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

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

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

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

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 25 points = 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 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 – Technical Assessment Form

Appendix F – Proposed Services Form

Appendix G – Cost Proposal Form

Appendix H – General/Technical Requirements

APPENDIX A

Department of Corrections

PROPOSAL COVER PAGE

RFP# 202604079

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

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

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

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

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

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

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

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Corrections

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202604079

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 Corrections QUALIFICATIONS and EXPERIENCE FORM

RFP# 202604079

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 Corrections

SUBCONTRACTORS FORM

RFP# 202604079

Bidder Name:

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

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

APPENDIX E

Department of Corrections

TECHNICAL ASSESSMENT FORM

RFP# 202604079

Body Scanner for Adult Correctional Facility

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 Corrections

PROPOSED SERVICES FORM

RFP# 202604079

Bidder Name:

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. Bidders shall submit a clear, comprehensive written proposal that demonstrates their understanding of the Department’s needs and explains how their proposed solution meets or exceeds all Body Scanner Product Requirements and The awarded bidder Performance Requirements. The proposal should be detailed enough to allow the Department to evaluate the Bidder’s technical approach, implementation plan, and long-term support for the body scanner.

If subcontractors are involved, the proposal must clearly identify each subcontractor and describe the specific work, services, or responsibilities that each will perform. The Bidder will remain fully responsible for the overall performance of the contract, including the work of any subcontractors, and must ensure that all subcontracted work complies with the requirements of the Request for…