RFP# 202607120 - Maine Veterans⿿ Memorial Cemeteries, Augusta ⿿ Turf Maintenance_Final.docx

STATE OF MAINE

Department of Defense, Veterans’ and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System

RFP# 202607120

Maine Veterans’ Memorial Cemeteries, Augusta – Turf Maintenance

RFP Coordinator

Bidder’s Conference

Submitted Questions Due Date

August 25, 2026, no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

PART III KEY RFP EVENTS

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

PART VII RFP APPENDICES AND RELATED DOCUMENTS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS and EXPERIENCE FORM

APPENDIX D – PROPOSED SERVICES FORM

APPENDIX E – COST PROPOSAL FORM

PUBLIC NOTICE

State of Maine Department of Defense, Veterans and Emergency Management

RFP# 202607120

Maine Veterans’ Memorial Cemeteries, Augusta – Turf Maintenance

The State of Maine is seeking proposals for Cemetery Turf Maintenance for both Augusta Veterans’ Cemeteries from May 1st, 2027, to April 30th, 2032.

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

A mandatory Bidders’ Conference will be held on August 11, 2026, at 8:00 am at the following location: Maine Veterans’ Memorial Cemetery, 163 Mt. Vernon Road, Augusta, ME 04330

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on September 8, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

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

State of Maine Department of Defense, Veteran and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System

RFP# 202607120

Maine Veterans’ Memorial Cemeteries, Augusta – Turf Maintenance

PART I INTRODUCTION

A. Purpose and Background

The Department of Defense, Veterans and Emergency Management, Bureau of Veterans’ Services (Department) is seeking Turf Maintenance as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

Mow and trim cemetery turf in all developed areas (to include roads sides, entrances, and fields) as directed by the Bureau using standards from NCA (National Cemetery Administration) NCA Standard Operating Procedure (41-SOP-021).

· Central Maine Veterans' Memorial Cemetery at Mt Vernon

· 163 Mt Vernon Road Augusta, Maine 04330

· 29 Developed Acreage

· Central Maine Veterans' Memorial Cemetery at Civic Center Drive

· 143 Blue Star Avenue Augusta, ME

· 80 Developed Acreage

NCA Standard Operating Procedure (41-SOP-021) TURFGRASS MAINTENANCE IN VA NATIONAL CEMETERIES” PDF file may be downloaded here:

The full Scope of Services is provided in Part II.

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 are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

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

8. Subject to the above and pursuant to applicable law, in the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term

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

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for four (4) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

D. 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

SPECIFICATIONS OF WORK TO BE PERFORMED

Equipment and Operation Requirements

A. Awarded Bidder will furnish all equipment, fuel, supplies, and labor to maintain turf at the two (2) veterans cemeteries in Augusta, ME.

1. Minimum required equipment includes commercial riding mowers, push mowers, power trimmers, and power edgers.

2. All equipment must be properly sharpened and maintained. Power riding mowers shall be free of oil leaks that will cause damage to headstones, pavement, and grass or pose environmental concern.

3. Awarded Bidder will ensure that equipment will comply with all Federal/State safety rules and regulations.

B. The Awarded Bidder will provide qualified operators for all power equipment. The Awarded Bidder will ensure that all personnel will comply with the rules and regulations of the Maine Veteran’s Memorial Cemetery System.

Mowing Schedule

A. The typical mowing schedule will be weekly between the first week of May and the first week of November.

Service Requirements

A. Turf/edging requirements

1. The height of cutting deck(s) shall be set no shorter than 2 inches and no greater than 2.5 inches (unless agreed upon by owner). All mowers shall have anti-scalping devices. The height of grass MUST not exceed 3.5 inches on any mowing week.

2. The Awarded Bidder shall ensure that all headstones remain free of encroaching grass, weeds, dirt, and debris. Weed trimming shall be completed in a timely manner immediately following each mowing cycle to maintain a neat appearance and prevent grass from overhanging the edges of headstones. At a minimum, all headstones shall be trimmed every two weeks. "As needed" means that no headstone shall have crabgrass, weeds, or grass extending more than ¼ inch over any edge of the stone. Trimming may be performed using a string trimmer or a non-ferrous-blade edger to prevent permanent damage or marking of the granite headstones.

3. Awarded Bidder shall adhere to these landscaping practices, unless deviation is approved by owner:

a. Do not remove more than 1/3rd of the length of the grass plant in a single mowing

b. Alternate mowing directions, when possible

c. Maintain grass length as stated in Service Requirements

B. Treatment of items found during service

1. All dead flowers, trash (paper, plastic, small rocks) shall be picked up and placed in proper trash container prior to mowing area. Temporary vases shall be placed in designated receptacles.

2. If it is necessary to remove live, fresh cut flowers (and when permitted in May, potted plants), Awarded Bidder must ensure flowers are returned to correct grave. In lieu of this practice, Awarded Bidder may elect to mow and trim around said fresh cut flowers (and when permitted in May, potted plants) Under no circumstance shall the Awarded Bidder or his/her agents remove from cemetery grounds any article, item or plant left on a grave (items that should not be disposed of, such as: flags, tokens, etc. should be given to a cemetery employee), other items shall be properly disposed of in cemetery trash receptacles.

C. Damages

1. All benches, upright markers, flat markers, row markers, stone monuments, tribute/dedication markers and irrigation cover shall not be hit, scraped, or touched by mowing equipment. Care must be taken when trimming around trees to avoid harming the bark. If tree(s) and/or shrub(s) is damaged and dies due to Awarded Bidder’s negligence, the Awarded Bidder will be required to replace with a preapproved equivalent tree(s) and/or shrub(s).

2. The Awarded Bidder’s personnel will inform the Superintendent or his designated agent of any damage that occurred during mowing and trimming of grounds. Awarded Bidder will be responsible for repair or replacement of all damage due to negligence.

Disposal of Clippings

A. Awarded Bidder may, in common areas only (not grave sections): Leave grass clippings on the ground ONLY IF: adequate mowing schedule results in clippings of approximately ½” and these clippings do not pose undesirable accumulations or appear as surface dead grass “windrows”. Awarded Bidder must remove grass clippings and dispose of them off site unless specifically allowed to leave clippings as mulch in certain grave sections for the benefit of the turf or in an area designated by cemetery staff.

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.

Bidders’ Conference

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

C. Questions

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

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

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

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

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

D. Amendments

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

E. Proposal Submission

1. Proposals Due

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

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

2. Delivery Instructions

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

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

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

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

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

3. Submission Format:

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

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

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

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

· Appendix C (Organization Qualifications and Experience 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 D (Proposed Services Form)

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

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

· Appendix E (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. One example must be related to Cemetery Turf Maintenance Experience.

2. 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.

3. 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.

4. Financial Viability Bidders must provide the following information for each of the past three tax years:

Bidders must provide a current copy of their Dun & Bradstreet Business Information Report Snapshot.

5. 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.

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

Section III Proposed Services (File #3)

1. Services to be Provided Bidders must complete Appendix D (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.

Bidders must include a detailed list of all equipment that will be used to accomplish these services, including the manufacturer, make, model, year, mower deck size (where applicable), and whether the equipment is equipped with anti-scalping equipment. Bidders must also indicate whether each piece of equipment is currently owned or will be purchased specifically for this contract and provide the anticipated equipment replacement schedule. If the Bidder plans to purchase equipment, the equipment must be purchased prior to the contract starting date of the contract, and proof of purchase must be provided before services begin.

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

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix E (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 30 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 30 = pro-rated score

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

C. Negotiations

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

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

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

D. Selection and Award

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

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

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

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

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within fifteen (15) calendar days of receipt of notification of conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The awarded Bidder will be required to execute a State of Maine Service Contract with appropriate riders as determined by the issuing department.

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

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

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

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

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

4. In providing services and performing under the contract, the awarded Bidder must act as an independent Awarded Bidder and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Payments and Other Provisions The State anticipates paying the Awarded Bidder on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from the RFP.

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Proposed Services Form

Appendix E – Cost Proposal Form

APPENDIX A

Department of Defense, Veterans and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System

PROPOSAL COVER PAGE

RFP# 202607120

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:

State of Maine RFP# 202607120 Rev. 12/13/2024 – DAFS/Office of State Procurement Services

APPENDIX B

State of Maine Department of Defense, Veterans and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202607120

Bidder Name:

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

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

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

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

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

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

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

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

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

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

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

Department of Defense, Veterans and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System QUALIFICATIONS and EXPERIENCE FORM

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. You may expand this form and use additional pages to provide this information.

Provide a description of projects that occurred within the past five (5) years which reflect experience and expertise needed in performing the functions described in Part II – Scope of Services to be Provided of the RFP. Contract history with the State of Maine, whether positive or negative, may be considered in evaluating proposals even if not provided by the Bidder.

Bidders must read and provide the information below:

Additional: Bidder must include the following with Proposal:

1. A copy of a current certificate of insurance

2. Three references your company has completed work for in the last two (2) years, with company name, contact person and phone number for references. References should be able to attest to any relevant cemetery maintenance experience.

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:

Brief Description of Project

Project Two

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Brief Description of Project

Project Three

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Brief Description of Project

APPENDIX E

Department of Defense, Veterans and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System

PROPOSED SERVICES FORM

RFP# 202607120

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.

Bidders must also read and provide the information below:

1. Bidders must include a detailed list of all equipment that will be used to accomplish these services, including the manufacturer, make, model, year, mower deck size (where applicable), and whether the equipment is equipped with anti-scalping equipment. Bidders must also indicate whether each piece of equipment is currently owned or will be purchased specifically for this contract and provide the anticipated equipment replacement schedule. If the Bidder plans to purchase equipment, the equipment must be purchased prior to the contract starting date of the contract, and proof of purchase must be provided before services begin. An estimate of manpower available

APPENDIX E

Department of Defense, Veterans and Emergency Management Bureau of Veterans’ Services/Maine Veterans’ Cemetery System

COST PROPOSAL FORM

Bidder Name:

Special Instructions

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

2. The Total Cost is considered the Proposed Cost and will be used to score the cost proposal as defined Part V, B, 3 of the RFP.

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

4. Hourly rates for any work outside the scope of services

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Turffgrass Maintenance 41-SOP-021_Sept 2021.pdf

Department of Veterans Affairs Standard Operating Procedure National Cemetery Administration 41-SOP-021 Cemetery Operations September 30, 2021

TURFGRASS MAINTENANCE

REFERENCES:

NCA National Shrine Commitment Operational Standards and Measures Guidebook, dated February 2021.

https://vaww.nca.va.gov/docs/NCA_Operational_Standards_and_Measures- Feb2021.pdf

NCA Directive 3410 Integrated Pest Management at VA National Cemeteries (dated April 30, 2012). https://vaww.nca.va.gov/docs/policies/directives/3410_Directive.pdf.

RESCISSION:

NCA Handbook 3420 – Turfgrass Maintenance in VA National Cemeteries, dated February 29, 2012.

Instructions for Use:

This Standard Operating Procedure (SOP) assigns responsibilities for turfgrass maintenance operations to the Executive Director, Cemetery Operations, District Executive Directors, District Agronomists, Cemetery Directors, and all applicable Department of Veterans Affairs (VA) National Cemetery Administration (NCA) employees.

This SOP is also a guide for Cemetery Directors to use when establishing a local SOP for turfgrass maintenance based on cemetery-specific practices and conditions.

Cemetery Directors, in consultation with District Agronomists, can provide more amplification and cemetery-specific techniques required to meet the needs of each cemetery in their local SOP, provided the procedures do not conflict with this SOP or the established national policies it references.

The current Cemetery Organizational Assessment and Improvement (OAI) Guide provides the means to track, monitor, and report progress toward meeting NCA’s Operational Standards and Measures at the national cemeteries. Operations and safety criteria are designed to meet the standards and measures within the NCA National Shrine Commitment

NCA does not endorse or recommend any commercial products, processes, or services. The use of trade, firm, or commercial product names in this publication is for https://vaww.nca.va.gov/docs/policies/directives/3410_Directive.pdf https://vaww.nca.va.gov/docs/NCA_Operational_Standards_and_Measures informational purposes only. It does not constitute an official endorsement or approval to the exclusion of other products that may be similar and/or suitable.

1. Responsibilities:

a. The Executive Director, Cemetery Operations, will ensure that turfgrass operations at all VA national cemeteries are designed to achieve the National Shrine standards for cemetery appearance.

b. District Executive Directors will ensure that District Agronomists and Cemetery Directors implement the procedures outlined in this SOP.

c. District Agronomists will:

(1) Serve as NCA subject matter experts for all turfgrass operations;

(2) Serve as primary instructors for turfgrass training activities for cemetery grounds personnel;

(3) Provide technical oversight of regional turfgrass operations when conducting site visits at VA national cemeteries in their District; and

(4) Respond to requests for advice from VA grant-funded state, tribal and/or territory Veteran’s cemeteries regarding turfgrass operations.

d. Cemetery Directors will:

(1) Ensure that the procedures outlined in this SOP are provided to and followed appropriately by all applicable cemetery employees and contractor personnel at all cemeteries under their jurisdiction;

(2) Ensure this SOP is reviewed annually by employees responsible for turfgrass maintenance activities at the cemetery;

(3) Align the local cemetery SOP based on specific practices and conditions with this national SOP;

(4) Ensure that all turfgrass maintenance activities and schedules are included in each cemetery’s current Grounds Management Plan for annual review and approval by their District office; and

(5) Respond to requests for advice from VA grant-funded state, tribal and/or territory Veteran’s cemeteries regarding turfgrass operations, or forward these requests to their District Agronomist for response.

e. All NCA employees involved in turfgrass maintenance activities at VA national cemeteries will follow the procedures specified in this SOP.

2. Turfgrass Establishment:

a. The soil and site preparation activities required for the establishment of a new stand of turfgrass are the same whether using seed or sod. For the majority of turfgrass establishment situations at national cemeteries, seed is the preferred choice. Where immediate use or a finished appearance of a particular area is critical, such as in visually prominent areas, sod will be used.

b. The type of seed selected is dependent on the climatic conditions of the cemetery.

(1) For cool season climatic conditions, the following turfgrass species are recommended: Kentucky bluegrass, fine-leaf fescue, tall fescue, and perennial ryegrass.

(2) For warm season climatic conditions, the following turfgrass species are recommended: Bermuda grass, St. Augustine grass, bahia grass, and zoysia grass.

3. Initial seeding or sodding of turfgrass on new graves, subsequent interments, or re-seeding of turfgrass on sunken gravesites:

a. Determine the approximate volume of topsoil required to raise each sunken gravesite or fill each new or reopened gravesite to the desired level. Use a quality of topsoil like that already in use at the site. Allow enough excess material to account for the settling and compacting of each filled gravesite.

b. Determine if the existing sod on each gravesite is to be reused.

(1) If so, the sod must be of adequate quality, being healthy, dense, and weed-free. Remove it with a sod cutter, or other means, with as little soil attached as possible (1/8 to 1/4 inch) and set it aside. The thinner the attached soil layer, the more rapidly the sod will re-root. Re-lay the sod after the gravesite is properly filled with topsoil and compacted. After relaying the sod, make sure that it is adequately watered with water soaking through to the soil line. The sod will need to be watered on a regular basis for a few weeks at minimum to achieve proper rooting.

(2) If not, cemeteries will:

(a) Remove the sod with a sod cutter or spade and add it to compost or discard it in the spoils area; or

(b) Leave it in place and spray it thoroughly with a non-selective herbicide at the maximum label rate for the complete elimination of existing turfgrass and any perennial grasses or weeds. Wait at least seven days for the herbicide to achieve complete elimination before reseeding or applying the new sod. When using any herbicide or pesticide, cemetery staff will follow product label directions for time to elapse for the herbicide to fully affect the plants. This is the law.

c. Fill each bare gravesite to a compacted level that blends with the grade level of adjacent gravesites.

d. Apply a standard turfgrass starter fertilizer at the rate recommended for the chosen species. Spread selected seed mixture at the recommended seeding rate for the turfgrass species being used. On small areas, such as individual gravesites, a hand spreader is the most efficient method to use.

NOTE: Some turfgrass species, such as St. Augustine grass and some Bermuda grass cultivars, can only be established through sod or sprigs.

e. When seeding, lightly rake seed into the top 1/4 to 1/2 inch of soil. Firm the soil around the seed by using a roller or hand tamper. The desired finished surface is fine, but firm, where a footprint would show on the surface soil if walked on, but not so soft as to allow the footprint to sink into the surface of the soil.

f. Mulch by using erosion control mats, clean, weed-free straw, hydro mulch using hydro-seeder equipment, or mulch pellets, such as Penn Mulch. Straw will be spread with approximately 25% of the bare ground visible through the straw. Erosion control mats are expensive compared to straw, but they can be reused, are weed-free, and are effective for small projects. Mulch pellets are also expensive but can be useful in small areas.

NOTE: Remove excess straw following satisfactory growth of turfgrass cover.

g. Water the area as necessary to ensure satisfactory seed germination and establishment of turfgrass cover on each gravesite. Newly seeded areas must be kept moist.

h. Begin mowing new turfgrass when the leaf blades are one inch above the recommended mowing height. Mow to desired maintenance height and never remove more than 1/3 of the total foliage length.

i. Continue watering and mowing until the new turfgrass is well-established.

Remove any fast-growing weeds mechanically or by hand until herbicide can be applied. Eliminate the weeds by using appropriate post-emergent herbicides in accordance with procedures specified in the appendices to this SOP and NCA Directive 3410.

j. If using sod on the gravesite, lay the sod with seams tightly matched and tamp lightly or roll. Sod placement will conform to the existing adjacent grade. On slopes, sod is laid perpendicular to the direction of the slope. Sod must be kept moist until it is well rooted and able to survive with standard watering.

4. Re-seeding of turfgrass in areas designated for total renovation. Take the following steps when a burial section requires complete renovation of the existing turfgrass cover due to extensive headstone raising and realignment, general deterioration over time, extensive sunken gravesites and/or wash-boarding appearance, or any other circumstance that has rendered the turfgrass stand unsatisfactory:

a. Collect soil samples from the site and submit them to a certified soil-testing laboratory two to three weeks prior to the intended re-seeding operation to determine fertility, pH adjustment requirements, and percent organic matter content.

b. After a standard mowing,…