STATE OF MAINE

Department of Environmental Protection Bureau of Remediation and Waste Management

RFP# 202608132

2026 Solid Waste Diversion Grant Program, Round II

RFP Coordinator

Submitted Questions Due Date

September 14, 2026, no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. CONTRACT TERM

E. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – PROPOSED SERVICES FORM

APPENDIX F – COST PROPOSAL FORM

APPENDIX G – RFP APPLICATION PREPARATION CHECKLIST

PUBLIC NOTICE

State of Maine Department of Environmental Protection

RFP# 202608132

2026 Solid Waste Diversion Grant Program, Round II

The State of Maine is seeking proposals for the development, implementation or improvement of programs, projects, initiatives, or activities designed to increase the diversion of solid waste from disposal. Eligible projects may include but are not limited to the following categories: solid waste diversion education, source reduction, upcycling of discarded materials, donations of food or other materials, repair and reuse projects, recycling, composting and digestion. Projects that contain any references to disposal practices (landfilling or waste-to-energy incineration) are strongly discouraged and will be deemed ineligible from consideration.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS).

Proposals must be submitted to the Office of State Procurement Services, via VSS. Proposal submissions must be received no later than October 2, 2026, 4:00 p.m., local time, on, 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:

incineration.

category also includes food scraps.

composting, anaerobic digestion, or beneficial reuse.

products excluding fuel or fuel substitutes.

use.

State of Maine Department of Environmental Protection Bureau of Remediation and Waste Management

RFP# 202608132

2026 Solid Waste Diversion Grant Program, Round II

PART I INTRODUCTION

A. Purpose and Background

The Department of Environmental Protection (Department) is seeking proposals to assist in the development, implementation, or improvement of programs, projects, initiatives, or activities designed to increase the diversion of solid waste from disposal 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.

In accordance with 38 M.R.S. § 2201-B, the Maine Solid Waste Diversion Grant Program, the Department is making grant funding available to eligible Maine-based public and private entities to assist in the development, implementation or improvement of organics management programs, initiatives or activities designed to increase the diversion of these materials from solid waste disposal, including waste reduction activities. Maine law (38 M.R.S. §,2132.1-B) sets a goal of reducing the amount of waste disposed per capita by 5% every five (5) years. Progress toward this goal can be achieved by implementing innovative and proven local, regional, and statewide initiatives aimed at reducing the generation of solid waste, and at increasing the recovery and utilization of discarded materials including organics.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals must follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

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

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

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

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

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

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

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

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

C. Eligibility to Submit Bids

1. In accordance with 38 M.R.S. § 2201-B, the Maine Solid Waste Diversion Grant Program, the Department may disburse grants under the program to any Maine-based public or private entity demonstrating that a proposed program, project, initiative, or activity is, in the Department's determination, likely to increase the diversion of solid waste from disposal within a particular community, municipality, or region or the State. Eligible projects include but are not limited to developing or expanding municipal or regional composting activities, organics recovery and community recycling efforts (including the establishment of such programs), undertaking education and outreach efforts promoting organics management or recycling, and the purchase of infrastructure equipment and other items necessary to implement or improve existing programs. Solid Waste Diversion Grant Funds (funds) may also be used for programs designed to acquire equipment necessary to support diverting edible food to the food insecure or to preserve edible food stored at food pantries, schools and other institutions. Finally, funds may be used to develop pilot programs designed to implement and test the feasibility of composting and recycling programs.

2. In cases where there is more than one Bidder per proposal, both parties must be listed as “co-Bidders”. If an award is made on a joint proposal, one party will be designated as the “awardee”, and they will be the legal signature on any Department Contract.

3. The Department will consider the environmental compliance history of grant Bidders during its evaluation of proposals. Bidders must disclose any relevant information (including letters of warning, notices of violation and any other enforcement actions) so that the Waste Diversion Grant Consensus Evaluation Team may make an informed decision on the application. Failure to disclose this information may result in disqualification of the proposal.

4. The RFP Coordinator will make decisions regarding the eligibility of the proposal for evaluation and funding consideration based upon receipt of documentation that all required forms have been completed and submitted (including the seven required documents listed in Part IV, Section II, and the 25% match requirement has been met.

D. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, 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.

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

E. Number of Awards

The Department anticipates making multiple awards ranging from $1,000 up to a maximum of $100,000 each, because of this RFP process. The number of awards will be based on the ranking of proposals and availability of funds.

PART II SCOPE OF SERVICES TO BE PROVIDED

The Department is seeking to award multiple projects that will assist in the development, implementation, or improvement of programs, projects, initiatives, or activities that will increase the separation, recovery, recycling, donation or diversion of solid waste materials from disposal in the State.

The Department is specifically seeking proposals that will:

1. Take advantage of regional economies of scale by offering products or services that meet the needs of larger populations or regional entities.

2. Share resources amongst larger populations, such as purchasing equipment that will be used by multiple entities.

3. Increase organics management and recycling infrastructure in underserved areas of the state.

4. Promote waste reduction through reuse, repair, upcycling, and sharing economy initiatives. For example, this may be accomplished through reuse shops or developing a repair clinic that fixes and repurposes broken, used equipment prior to disposal.

5. Reduce wasted food through donation of surplus (edible) food or by providing opportunities to prevent wasted food through enhanced storage and infrastructure improvements, such as installation of refrigeration and freezer units.

6. Educational programs that enhance the delivery of educational initiatives that promote recovery and reuse of organics.

7. Offer regional training opportunities that target source reduction, recovery, reuse, recycling or diversion of solid waste.

8. Address a statewide waste management need; and/or

9. Expand the types of materials managed through composting and other organics management efforts.

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

D. Proposal Submission

1. Proposals Due

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

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

2. Delivery Instructions

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

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

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

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

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

3. Submission Format:

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

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

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

· And all required eligibility documentation stated in PART IV, Section I.3.

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

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

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

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

· Appendix E (Proposed Services Form)

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

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

· Appendix F (Cost Proposal Form)

PART IV PROPOSAL SUBMISSION REQUIREMENTS

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

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

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

Proposal Format and Contents

Section I Preliminary Information (File #1)

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

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

3. Essential Supplemental Documents (Eligibility Requirement)

Note: Copies of the items listed below must be included (or addressed as “N/A”) in the proposal, or it will be disqualified from further consideration.

a. 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.

b. 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 suing, the complaint, the accusation, amount, and outcome.

c. Financial Viability Bidders must provide the following information for each of the past three (3) tax years:

i. Balance Sheets, or

ii. Income (Profit/loss) Statements.

d. 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 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 are used, indicate as such on the form.

Section III Proposed Services (File #3)

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

a. A brief description of the proposed project, including:

i. its essential elements,

ii. the specific organic components of the waste stream that will be diverted and directed towards reuse, repair, recycling, composting, upcycling, or captured for other organics management options,

iii. the location,

iv. entities served, and

v. an explanation of how the proposed program will improve, expand, or provide source reduction, recycling/upcycling, or other organics management services.

b. A description of the need for this initiative and how it has been identified, including any relevant data.

c. An estimate of the types and amounts of materials expected to be annually diverted from disposal.

d. A description of how the feasibility of the initiative has been evaluated, including information on the likelihood of community support and the establishment of partnerships necessary for successful implementation.

e. Identification of proposed acquisitions of equipment, including but not limited to:

i. Balers, recycling containers, collection bins, curbside containers, and collection vehicles, and

ii. Note: for proposed vehicle purchases, please include a quote from a dealership that includes the make, model, VIN Number a detailed description of how the vehicle purchase will enhance existing operations or help create new opportunities.

f. A description of any proposed facility construction, facility renovations/improvements, including a site drawing, showing all existing facilities and proposed changes.

g. An explanation of how this proposed project, and any existing facilities and operations fit together.

h. The components of any planned training, education, and outreach; the intended audience(s); and how the training, education, and outreach will be implemented.

i. A description of any data gathering and record keeping systems that will be used to measure the amount of materials diverted from disposal, and the related cost savings realized by the participating entities to report to the Department.

j. An explanation of how the project will impact your program’s current and future operating costs, including financial estimates.

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

Section IV Cost Proposal (File #4)

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

2. General Instructions

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

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

c. Subcontractor and other labor costs must be short-term and necessary for the development and implementation of the project (i.e., electricians, plumbers, carpenters, and other contractors).

d. The following projects/proposal are not eligible for Waste Diversion Grant funding consideration:

i. Proposals that require legislation to be enacted before they can be started,

ii. Proposals that require authorizations or licenses that have not been received prior to proposal submission,

iii. Administrative, fringe and other indirect costs, including benefits, overhead costs, and other related items,

iv. Full and part-time salaries of project staff or long-term employees, with the following exception: students or interns may be funded if their position is short-term and deemed essential to the initiation and development of the project,

(1) Any ongoing funding for positions after project inception will be the responsibility of the grantee, and

v. Costs related to the preparation of the RFP or to the negotiation of the contract with the Department.

3. Determining the Required 25% Match:

a. Calculate the total project cost (this can be an estimate),

b. Multiply the total project cost value by 0.25. That value is the proposed match.

Example, Municipal Compost Facility-Total Estimated Cost is $39,000.00 for facility completion.

$39,000 x 0.25 = $9,750 (that is the proposed match).

$39,000 - $9,750 = $29,250 (that is the amount requested from the grant).

Note: a quick way to ensure you have met match is to divide your proposed match by the total project cost and multiply the result by 100. The result should equal 25% or greater or the application will be disqualified.

c. Match requirements may also be met through “in kind” contributions. To document this, an applicant must describe what is being offered and the financial value of the contribution; including hours and hourly rate if work or equipment offset is being offered.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

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

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

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

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

B. Scoring Weights and Process

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

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

3. Scoring the Cost Proposal: Includes all elements addressed above in Part IV, Section I. Additionally, proposals will be evaluated for completeness, eligibility, and meeting the minimum match requirements. Proposals failing to meet any of the eligibility criteria or failing to meet minimum match requirements, will receive a “Fail” on their consensus evaluation sheet. Finally, the Consensus Evaluation Team will consider the degree to which the project represents a good return for the investment. (money, time, etc.) as well as whether the project work and cost estimates (tasks & budget) are reasonable for the expected outcomes, along with the amount and quality of proposed matching funds or services.

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. If 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 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 submitted 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 Forms Page.

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

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

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

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

B. Standard State Contract Provisions

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

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

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Proposed Services Form

Appendix F – Cost Proposal Form

Appendix G – RFP Application Preparation Checklist

APPENDIX A

Department of Environmental Protection Bureau of Remediation and Waste Management

PROPOSAL COVER PAGE

RFP# 202608132

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 Environmental Protection Bureau of Remediation and Waste Management

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202608132

Bidder Name:

By signing this document, I certify to the best of my knowledge and belief that the 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 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 Environmental Protection Bureau of Remediation and Waste Management

QUALIFICATIONS AND EXPERIENCE FORM

RFP# 202608132

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.

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 Environmental Protection Bureau of Remediation and Waste Management

SUBCONTRACTORS FORM

RFP# 202608132

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 Environmental Protection Bureau of Remediation and Waste Management

PROPOSED SERVICES FORM

RFP# 202608132

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 because of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

APPENDIX F

Department of Environmental Protection Bureau of Remediation and Waste Management

COST PROPOSAL FORM

RFP# 202608132

Bidder Name:

Cost Proposal

Include in this spreadsheet anticipated costs to be funded by the grant and any project / program costs to be funded by the Bidder (a minimum 25% match is required of the total estimated project cost, which may include in-kind services). You may add additional rows as needed.

Equipment (list items)

Materials (list items)

Facilities (list items)

Labor (list positions, roles, and hourly rate)

Totals:

Total Proposed Cost (Grant Contribution + Match):

Notes:

APPENDIX G

Department of Environmental Protection Bureau of Remediation and Waste Management

RFP APPLICATION PREPARATION CHECKLIST

RFP# 202608132

Purpose: The form below was developed to help applicants keep track of important information to allow successful filing of a complete proposal. Please follow this checklist carefully (especially the eligibility criteria) and refer to the RFP for more detailed information.

· Please read the entire RFP completely and make sure your project meets the eligibility requirements.

· Fill out the forms attached to the RFP:

· Appendix A-Proposal Cover Page.

· Appendix B-Responsible Bidder Certification.

· Appendix C-Qualifications and Experience Form.

· Appendix D-Subcontractors Form.

· Appendix E-Proposed Services Form.

· Appendix F-Cost Proposal Form

· Make note of the following important dates on the RFP cover page:

· The date Submitted Questions are due (this is the only way to ask questions once an RFP has been released).

· Submission Deadline for proposals.

· Proposal Eligibility Requirement #1: Gather the following required information ( if not included or addressed in packet, proposal will be disqualified):

· Overview of the Organization

· Description of organization and its mission and goals.

· Organizational Chart

· Applicants 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.

· Litigation

· Applicants must attach a list of all current litigation in which the applicant is named and a list of all cases that have closed within the past five (5) years in which the applicant paid the claimant either as part of a settlement or by decree. For each, list the entity suing, the complaint, the accusation, amount, and outcome. If not applicable, list N/A.

· Financial Viability

· Applicants must provide the following information for each of the past three (3) tax years:

· Balance Sheets; and

· Income (Profit/Loss) Statements.

· Please do not include income tax returns.

· Certificate of Insurance

· Applicants must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the applicant's general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

· Proposal Eligibility Requirement #2: Calculate the required match ( if match does not equal or exceed 25% of the Total Project Cost, proposal will be disqualified). Please refer to RFP Part IV, Section 4.3 for further details.

State of Maine RFP# 202608132 1 Rev. 04/17/2026 – DAFS/Office of State Procurement Services image1.jpeg