STATE OF MAINE

Department of Corrections Maine State Prison

RFP# 202512166

Kitchen Equipment Maintenance

RFP Coordinator

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

A. GENERAL REQUIREMENTS

B. COMPLIANCE AND PERFORMANCE EXPECTATIONS

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 – KITCHEN EQUIPMENT LIST

PUBLIC NOTICE

State of Maine Department of Corrections

RFP# 202512166

Kitchen Equipment Maintenance

The State of Maine is seeking proposals for preventative maintenance and repair services for commercial kitchen equipment at Maine State Prison and Bolduc Correctional Facility in Warren, Maine.

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

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on March 2, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

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

State of Maine Department of Corrections Maine State Prison

RFP# 202512166

Kitchen Equipment Maintenance

PART I INTRODUCTION

A. Purpose and Background

The Department of Corrections (Department) is seeking kitchen equipment maintenance and repair services as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The Department is seeking proposals from qualified vendors to provide preventative maintenance and repair services for commercial kitchen equipment at Maine State Prison and Bolduc Correctional Facility in Warren, Maine. This includes, but is not limited to, mixers, ovens, griddles, dishwashers, and other essential food service equipment. Currently, the prison’s kitchen operates daily to provide meals for a large resident population, with equipment in continuous use. Regular maintenance and timely repairs are necessary to extend the life of the equipment, minimize downtime, and ensure compliance with health and safety regulations.

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 submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. 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 two (2) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

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

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

The awarded Bidder will provide professional preventative maintenance and repair services for commercial kitchen equipment at Maine State Prison and Bolduc Correctional Facility, located at:

1. Maine State Prison, 807 Cushing Road, Warren, ME 04864

2. Bolduc Correctional Facility, 516 Cushing Road, Warren, ME 04864

All work will be performed on-site at the facilities. The awarded Bidder will furnish all labor, tools, equipment, materials, and supplies necessary to fulfill the requirements outlined in this Scope of Services.

A. General Requirements The awarded Bidder will:

1. Provide scheduled preventative maintenance and on-demand repair services for commercial kitchen equipment. A complete list of kitchen equipment described in Appendix G, Equipment List. The equipment includes, but is not limited to:

· Ovens (convection, rotary, deck, and combination ovens)

· Griddles and grills

· Mixers (floor and countertop)

· Dishwashers and sanitizing stations

· Steam kettles and braising pans

· Food preparation equipment (slicers, food processors, blenders, etc.)

2. Ensure all maintenance and repair work complies with state and federal food safety codes and manufacturer guidelines.

3. Maintain an adequate inventory of common replacement parts or demonstrate the ability to procure them promptly to minimize downtime.

4. Provide detailed maintenance records and service reports for each piece of equipment, including work performed, parts replaced, and recommendations for future servicing.

5. Ensure all service technicians adhere to the security and operational protocols of the Department of Corrections, including background check clearance, tool control, and escorted access procedures. The Department will bear the costs for all contractor background checks.

B. Compliance and Performance Expectations The awarded Bidder will meet the following performance expectations:

1. Service Response Time:

· Emergency repairs: Response within 24 hours of notification.

· Routine service requests: Response within five (5) business days of notification, not including weekends or holidays.

2. Compliance with Industry Standards:

· All work will comply with National Fire Protection Association (NFPA) standards, National Sanitation Foundation (NSF) guidelines, and Maine state health and safety regulations, if applicable.

3. Reporting and Documentation:

· Provide semiannual service reports summarizing all maintenance and repair activities.

· Maintain an up-to-date inventory of serviced equipment, including manufacturer details, serial numbers, and service history.

4. Staff Training and Certification:

· Ensure all technicians have relevant certifications and training in commercial kitchen equipment maintenance, if applicable.

· Provide documentation of continuing education or manufacturer-specific training upon request if such training is available from the manufacturer.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

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

Only documents published in VSS will be considered binding.

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

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

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

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

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

B. Questions

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

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

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

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

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

C. Amendments

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

D. Proposal Submission

1. Proposals Due

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

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

2. Delivery Instructions

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

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

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

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

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

3. Submission Format:

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

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

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

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

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· Appendix H – Additional Scope or Value-Added Services (Optional)

· 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)

· Appendix G – Kitchen Equipment List

· 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 F (Cost Proposal Form)

PART IV PROPOSAL SUBMISSION REQUIREMENTS

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

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

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

Proposal Format and Contents

Section I Preliminary Information (File #1)

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

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

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects which demonstrate their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of organizational capacity and qualifications for any subcontractors to be used. If no subcontractors will be used, indicate as such on the form.

3. Organizational Chart Bidders must provide an organizational chart. The organizational chart must include the project being proposed. Each position must be identified by position title and corresponding to the personnel job descriptions.

4. Litigation Bidders must attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.

5. 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. This documentation may include:

a. Technician licensures, such as CFESA or other equivalent certification. These certifications are not required.

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 submit a Proposed Services Form as File #3 describing in detail the services they propose to provide under this contract. Bidders may use either the Proposed Services Form provided with this RFP or their own form, provided that any alternate form is clearly labeled with the RFP name and number and titled “Proposed Services.” At a minimum, the Proposed Services Form must include all information required in PART II – Scope of Services to be Provided, including a detailed annual planned preventative maintenance program for the listed equipment and the Bidder’s proposed approach to as-needed (on-call) repair services, as well as any additional services, limitations, exclusions, and assumptions associated with the proposed scope of work.

2. Preventative Maintenance Services

Bidders must submit a detailed Annual Planned Preventative Maintenance Program for the kitchen equipment identified in Appendix G – Kitchen Equipment List which covers the initial term of the contract. The Annual Planned Preventive Maintenance Program may include, but not necessarily limited to:

a. Equipment Coverage and Service Types

· A description of the types of services that will be performed for each major category of equipment (e.g., ovens, griddles, mixers, dishwashers, steam kettles, food preparation equipment).

· The specific preventative maintenance tasks to be performed (e.g., inspection, cleaning, calibration, lubrication, replacement of wear parts, safety checks).

· The proposed service frequency for each category of equipment (e.g., monthly, quarterly, semi-annual, annual), clearly tied to manufacturer recommendations and industry best practices.

· Identification of any equipment or components that are excluded from the plan, with an explanation.

b. Operating Hours and Service Availability

· The Bidder’s normal business hours during which planned maintenance will be performed. Bidders must clearly define their normal operating hours, and which dates are considered non-business hours (such as holidays).

Note that the Maine State Prison and Bolduc Correctional Facility kitchens are generally only available during the hours of 7:30 am – 5:00 pm, except for emergency repairs.

· Proposed approach for scheduling maintenance to minimize disruption to kitchen operations (e.g., preferred days/times, coordination procedures with facility staff).

c. Staffing and Qualifications

· The number and types of technicians who will be assigned (or available) to service Maine State Prison and Bolduc Correctional Facility.

· A summary of technician qualifications, certifications, and training relevant to commercial kitchen equipment maintenance (e.g., CFESA or equivalent).

· Any subcontractors who will perform maintenance or repair services, and their roles.

d. Parts, Materials, and Inventory Management

· The Bidder’s approach to obtaining and stocking common replacement parts, including whether any stock will be maintained specifically for these facilities.

· Use of OEM versus equivalent-quality parts, and any warranty implications.

· Typical lead times for non-stock parts.

e. Service Response and Communication Protocols

· Standard response times for routine service requests and emergency calls, including how “emergency” is defined by the Bidder.

· Procedures for initiating service requests (e.g., phone, email, online portal), including contact information and escalation paths.

· How the Bidder will coordinate site access, security clearances, and tool control requirements with Department staff.

f. Documentation, Reporting, and Performance Monitoring

· Sample copies or descriptions of service tickets, maintenance checklists, and inspection forms that will be used.

· How maintenance history will be recorded and shared with the Department (e.g., per-equipment service logs, semiannual summary reports).

· Any proposed performance metrics or service level commitments (e.g., response time, completion time, repeat service rates) and how these will be monitored.

Bidders should present the Annual Planned Preventative Maintenance Program in a clear, organized format that allows the evaluation team to understand the scope, frequency, and quality of services proposed, and how the proposed plan will support equipment reliability, food safety, and uninterrupted kitchen operations. This submission will be a part of File 3.

3. Repair and Emergency Services

Bidders must describe in detail how they will meet the Department’s operational needs for as-needed (on-call) repair services for all covered kitchen equipment.

The proposal should include, but not necessarily be limited to:

a. Service Coverage and Scope A description of the types of repair services offered (e.g., diagnostic, corrective repairs, emergency call-outs) and any limitations or exclusions.

b. Response Times and Priority Levels The Bidder’s standard response times for routine repair requests and for emergency repair requests, including definitions of “routine” and “emergency” and any guaranteed response-time commitments. An emergency service call is defined as a service call requiring a repair technician to be on site to diagnose the issue within 24hours of the call being placed. Maine State Prison and Bolduc Correctional Facility require an emergency response time within 24 hours of a service call, 365 days a year. The facilities average one (1) to two (2) emergency calls a year.

c. Office / Service Locations The physical office(s) and/or service depot location(s) that will support Maine State Prison and Bolduc Correctional Facility, including an explanation of how these locations support timely response to service calls.

d. Hours of Operation and Availability The Bidder’s normal business hours during which repair services will be performed, as well as availability and conditions for after-hours, weekend, and holiday service. Note that the Maine State Prison and Bolduc Correctional Facility kitchens are generally only available during the hours of 7:30 am – 5:00 pm, except for emergency repairs requiring a response within 24 hours.

e. Service Request and Communication Procedures Procedures for initiating repair service requests (e.g., phone, email, online portal), including contact information, escalation paths, and how coordination with facility staff will be managed.

Bidders should ensure that their proposed approach to as-needed repair services supports reliable kitchen operations, minimizes equipment downtime, and is compatible with the Department’s security and operational requirements.

4. Implementation-Work Plan

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 may use their own scope of work proposal document form, as long as the document is clearly labeled and contains the RFP number. The Scope of Services proposal should include:

a. Annual Planned Preventative Maintenance Program proposal, including clarity of equipment coverage, proposed service types and frequencies, operating hours and response times, staffing/qualifications, and documentation and reporting practices.

b. Description of the Bidder’s approach to as-needed (on-call) repair services, including service coverage, proposed response times for routine and emergency calls, office/service locations, hours of availability, service request procedures, and any additional terms.

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.

3. Bidders must submit a cost proposal that includes the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

Each cost category will be rated as:

Preventative Maintenance Annual Cost: 15 points Technician Standard Hourly Rate: 15 points Replacement Part Markup: 5 points

Each category will be scored according to the following formula:

(Lowest submitted cost proposal for category / Cost of cost category being scored) x cost category points = pro-rated score for cost category

For example, if Vendor A submitted a Preventive Maintenance Annual Cost of $10,000, and Vendor B submitted a Preventive Maintenance Annual Cost of $12,000, the scores would be:

All category scores will be combined for the total cost proposal score. The Cost Proposal will constitute 35% of the total evaluation score.

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 35 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 35 = 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 Master Agreement with appropriate riders as determined by the issuing department.

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

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

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

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

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

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

B. Standard State Contract Provisions

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

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

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Proposed Services Form

Appendix F – Cost Proposal Form

Appendix G – Kitchen Equipment List

APPENDIX A

Department of Corrections

PROPOSAL COVER PAGE

RFP# 202512166

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

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

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

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

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

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

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

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Corrections

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202512166

Bidder Name:

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

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

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

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

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

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

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

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

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

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

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

Department of Corrections QUALIFICATIONS and EXPERIENCE FORM

RFP# 202512166

Bidder Name:

Present a brief statement of qualifications. Describe the history of the Bidder’s organization, especially regarding skills pertinent to the specific work required by the RFP and any special or unique characteristics of the organization which would make it especially qualified to perform the required work activities. The Bidder may expand this form and use additional pages to provide this information.

Provide a description of projects the Bidder performed which occurred within the past five (5) years and reflect experience and expertise needed in performing the functions described in PART II – Scope of Services to be Provided of the RFP. The Bidder may expand this form and use additional pages to provide this information.

If the Bidder has not provided similar services, note this, and describe experience with projects that highlight the Bidder’s general capabilities.

Project One

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Two

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Three

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

APPENDIX D

Department of Corrections

SUBCONTRACTORS FORM

RFP# 202512166

Bidder Name:

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

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

APPENDIX E

Department of Corrections

PROPOSED SERVICES FORM

RFP# 202512166

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 may use their own scope of work proposal document form, as long as the document is clearly labeled and contains the RFP number. The Scope of Services proposal should include:

1. Annual Planned Preventative Maintenance Program proposal, including clarity of equipment coverage, proposed service types and frequencies, operating hours and response times, staffing/qualifications, and documentation and reporting practices.

2. Description of the Bidder’s approach to as-needed (on-call) repair services, including service coverage, proposed response times for routine and emergency calls, office/service locations, hours of availability, service request procedures, and any additional terms.

APPENDIX F

Department of Corrections

COST PROPOSAL FORM

RFP# 202512166

Bidder Name:

Preventative Maintenance Costs

Repair Services- Labor Rates

Parts and Materials Pricing

Bidders must submit a cost proposal that includes the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

Each cost category will be rated as:

Preventative Maintenance Annual Cost: 15 points Technician Standard Hourly Rate: 15 points Replacement Part Markup: 5 points

Each category will be scored according to the following formula:

(Lowest submitted cost proposal for category / Cost of cost category being scored) x cost category points = pro-rated score for cost category

For example, if Vendor A submitted a Preventive Maintenance Annual Cost of $10,000, and Vendor B submitted a Preventive Maintenance Annual Cost of $12,000, the scores would be:

All category scores will be combined for the total cost proposal score. The Cost Proposal will constitute 35% of the total evaluation score.

APPENDIX G

Department of Corrections

KITCHEN EQUIPMENT LIST

RFP# 202512166

State of Maine RFP# 202512166 1 Rev. 11/10/2025 – DAFS/Office of State Procurement Services image1.jpeg image2.emf

MSP & BCF Equipment List.xlsx MSP Kitchen Equipment

Serial # Model # Manufacturer Item Description Repair Company

SS300-10934548 SS299 Nobles By Tennantco Floor Scrub Machine Speed Scrub - Auto Clean-O-Rama ???? (MA)

0073410606789 BR2000DC Nobles By Tennantco Floor Barnisher Clean-O-Rama ???? (MA)

90073310954845 FM20SS Nobles By Tennantco Floor Buffer Clean-O-Rama ???? (MA)

242027221 OV500E2 Baxter Manufacturing Baxter Man Roll-in Electric Oven Hobart

242027222 OV500E3 Baxter Manufacturing Baxter Man Roll-in Electric Oven Hobart

1605-4770905 JT3 Belleco Industrial Toaster Hobart

15771240 DL2WI Continental Stearn Continental Roll-in Warmer Hobart

15771241 DL2WI Continental Stearn Continental Roll-in Warmer Hobart

15771242 DL2WI Continental Stearn Continental Roll-in Warmer Hobart

15771243 DL2WI Continental Stearn Continental Roll-in Warmer Hobart

123589001 TS-1826-15 F.W.E Heated Tray Server ( Hot Box ) Staff Mess Hobart

538200 G12 Globe Food Equipment Globe Deli Slicer Hobart

311327526 HCM450 Hobart Hobart HCM450 Cutter Mixer ( Buffalo Chopper ) Hobart

781065 L-800 Hobart Hobart L-800 Mixer Hobart

85-1110942 CLPS86EN-BAS Hobart Hobart Dishwasher Conveyor Type Hobart

EX-0001-825 HMM20 Hobart Hobart HMM20 Mixer Hobart

31-1515 HS6N Hobart Hobart Meat Slicer Hobart

217162501 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

217162701 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

217162702 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

217162703 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

217162901 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

217162902 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

217162903 JZHH-120-RH Jones Zylon Heated Cart with removable Heater Hobart

4530147003L-09 CL52SERISE Robot Coup Robot Coup Food Processor Hobart

45302089030-11 CL52SERISE Robot Coup Robot Coup Food Processor Hobart

31315 S914 Salvajor Food Waste Scrap Collector Hobart

03161287 Bc18 Unvex Corp Buffalo Chop Cutter Hobart

G265-00888755-001 38710 VollRath Hotserv Buffet Hobart

650214980 HEG72E Vulcan Vulcan HEG72E Heavy Duty Griddle Hobart

650222309 HEG72E Vulcan Vulcan HEG72E Heavy Duty Griddle Hobart

12145 255C/30 Octapak Octapak 255C/30 Trash Compactor MSP Maintenance

7765 60HD Accurate Accurate 60 HD Baler MSP Maintenance

062316M7074-2179 FT-80L Market Forge Market Forge Tilt Kettle With Accessories MSP Maintenance

000002024 BMACP4-B-SB Advoncetabco Cold Serv Buffet Thayer

7526171421042720 178A49FHC Avantico Stand up Cooler ( Double Door ) Thayer

11212601 MMF27-1B Beverage Air corp Stand up Cooler Thayer

11308390 MMR27-1-B Beverage Air corp Stand up Cooler Thayer

17KL0041U C/U L/T R404A Copeland Copeland Freezer Compressor Thayer

MBF8505GRAUS1T0321-032300C4023 MBF8505GR Intertek Stand up Cooler Thayer

353210721002 69K-887HC Krateos Stand up Cooler Thayer

1101414851 RNS12AT-161 Manitowoc Water / Ice Maker Dispenser Thayer

8749838 STG1RRI-15 TRUE Stand up Cooler Thayer

F495-18020023 F49-S Stand up Freezer Thayer

3002227 MSZ_GS36NA2 Mitsubishi Electric Mitsubishi Heat Pump Traine

8HBW23-51987 8HBW23 Toyota Electric Electric Pallet Jack WD Matthews (MA)

BCF Kitchen Equipment

Equipment List

Manufacturer Type Model Number Serial Number

Hobart Mixer 1-800 11-417-613

Doyon Bread Slicer SM302B DYN18051

Geberal Mixer GEM110 1480104911

Doyon Bread Slicer SM382 DYnN1702063

Norlake Proofer HP6A-LX 88143-111018

Metro CS Proofer C519-CFC-L CSCME057165

Metro CS Proofer C539-CDC-U Can't read

Metro CS Proofer C539-HDS-U-BU CSHME057165

Blodgett Oven ZEP HAIRE-100G 062617C1026T

Blodgett Oven ZEP HAIRE-100G 062617C10275

Blodgett Oven ZEP HAIRE-200G 062916CN022T

Blodgett Oven ZEP HAIRE-200G 062916CN023B

Blodgett Oven Can't read

Blodgett Oven Can't read

Garland Stove No number

Hobart Grill 2085001 54-004544

Ryobi Power Washer 90079330 EU20152N060479

Ryobi Power Washer 9507949 LT222013N150295

Blackstone Grill 1554 201255461

Inverter Evap. Cooler MC61M M60007039

ATR Master Fan BTA48211 78016

Metro CS Food Warmer CSHME053790 CO5985

Metro CS Food Warmer Can't read

Vevor Ice-Cream Machine YKF-8228H SLO297

Belleco Toaster JT1 1704-5511002

Narvon Drink Machine JET-COF-360M 22021633

Advance Tabol Serving Line HF-SE-240 00WF2600

Jackson Dish Machine Tempstar 24D422717

Robot Coupe CLSOU Series E 45202378030-11

Cookrite Fryer ATFS-50 ATFS-50AUS200323060900C40034

Cookrite Fryer ATFS-50…