RFQ 01A 260609-309 - Snowmobile Trail Signs.pdf

State of Maine RFQ# 01A 260609-309 Rev. 3/30/2026

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 01A 260609-309

Snowmobile Trail Signs to Create a Master Agreement

Quotations/Responses Due: 07/16/2026 not later than 4:00 p.m. local time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS). Questions can be submitted up to 48 hours prior to closure date and time. Not all questions will be answered.

General Instructions on Bidder Questions

It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page in the CGI Vendor Self Service (VSS). Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Office of State Procurement Services (“OSPS”) is acting on behalf of the Department of Agriculture, Conservation and Forestry, Bureau of Parks and Lands, Off-road Recreational Vehicle Office, Snowmobile Program (“Requesting Department”). OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

RFQ REQUIREMENTS

Purpose

The purpose of this RFQ is to create a Master Agreement (MA) contract permitting the Department of Agriculture, Conservation and Forestry, Bureau of Parks and Lands, Off-road Recreational Vehicle Office, Snowmobile Program to purchase the snowmobile trail signs and related stickers described in Appendix B on an as-needed basis.

1. Essential Bid Documents

All bids should include the following documentation. The State reserves the right to request supplementary documentation to verify compliance with all bid specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

• RFQ 01A 260609-309 Bid Price Sheet. Bid price sheet must be submitted as an EXCEL document without links to other spreadsheets, bidder added formulas or other alterations.

• Manufacturer Literature: Bidders must attach manufacturer literature for the items being bid. Bidders can include product specifications in their quote to be used in conjunction with or in place of manufacture literature.

• Equivalency Documentation: An equivalency document must be attached for any specification identified as equivalent in bid documents. Equivalency will be determined by the requesting Department.

• Appendix A: Bid Cover Page and Responsible Bidder Form

• Appendix E: Master Agreement Vendor Contact and Contract Signor Information

2. Contract Term

In addition to any mutually agreed upon delivery dates for purchases of goods, the contract resulting from this RFQ will have a term, or “Period of Performance”, during which the contract is considered to be in effect. The anticipated contract term is defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFQ and the contracting process. The actual contract start and end dates will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, OSPS, at their discretion, may opt to renew the contract for four (4) extension periods as defined below.

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

Period Start Date End Date

Initial Period of Performance August 1, 2026 July 31, 2027 Optional Extension Period #1 August 1, 2027 July 31, 2028 Optional Extension Period #2 August 1, 2028 July 31, 2029 Optional Extension Period #3 August 1, 2029 July 31, 2030 Optional Extension Period #4 August 1, 2030 July 31, 2031

3. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern Standard Time (EST), on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link:

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this RFQ. Vendors are encouraged to submit supporting documentation that aid the requesting department in understanding how the bid conforms to the requirements. The VSS attachment file size limit is 15Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a Bidder’s response should include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

4. General Instructions

a. The Bidder must submit a cost quotation response that covers the goods and term of the contract, including any optional renewal.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of OSPS.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale. Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

5. Quotation Evaluation and Selection

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQs are evaluated on a Best Value basis. “Best Value” means that bids are assessed for compliance with all specifications, required purposes, delivery timelines, and the overall interests of the State. Once OSPS determines that a bid meets all specifications and requirements, the RFQ award will be made to the lowest-priced qualified Bidder.

b. By submitting a quote, bidders affirm compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

c. The State reserves the right to not make an award to the lowest price bidder when that bidder has had documented poor performance, and/or a contract terminated or not renewed within the last five years.

d. At the discretion of OSPS, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

e. In the event that no Bidder submission conforms to the specifications of this RFQ, then OSPS may choose not to make any award. Alternatively, OSPS may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then OSPS, at its discretion, may make a contract award to the Bidder meeting four requirements.

f. If the specifications provided with this RFQ are of a technical nature, then OSPS’s RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

6. Negotiations

a. No Best and Final Offers: The State of Maine will not seek 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 quotation.

b. OSPS reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. OSPS reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, OSPS may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized.

Alternatively, OSPS may cancel the RFQ, at its sole discretion.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Office of State Procurement Services (“OSPS”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government. For this competitive Request for Quotations (RFQ) process, OSPS is acting on behalf of the

Requesting Department listed on the cover page. OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s). Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

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

2. Issuance of the RFQ 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 RFQ. 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 RFQ and all written supplements and amendments (such as the Posted Questions and Answers in the Vendor Self Service), issued by the Department. Bidders must include the required documents with their bid submission to enable the Department to evaluate whether the bid conforms with all posted specifications in Appendix B.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFQ, 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 RFQ 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 RFQ will be public records pursuant to 5 MRSA §1825-B sub-§15, and 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.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F5%2Ftitle5sec1825-B.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C1390e78d4c524861dbbd08de8e59b141%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C639104713422342809%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=pUbJI%2FrYOR8S9cAFRcQ8jGG5CZuIo5wYmftv5KBsH8I%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F1%2Ftitle1sec401.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C1390e78d4c524861dbbd08de8e59b141%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C639104713422369389%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oPZ4VFQCfEyMMNCUeEAQdTU4KwQw2T00PBmqtXGmunk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F1%2Ftitle1sec401.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C1390e78d4c524861dbbd08de8e59b141%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C639104713422369389%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oPZ4VFQCfEyMMNCUeEAQdTU4KwQw2T00PBmqtXGmunk%3D&reserved=0

8. In the event that a Bidder believes any information that it submits in response to this RFQ 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 RFQ.

10. If awarded a contract resulting from this RFQ, 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

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms

For the purchase of goods, OSPS and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation.

Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here:

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: 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 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Buyer Purchase Order, Contract Agreement to Purchase Services or State of Maine Master Agreement.

The Terms and Conditions used with the aforementioned contract types may be found on the Office of State Procurement Services’ website at the following links:

BPO and MA Terms and Conditions Service Contract Terms and Conditions IT Service Contract Terms and Conditions

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider a Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120 https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120 https://www.maine.gov/dafs/bbm/procurementservices/forms https://www.maine.gov/dafs/bbm/procurementservices/forms

Other forms and contract documents commonly used by the State can be found on the Office of State Procurement Services’ website at the following link:

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, 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 this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-509 (1): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 01A 260609-309

Snowmobile Trail Signs to Create a Master Agreement

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: Cell: E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above) Lead Point of Contact for Bid - Name/Title:

Tel: Cell: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

• This bid is in compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid;

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

• That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

• That 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; and,

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

Name: Title:

Authorized Signature: Date:

Responsible Bidder Form

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;

iii. 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; and

iv. 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.

c. 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.

• Failure to provide this certification may result in the disqualification of the

Bidder’s proposal, at the discretion of the Department.

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: Title:

Authorized Signature: Date:

Appendix B

DETAILED SPECIFICATIONS

Equivalent Bid Items: Equivalent items may be bid; however, all equivalent item bids MUST include documentation to prove equivalency. Equivalent item bids must include a specification comparison showing how the item bid meets or exceeds the requested specifications. If required equivalency documentation is not included, the bid may be rejected. The final decision on equivalency will be made by the Requesting Department.

Samples: Samples may be requested during bid evaluation. If samples are requested, the Bidder must provide the samples at no cost to the State and samples may not be returned. Samples must be received within fourteen (14) calendar days of request, unless otherwise specified by OSPS or the Requesting Department.

Master Agreement: The results of this bid process will be the creation of a Master Agreement Contract (MA) that will allow the Department of Agriculture, Conservation and Forestry, Bureau of Parks and Lands, Off-road Recreational Vehicle Office, Snowmobile Program to purchase the listed items as needed. The State reserves the right to add other similar items or commodities to the MA if it’s in the State’s best interest but does not obligate the State to purchase similar noncontracted items or commodities from the selected bidder.

Prices: Bid Price must be with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

Price and Rate Guarantee Period: All quoted prices and rates must be guaranteed for and must remain firm for minimally one year of the initial contract period. Any approved price or rate adjustments must be held firm for minimally one year or the remainder of the contract period. Price adjustment requests must be made by the vendor at least sixty (60) days prior to the effective date. Requests for price adjustments must include sufficient documentation from the manufacture supporting the request.

The price adjustment will not go into effect until the contract amendment has been fully approved by the State of Maine.

Quantity / Estimated Usage:

The estimated quantities listed in the Excel Bid Price Sheet are provided for evaluation, planning, and initial order purposes only. Estimated quantities are not a guarantee of future purchase volume. The resulting Master Agreement will cover the actual quantities ordered by the Department during the contract term.

The Department anticipates placing at least one annual order each year, with additional orders issued on an as-needed basis. The purpose of the Master Agreement is to provide the Department with flexibility to order snowmobile trail signs and related stickers throughout the year, as needed, while maintaining adequate program inventory.

All line items listed in the Excel Bid Price Sheet are included for Master Agreement pricing and evaluation purposes. Bidders must provide unit pricing for all line items listed in the Excel Bid Price Sheet.

The estimated quantities listed in the Excel Bid Price Sheet will be used to calculate the Total Evaluated Bid Price. The Total Evaluated Bid Price is for evaluation purposes only and does not guarantee any specific purchase quantity.

Primary Delivery Location:

Maine Department of Agriculture, Conservation and Forestry Attn: Joe Higgins, Bolton Hill Facility 2870 Conservation Drive, Augusta, ME 04330

The exact delivery address and delivery instructions will be provided at the time of order. The State may designate another State of Maine delivery location when an order is placed.

Award:

The State anticipates making one award. The State reserves the right to make multiple or no award.

The award will be made to the bidder with the lowest total evaluated bid price entered in VSS which best meets the posted specifications.

For evaluation purposes, the VSS Unit Price shall be the official Total Evaluated Bid Price. Bidders must also complete and attach the Excel Bid Price Sheet to support the VSS Unit Price and provide itemized unit pricing. If the VSS Unit Price and Excel Bid Price Sheet total do not match, the VSS Unit Price will take precedence. The State may request clarification from the Bidder or may deem the bid non-responsive, at the State’s discretion.

Bidders must bid all line items listed in the Excel Bid Price Sheet. Partial line-item bids will not be accepted unless expressly approved by the State through written amendment prior to bid closing.

Delivery and Inspection: The requested items will be inspected after delivery. If shipment is deemed unacceptable the delivery will be refused and will be returned at the risk and expense of the selling vendor.

Required Delivery Date: The completed initial order must be delivered no later than October 1, 2026, unless otherwise approved in writing by the Department. If the bidder cannot meet this deadline, the earliest date the goods can be delivered must be indicated in the VSS and/or in a separate bid attachment. Delivery date After Receipt of Order (ARO) may be factored into the bid award decision.

Invoice Requirement: The Requesting Department requires one final invoice with the total amount for the annual delivered order unless otherwise approved in writing. The invoice must reference the applicable State of Maine Master Agreement or Delivery Order and must include sufficient line item detail to support the amount invoiced.

Snowmobile Trail Sign Order Sheet The Department may use a Snowmobile Trail Sign Order Sheet, or substantially similar form, for internal program ordering, distribution, and tracking purposes. The order sheet identifies common snowmobile trail sign types and allows the Department, clubs, or other authorized program users to indicate requested quantities and delivery method.

The Snowmobile Trail Sign Order Sheet is provided for reference only and does not replace the specifications in Appendix B or the pricing requirements in Appendix C and the Excel Bid Price Sheet.

In the event of any conflict, Appendix B Specifications and the awarded Excel Bid Price Sheet shall control.

Specifications

Excel Bid Price Sheet and Line-Item Specifications

• The Excel Bid Price Sheet is incorporated by reference for line-item descriptions, estimated quantities, units of measure, specifications, and bid pricing. Bidders must complete the Excel Bid Price Sheet in full and attach it to their VSS response.

• Bidders must provide unit pricing for all line items listed in the Excel Bid Price Sheet. Partial submissions, including submissions that do not include pricing for all required line items, may be deemed non-responsive.

• All line items listed in the Excel Bid Price Sheet are included for Master Agreement pricing and evaluation purposes. The estimated quantities listed in the Excel Bid Price Sheet will be used to calculate the Total Evaluated Bid Price.

• In the event of any inconsistency between the Snowmobile Trail Sign Order Sheet, any reference document, Appendix B, and the Excel Bid Price Sheet, Appendix B and the Excel Bid Price Sheet shall control for bid pricing, evaluation, award, and Master Agreement pricing purposes.

Materials and Workmanship

• All signs shall be manufactured in accordance with the specifications listed in Appendix B and the Excel Bid Price Sheet.

• All signs shall be a minimum of .024-gauge poly-flex plastic material, flexible and shatterproof to 50 degrees below Fahrenheit, also known as Polydura 19 or polyethylene.

• All Stickers shall be engineering grade as specified in the Excel Bid Price Sheet.

• Bidders must provide unit pricing for all line items listed in the Excel Bid Price Sheet.

Proofs

• The Department will provide copy and/or samples to the successful Bidder upon award as needed. Proofs are required upon request. The successful Bidder shall not proceed with full production of any proofed item until the Department has reviewed and approved the proof in writing.

Packaging and Labeling

• Signs shall be bundled in groups of twenty-five (25). Boxed weight shall not exceed fifty (50) pounds. Boxes must be clearly labeled to identify the sign or sticker type, line item, and quantity contained in each box.

Overruns / Underruns

• No underruns will be accepted unless approved in writing by the Department prior to shipment.

Overruns may not exceed three percent (3%) of the ordered quantity unless approved in writing by the Department prior to shipment.

Snowmobile Trail Sign Order Sheet

• The Department may use a Snowmobile Trail Sign Order Sheet, or substantially similar form, for internal program ordering, distribution, and tracking purposes. The order sheet identifies common snowmobile trail sign types and allows the Department, clubs, or other authorized program users to indicate requested quantities and delivery method.

• The Snowmobile Trail Sign Order Sheet is provided for reference only and does not replace

Appendix B, the Excel Bid Price Sheet, or the awarded Master Agreement pricing. In the event of any conflict, Appendix B Specifications and the awarded Excel Bid Price Sheet shall control.

10x10 Trail ID

12x12 Caution

10x10 No Motorized

Vehicles

12x12 Yield to

Groomer

10x10 Trail Information

12x12 Stop Ahead

10x10 No

Snowmobiling

12x12 Off Trail Riding

Prohibited By

BUREAU OF PARKS & LANDS

OFF-ROAD RECREATIONAL VEHICLE OFFICE

SNOWMOBILE PROGRAM

22 STATE HOUSE STATION

AUGUSTA, MAINE 04333-0022

PH 207-287-4957 FAX 207-287-8111

SNOWMOBILE TRAIL SIGN ORDER SHEET

Club Name:

Mail To: (*Signs are delivered by UPS – No PO Boxes)

Name: c/o

Address:

City/State, Zip:

Please indicate the NUMBER of EACH sign needed.

PLEASE CHECK A DELIVERY METHOD:

ORV office pickup Mail

MSA Show pickup: Friday Saturday Sunday

ITS & ITS TRAIL CONNECTOR SIGNS are available through MSA, Contact: Mike Grass Sr. cell# 207-745-2745 or e-mail grasslands252@gmail.com

Stickers are available for Caution Signs (please indicate quantity):

Bridge Fencing Gate Junction Logging Plowed Road X-ing

10 x 10 Respect

Landowners

10x10 Arrow

7x7 Object Marker

12x12 Stop

12x12 Services

10x10 Stay on Marked

Trail

12x12 Off Trail Riding Prohibited In This Area

*Off Trail

Riding signs are to be used in conjunction with law enforcement in problematic areas only* mailto:grasslands252@gmail.com

Appendix C

COST RESPONSE

All responses to this RFQ will require a cost quotation response, in a format selected by the State of Maine. That format is described below.

All bids must be entered in the Vendor Self Service (VSS).

Bidders must complete and attach the Excel Bid Price Sheet titled RFQ 01A 260609-309 Bid Price Sheet.xlsx with their VSS response. The Excel Bid Price Sheet is required to support the VSS Unit Price and provide itemized unit pricing.

Bidders must enter unit pricing for each line item listed in the Bid Price Sheet, including line items with an estimated quantity of zero. Line items with an estimated quantity of zero are included for Master Agreement/catalog pricing purposes and will not increase the total evaluated bid price.

For VSS entry purposes, Bidders shall enter the following:

Quantity: 1 Unit of Measure: LOT Unit Price: Total Evaluated Bid Price

The VSS Unit Price is the official bid price and will be used as the Total Evaluated Bid Price for evaluation purposes. The Excel Bid Price Sheet is required to support the VSS Unit Price and to provide itemized unit pricing. If the VSS Unit Price and Excel Bid Price Sheet total do not match, the VSS Unit Price will take precedence. The State may request clarification from the Bidder, may use the VSS Unit Price for evaluation, or may deem the bid non-responsive, at the

State’s discretion.

The Excel Bid Price Sheet total will be calculated by multiplying each line item’s estimated quantity by the Bidder’s unit price and summing all extended prices. Estimated quantities are for evaluation purposes only and do not guarantee future purchase volume.

Unit pricing must include all costs necessary to provide the signs and stickers in accordance with Appendix B Specifications, including manufacturing, materials, proofs if requested, packaging, bundling, boxing, and FOB Destination delivery.

All bids must have a bid price entered in VSS as the Unit Price. For this RFQ, the VSS Unit Price must equal the Total Evaluated Bid Price from the completed Excel Bid Price Sheet. The price must be filled in using numbers and a decimal point only.

Example: If the Total Evaluated Bid Price from the completed Excel Bid Price Sheet is $12,345.67, the Bidder must enter 12345.67 as the VSS Unit Price.

All bids must include estimated delivery days. Delivery days shall be entered as calendar days.

Only numbers may be entered.

Example: If delivery is expected within six weeks after receipt of order, enter: 42

If the Bidder has any details, exceptions, or clarifications regarding its bid, delivery timeline, product material, packaging, proofs, or specifications, the Bidder must include that information in the Comments section and/or as an attachment to the VSS response.

Appendix E

MASTER AGREEMENT VENDOR CONTACT and

CONTRACT SIGNOR INFORMATION

This bid process will result in the creation of a Master Agreement Contract (MA) which will permit users to order contracted items as needed.

Ordering Procedures: Delivery Orders (DO) will be created in AdvantageME for all orders over $5000.00. If a DO is used, the DO will be emailed to the email address referenced on the MA as a .pdf file. Orders less than $5000.00 can be placed using a State of Maine issued P-Card (credit card).

Please provide the following information for the primary person users can contact to place orders less than $5000.00, follow up on orders and invoices:

Contact Person Name: _________________________________________________

Telephone: ______________________________________________

Email Address: ___________________________________________

The MA Documents will be emailed via DocuSign to be reviewed and signed, please provide the following information for the person who will sign the MA contract documents:

Contract Signer Name: ___________________________________________________

Title: _____________________________________________________

Email Address: _____________________________________________