RFQ 03A 25121800000000000144 Sugar-Free and Low-Sugar Fortified Beverage Base.docx

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 03A 25121800000000000144

Sugar-Free/Low-Sugar Fortified Beverage Base

Quotations/Responses Due: 4/22/2026 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 Corrections (“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

1. Purpose

The purpose of this RFQ is to create a Master Agreement (MA) contract permitting State Agencies to purchase the goods or services described in Appendix B on an as needed basis.

2. 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.

· 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.

· Bid Specification Documentation: PDF literature from the manufacture, and/or other forms of documentation to verify the item(s) being bid meet or exceeds ALL posted specifications covered in Appendix B, pages 10 and 11.

· Manufacturer’s preparation instructions (water volume, mixing instructions, required utensils, and recommended hold times) shall be provided for both bulk and single-serve formats.

· For each proposed product and flavor, Bidder shall provide:

· A complete Nutrition Facts panel (per prepared serving);

· A full ingredient statement,

· Allergen information,

· Kosher or Halal designations (not required),

· Any required warning or advisory statements (e.g., for phenylalanine or caffeine, where applicable).

· Appendix A: Bid Cover Page and Responsible Bidder Form

· Appendix D: Municipality, Political Subdivision Participation Certification

· Appendix E: Master Agreement Vendor Contact and Signor Information

3. 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:

4. 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.

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.

5. 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.

6. 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. State of Maine RFQ documents are evaluated on a Best Value basis. The term “Best Value” may take into consideration the qualities of the goods or services to be supplied, their conformity with the specifications listed in the RFQ, the purposes for which they are required, the date of delivery, and the best interest of the State. Once the goods or services have been determined to conform to the specifications then OSPS will make its award decision based on the lowest price among the Bidders. Delivery days can be a factor in awarding.

d. 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.

e. 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.

f. 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.

g. 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.

7. 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

http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

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

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.

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: https://www.maine.gov/dafs/bbm/procurementservices/forms

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 # 03A 25121800000000000144

Sugar-Free/Low-Sugar Fortified Beverage Base

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

· This bid is 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:

State of Maine RFQ# 03A 25121800000000000144 Rev. 1/28/2025 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:

1. 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.

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

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

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

0. 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

0. 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.

1. 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

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

DETAILED SPECIFICATIONS

RFQ # 03A 25121800000000000144

Sugar-Free/Low-Sugar Fortified Beverage Base

Equivalent Bid Items: Equivalent items may be bid; however all equivalent item bids MUST include documentation to prove equivalency. The final decision on equivalency will be determined by the requesting Department.

Samples may be requested during bid evaluation for equivalent bid items. If samples are requested the bidder must provide the samples at no cost and they may not be returned. Samples must be received within ten (10) calendar days after receiving the request. If the samples are not received within that timeframe or the bidder is unwilling to send samples, that bid may be disqualified and the next low qualifying bid will be evaluated. A specification sheet comparing the items bid to the items requested for equivalent bid items MUST be attached to the submitted bid in the VSS, if the specification sheet is not included the bid will be rejected. The final decision of equivalency will be determined by the requesting Department.

Master Agreement: The results of this bid process will be the creation of a Master Agreement Contract (MA) that will allow all State of Maine Departments and Agencies 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. The State of Maine can request a price reduction at any time after the first twelve-month period of the contract period. Price adjustment requests must be made by the vendor(s) at least sixty (60) days prior to the effective date. Requests for price increases must include sufficient documentation from the manufacture documenting the request is based on the vendor’s actual cost increases. Any approved price or rate adjustments must be held firm for minimally one year or the remainder of the contract period if there is less than one year remaining. The price adjustment will not go into effect until the contract amendment has been fully approved by the State of Maine.

Quantity: The expected purchase quantity in the first year is 100 cases of each of the following products:

1. 5-gallon beverage base: 100 cases, with each case containing 72 pouches of 5 oz. drink mix (Cherry).

1. 5-gallon beverage base: 100 cases, with each case containing 72 pouches of 5 oz. drink mix (Grape).

1. 5-gallon beverage base: 100 cases, with each case containing 72 pouches of 5 oz. drink mix (Lemon).

1. 5-gallon beverage base: 100 cases, with each case containing 72 pouches of 5 oz. drink mix (Orange).

1. 5-gallon beverage base: 100 cases, with each case containing 72 pouches of 5 oz. drink mix (Tropical).

1. 5-gallon beverage base: 100 cases, with each case containing 72 pouches of 5 oz. drink mix (Tea).

1. Single serve: 100 cases, with each case containing 1,000 3-gram servings. Each packet shall yield approximately 12 fl. oz. of beverage (Cherry).

1. Single serve: 100 cases, with each case containing 1,000 3-gram servings. Each packet shall yield approximately 12 fl. oz. of beverage (Grape).

1. Single serve: 100 cases, with each case containing 1,000 3-gram servings. Each packet shall yield approximately 12 fl. oz. of beverage (Lemon).

1. Single serve: 100 cases, with each case containing 1,000 3-gram servings. Each packet shall yield approximately 12 fl. oz. of beverage (Orange).

1. Single serve: 100 cases, with each case containing 1,000 3-gram servings. Each packet shall yield approximately 12 fl. oz. of beverage (Tropical).

1. Single serve: 100 cases, with each case containing 1,000 3-gram servings. Each packet shall yield approximately 12 fl. oz. of beverage (Tea).

There is no guaranteed award associated with this bid opportunity. All purchases will depend on the bid results and departmental budget. The estimated annual usage will be used for evaluation purposes only to determine which bid is best value to the State of Maine. During the upcoming year, the actual number of delivery orders and usage may vary.

Delivery Locations: The selected vendor will be required to deliver to all statewide State of Maine facilities. The primary DOC locations are:

· Mountain View Correctional Facility, 1182 Dover Road, Charleston, Maine

· Maine State Prison, 807 Cushing Road, Warren, Maine

· Maine Correctional Center, 17 Mallison Falls Road, Windham, Maine

· Downeast Correctional Facility, 64 Base Road, Machiasport, Maine

· Long Creek Youth Development Center, 675 Westbrook Street, South Portland, Maine

Award: The State anticipates making one award as a result of this RFQ process. The State reserves the right not to make an award. The State will calculate the total dollar amount of lines items 1-12 (annual usage of 100 cases x bidder’s unit prices), then award one master agreement to one vendor based upon the lowest total dollar amount. Bidders must bid on all items to be considered.

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.

Delivery Date: OSPS is not requesting any specific delivery date. Delivery days After Receipt of Order (ARO) may be factored into the bid award decision.

Specifications

Fortified Drink Mix

Purpose Product Requirements – Fortified Drink Mixes

1.1 The Department is seeking powdered, flavored, fortified drink mixes suitable for use in correctional and institutional food service settings. Products shall be designed to be mixed with potable water to yield a ready-to-drink, low-calorie beverage.

1.2 Products shall dissolve quickly in water with minimal mixing and shall not leave visible sediment in the container or cup when prepared according to manufacturer instructions.

1.3 Products must be shelf-stable, non-refrigerated dry mixes.

2. Required Product Types Bidders must propose both of the following product types:

2.1 Bulk Drink Mix

· Powdered beverage base packaged so that each pouch yields five (5) gallons of prepared beverage when reconstituted according to the manufacturer’s instructions.

· Intended for preparation in bulk containers

2.2 Single-Serve Drink Mix

· Individually portioned packets or “stick packs” intended to be mixed with water by the end user.

· Each packet shall yield approximately 12 fl. oz. of prepared beverage when reconstituted according to the manufacturer’s instructions.

3. Flavors

3.1 Bidders shall provide both product types (bulk and single-serve) in a variety of flavors.

3.2 The Department’s preferred flavors are:

· Cherry

· Grape

· Lemon

· Orange

· Tropical (mixed fruit profile)

· Tea (sweetened iced tea–style flavor)

3.3 Bidders may offer additional or equivalent flavors (e.g., punch, berry, citrus blends) and should clearly identify all proposed flavors.

4. Nutritional Requirements (Per Prepared 12 fl. oz. Serving) Each prepared serving (12 fl. oz.) of any proposed fortified drink mix flavor shall meet all of the following nutritional criteria. If the product serving size is different than what is described here, the nutritional density must be equivalent. (e.g., 60mg Vitamin C in 12oz serving ≈ 60mg Vitamin C in 8oz serving). Due to the correctional security requirements, no or minimal sugars that can be used to make alcohol may be present in the drink mixes (sucrose, dextrose, glucose, etc.)

4.1 Vitamin Fortification – Minimum Levels (Per Prepared 12 fl. oz. Serving)

· Vitamin C: ≥ 60 mg

· Vitamin B12: ≥ 2 mcg

· Vitamin D: ≥ 3.5 mcg

· Calcium: 250 mg

4.2 Caloric Limit (Per Prepared 12 fl. oz. Serving)

· Total calories: ≤ 10 calories

4.3 Acceptable Range

· Nutrient levels may exceed the minimums listed above, provided the caloric limit is not exceeded. Bidders shall specify the actual nutrient profile for each product and flavor proposed.

4.4 Optional Additional Fortification

· Additional vitamins and minerals (e.g., calcium, other B-vitamins, electrolytes) are acceptable but not required. Any such fortification must be listed on the Nutrition Facts panel.

5. Formulation & Sweeteners

5.1 Products shall be low-calorie (≤ 10 calories per 12 fl. oz. serving) fortified drink mixes.

5.2 Bidders shall identify the sweetener system used (e.g., non-nutritive/high-intensity sweeteners, sugar alcohols, or other reduced-calorie systems).

5.3 Non-tea flavors shall be caffeine-free. Tea flavors may contain caffeine but must clearly indicate approximate caffeine content per 12 fl. oz. serving on the label or product specification sheet.

6. Preparation & Performance Requirements

6.1 Products must:

· Go into solution quickly in cold or room-temperature potable water with minimal mixing;

· Produce a clear or uniformly opaque beverage with no clumping or visible undissolved solids when prepared as directed;

· Maintain flavor and color stability over typical holding times in institutional beverage dispensers (up to 8 hours) when kept chilled or at recommended serving temperature.

6.2 Manufacturer’s preparation instructions (water volume, mixing instructions, required utensils, and recommended hold times) shall be provided for both bulk and single-serve formats.

7. Packaging Requirements

7.1 Bulk Drink Mix Packaging

· Packaged in moisture-resistant, food-grade pouches or equivalent containers designed to protect product from humidity and contamination during normal storage and handling.

· Each pouch shall be clearly labeled with: product name, flavor, net weight, and preparation instructions.

7.2 Single-Serve Packaging

· Individual packets must be sealed, tamper-evident, and suitable for direct distribution to incarcerated residents or staff.

· Each packet or outer carton shall be labeled with product name, flavor, net weight per packet, and clear preparation directions.

7.3 Case/Outer Packaging

· Corrugated or equivalent shipping cartons suitable for institutional storage and shipping.

· Case labels must include: product name, flavor, product type (bulk or single-serve), number of inner units, total net weight, and expiration/best by date.

8. Labeling & Documentation

8.1 All products shall comply with current FDA Nutrition Facts labeling requirements.

8.2 For each proposed product and flavor, Bidder shall provide:

· A complete Nutrition Facts panel (per prepared serving);

· A full ingredient statement,

· Allergen information,

· Kosher or Halal designations (not required),

· Any required warning or advisory statements (e.g., for phenylalanine or caffeine, where applicable).

9. Shelf Life & Storage

9.1 At time of delivery, products shall have a minimum remaining shelf life of twelve (12) months when stored under recommended conditions.

9.2 Bidders shall specify recommended storage conditions (e.g., “store in a cool, dry place”) and any special handling requirements.

10. Delivery Requirements The Bidder must be able to deliver products to the following facilities:

· Mountain View Correctional Facility, 1182 Dover Road, Charleston, Maine

· Maine State Prison, 807 Cushing Road, Warren, Maine

· Maine Correctional Center, 17 Mallison Falls Road, Windham, Maine

· Downeast Correctional Facility, 64 Base Road, Machiasport, Maine

· Long Creek Youth Development Center, 675 Westbrook Street, South Portland, Maine

Appendix C

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

COST RESPONSE

RFQ # 03A 25121800000000000144

Sugar-Free/Low-Sugar Fortified Beverage Base

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).

All bids must have a bid price (Unit Price). This is the quoted price that will be used for evaluation purposes. The price must be filled in using numbers and a decimal point only.

Example: If your bid is for one dollar you would enter 1.00

All bid must have the estimated days from award of contract to receipt of unit (Delivery Days). This will be entered as CALENDAR DAYS. Only numbers can be entered.

Example: If you expect to be able to deliver the unit in two weeks you would enter 14

If you have any details you want us to know about your bid or the item you are bidding write them in the Comments section.

Appendix D

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

MUNICIPALITY POLITICAL SUBDIVISION and SCHOOL DISTRICT PARTICIPATION CERTIFICATION

RFQ # 03A 25121800000000000144

Sugar-Free/Low-Sugar Fortified Beverage Base

The Office of State Procurement Services is committed to providing purchasing opportunities for municipalities, political subdivisions and school districts in Maine by allowing them access, through our vendors, to our contract pricing. A bidder's willingness to extend contract pricing to these entities will be taken into consideration in making awards.

Orders from Municipality, Political Subdivisions and School Districts (Appendix D): If the bidder elects to permit Municipality, Political Subdivisions and School Districts to utilize the resulting Master Agreement Contract, The State of Maine will not be responsible for any order placed by these groups. All orders will originate from these groups and they will be liable for all payments.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

_____ Yes

_____ Yes, with conditions as follows:

______ No

Name of Company: __________________________________________________________

Address: ___________________________________________________________________

Signature: __________________________________________________________________

Printed Name: ______________________________________________________________

Date: ___________________________

Appendix E

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

MASTER AGREEMENT CONTRACT DOCUMENT VENDOR CONTACT INFORMATION

and MASTER AGREEMENT CONTACT DOCUMENT VENDOR SIGNER INFORMATION

RFQ # 03A 25121800000000000144

Sugar-Free/Low-Sugar Fortified Beverage Base

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: _________________________________________________

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: ___________________________________________________

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