RFQ 03A 260209-0178.pdf

State of Maine RFQ# 03A 260209-178 Rev. 8/20/2025

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 03A 260209-178

Uniforms - Select 5.11 and Elbeco

Quotations/Responses Due: Monday, February 23, 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.

• RFQ 03A 260209-178 Bid Price Sheet. Bid price sheet must be submitted as an EXCEL document without links to other spreadsheets, bidder added formulas or other alterations.

• Manufacture Literature: If bidders are not bidding the exact items requested, they must attach manufacture literature for the items being bid.

• Equivalency Documentation: A specification sheet comparing the items bid to the items requested MUST be attached to the submitted bid in the VSS. The final decision of equivalency will be determined by the requesting Department.

• Warranty Information

• Appendix A: Bid Cover Page and Responsible Bidder Form

• Appendix D: Municipality, Political Subdivision Participation Certification

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

• Appendix F: Code of Conduct for each item bid

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:

Period Start Date End Date

Initial Period of Performance March 16, 2026 March 31, 2027

Optional Extension Period #1 April 1, 2027 March 31, 2028

Optional Extension Period #2 April 1, 2028 March 31, 2029

Optional Extension Period #3 April 1, 2029 March 31, 2030

Optional Extension Period #4 April 1, 2030 March 31, 2031

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.

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

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. 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.

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

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, 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 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 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%7C667ee6f851c64355797808ddde8f4d20%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C638911429303325650%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=534d%2Bo%2BubICrkxaVhd4elUP9EkNKkv2npnVhlrAbLwk%3D&reserved=0

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:

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

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

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 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. 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 within fourteen (14) calendar days and they may not be returned. 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. 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. Prices can be renegotiated if an extension is requested. Any approved price adjustments must be held firm for minimally one year. Price adjustments must be equivalent to vendor manufacture cost increases and 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: The estimated usage in the first year is included in attachment RFQ 03A 260209-

178 Bid Price Sheet. All purchases will depend on the bid results and departmental budget.

Delivery Locations: The vendor must deliver to any State of Maine facility. The exact addresses will be provided to the selected vendor when an order is placed.

Award: The State prefers to make a single award to the lowest bidder for ALL items. The State reserves the right not to make an award or to make multiple awards.

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: These clothing items are needed immediately, delivery date After Receipt of

Order (ARO) may be factored into the bid award decision.

Purpose: The Maine Department of Corrections (MDOC) is soliciting quotes from qualified vendors to supply correctional officer uniforms for security staff. Items include long-sleeve shirts, short-sleeve shirts, trousers (4-pocket and cargo-style), polo shirts, ballcaps, all for men and women. All items must comply with MDOC Dress & Grooming Policy 3.28 (Appendix G), and with the product specification sheets listed below.

Code of Conduct Affidavit: A notarized Code of Conduct Affidavit (Appendix F) must be attached to the bid for all clothing items. Bids received without the notarized required Code of Conduct Affidavits for all items will not be evaluated.

If articles of clothing are manufactured in multiple facilities a separate COC must be filled out for each manufacturing facility location.

NOTE: The complete physical location, address of plant(s) where clothing/textile is assembled is required. Code of Conduct Affidavits containing other information will be considered nonconforming and will be rejected.

Code of Conduct Anti-Sweatshop Fee: Within 30 days from the end of March, June, September and December, the vendor is required to pay a fee in the amount of 1% of the total dollar value of goods purchased through this contract during that quarter. The payment must be accompanied by a report showing the dollar value of goods purchased, broken down by Department, the total dollar value of purchases byall Departments, and the calculation of

1% of the total dollar value as the fee for the quarter. Checks must be made payable to the

Treasurer, State of Maine and must be delivered, along with the quarterly report, to:

State of Maine, Office of State Procurement Services

Attn: Vendor COC Fee

111 Sewal Str. 4th Floor Burton Cross Office Building, SHS# 9

Augusta, ME 04333-0009

Failure to pay the 1% fee may result in: (1) Loss of future contracts or purchase orders with the State of Maine and/or (2) Termination of the existing contract(s), within 30 days of written notification.

Specifications

Uniform Shirt General Specifications

Fabric & Material

• Constructed from a ripstop or equivalent weave to resist tearing and promote durability under duty use.

• Target fabric weight in the range of 4 to 5 oz/yd² (or equivalent metric)

• Blend of polyester/cotton or nylon/polyester (or similar)

• Moisture-wicking finish or performance treatment (e.g. DWR, stain repellent)

• Colorfast and fade-resistant to repeated laundering and exposure to sunlight.

Cut, Fit, and Construction

• Tailored, professional cut suitable for both men’s and women’s body shapes, with provision for sizes from S through 4XL, and tall sizes.

• Bi-swing shoulder or gusseted back panel to enhance mobility of the upper arms and shoulders during movement (lifting, reaching, restraint maneuvers).

• Proper length (tucked style) or “fishtail hem” design to ensure the shirt remains tucked even with movement.

• Reinforced stress points at pocket corners, collar points, sleeve plackets, and shoulder seams.

• All stitching threads should be strong, color-locked, and resistant to abrasion and laundering.

Sleeve Variations

Short-Sleeve Version

• Sleeve Length: Ends approximately mid-bicep or slightly above the elbow.

• Cuff Finish: Hemmed edge or narrow banded cuff with reinforced stitching.

• Ventilation: Optional mesh underarm or side vent panels for improved airflow.

• Intended Use: Designed for daily operational or warm-weather wear while maintaining a uniform professional look.

Long-Sleeve Version

• Sleeve Length: Full length to wrist, accommodating buttoned or adjustable cuffs.

• Cuff Design: One or two-button adjustable cuff closures; optional sleeve placket for rolling or adjustment.

• Reinforcement: Elbow areas reinforced or double-stitched for durability.

• Intended Use: Designed for year-round or formal duty wear, compatible with ties and undershirts when required.

Buttons, Fasteners & Placket

• Buttons or fasteners constructed of durable, non-melting, high-strength material

• Secure front placket that lies flat, with internal reinforcement to maintain appearance.

• Button-down epaulette/shoulder strap provisions on both shoulders.

• Badge tab (on shirt front) integrated or provided with a secure mounting option.

• Sleeve cuff plackets with appropriate button closure or tab closure for long-sleeve variants.

Pockets & Utility Features

• At least two chest pockets with secure closure (flap with button or hook-and-loop) and provision for a pen slot or instrument retention.

• Internal mic-cord pass-through (or “crossover”) behind the placket or through pocket flaps, to facilitate radio wiring.

• Sleeves designed to accommodate sewn-on insignia, patches, name tags, or rank devices without undue stress to seams.

Appearance & Maintenance

• Permanent creases (e.g. on chest or front panel) or press creases

• Compatibility with machine washing, institutional laundry processes, and standard detergents without excessive shrinkage or distortion.

Velcro Mounting / Patch Compatibility

• Internal or external Velcro-style panels (hook-and-loop) or attachment zones for name patches, rank insignia, unit patches, and flags on chest pockets and sleeves

• Reinforcement behind those Velcro zones to prevent fabric wear or tearing from repeated patch removal/attachment.

Color Availability

• Color preferences: Midnight Navy, Black, Silver Tan

Other Considerations

• Coordination with the rest of the uniform (pants, belts, badges) so that the overall uniform presentation is cohesive.

4-Pocket Uniform Trousers General Specifications

1. Durable Technical Fabric o Use a rugged blend such as nylon/polyester, poly/cotton ripstop, or equivalent high-performance fabric with tear-resistance and durability in duty environments.

o Ripstop weave (or equivalent) to inhibit tearing and maintain structural integrity under stress.

o Fabric weight appropriate for daily use (heavy enough for durability, but breathable and comfortable).

o Colorfast and fade-resistant through repeated laundering and exposure to sunlight or institutional laundry chemicals.

2. Reinforcements o Reinforcement patches or double-layer panels at high-wear zones: seat, knees, inner thighs, front pocket edges.

o Taped seams or reinforced seam construction in critical stress areas.

Cut, Fit & Construction

3. Design & Fit o Men’s and women’s cuts, across full size ranges (S to 4XL or equivalent) o Straight-leg or slightly tapered cut to maintain a professional appearance while allowing mobility o Gusseted crotch or articulated pattern to permit movement (e.g. squatting, bending) without pulling seams o Proper rise and inseam options; optionally hem-adjustable or provided in multiple inseam lengths

4. Belt Attachment System o Loops should be robust and securely attached

5. Seam & Stitching Quality o Double- or triple-stitching on major seams (inside leg, outseam, seat, inseams) o Bar-tacks or bartack reinforcements at pocket corners, belt loops, and seam terminations o Use strong, abrasion-resistant thread that tolerates laundering, stretching, and wear

6. Fly & Closure o Strong, durable closure system (e.g. heavy-duty zipper, self-locking brass or equivalent, or reinforced button fly) o Secure fastening at the waistband (e.g. button, snap, or hook-and-bar) with reinforcement to prevent stress deformation

Pockets & Utility Features

7. Pocket Configuration (4-Pocket Style) o Two front slash or angled pockets, reinforced at openings o Two rear pockets (flap or plain) with secure closure (button, hook-and-loop, or other durable fastener) o Pocket openings reinforced (e.g. via bartacks or bound edges) o Internal pocket bagging or lining fabric that is durable but light

Appearance & Uniformity

9. Consistency & Professional Look o Preferred colors are Dark Navy, Black, and Green o Uniform color shade consistency across all trousers of a given class o Smooth, flat seams; no puckering, distortion, or irregular stitching o Hem finish should be clean and durable — permitting modest alteration if needed

10. Compatibility with Uniform Components o Trousers should present properly when worn with duty belts, boots, and shirts

(i.e. not excessively loose at waist or legs) o Design must not interfere with movement or appearance of shirts tucked in

Durability & Maintenance

11. Laundry & Wear Tolerance o Trousers must withstand institutional laundry (wash, dry, pressing) without excessive shrinkage (target < 3%) or distortion o Hardware (buttons, zippers) must survive repeated laundering and handling o Reinforcements must resist abrasion, tearing, or separation over expected service life

12. Resilience to Operational Use o Seams should hold under repeated bending, kneeling, crawling, or other movements o Fabric and construction must resist snagging or damage from typical duty environments

Labeling, Markings & Sizing

13. Labels & Care Instructions o Interior label indicating fabric composition, care instructions, size o Label placement should avoid interference with comfort or appearance

14. Sizing & Fit Guidelines o Vendor must provide a sizing chart / measurement template to guide correct ordering o Sizes must scale proportionally (waist, rise, leg length, knee position) across the size range

Color Availability

• Color preferences: Midnight Navy, Black, Green

Cargo-Style Uniform Pants General Specifications

• Use a durable, ripstop or reinforced weave fabric (e.g. nylon/polyester, poly/cotton ripstop, or blended technical fabrics) that resists tearing and abrasion.

• Fabric weight should balance toughness and comfort—heavy enough to endure duty use, yet breathable for extended wear.

• Colorfastness is essential — the fabric must resist fading or bleeding after repeated laundering, exposure to sunlight, or institutional wash conditions.

• Reinforced panels in high-wear zones (seat, knees, inner thighs) may be required

(double layers or guard cloth).

Cut, Fit & Construction

• Available in both men’s and women’s cuts, across a full size range (e.g. Small through

4XL or equivalent).

• A tactical or straight-leg silhouette that retains a professional appearance while allowing mobility for movement (walking, kneeling, bending).

• Use of a gusseted crotch or articulated patterning to reduce seam stress during movement.

• Strong seam construction: double- or triple-stitched seams on main joins (inseam, outseam, side seam), with bartacks at high-stress points (pocket corners, belt loops, seam terminations).

• Secure fly and waistband closure (zipper or button) using durable hardware; waistband reinforcement to prevent deformation under load.

Cargo & Utility Pockets

• Two standard front slash or angled pockets, reinforced openings.

• Two rear pockets with flap closures (button, hook-and-loop, or equivalent) and reinforcement at stress points.

• Cargo pockets on outer thighs (one per side or as specified), with secure closures (flap

+ button or hook-and-loop) and sufficient capacity for duty gear, but not overly bulky.

• Pocket designs should ensure low profile when empty and not interfere with movement or duty belts.

• Reinforced pocket edges, corners, and openings (e.g. bartacks or binding).

• Inside pocket bags made of durable lining fabric that resists tearing.

• Provision for tool/pen sleeves inside one or more pockets (optional).

• Channels or pass-throughs for radio/mic wiring may be required (e.g. discreet internal routing behind plackets).

Reinforcement & Wear Resistance

• Reinforce knees (internal or external overlays) to reduce wear when kneeling or crawling.

• Seat and inner-thigh reinforcement zones to reduce friction wear.

• Reinforcements should be made of matching or compatible fabric to maintain a uniform appearance.

• All reinforcements and overlays should be securely stitched and integrated so as not to catch or snag.

Appearance & Uniformity

• Preferred colors are Dark Navy, Black, Green

• All pants of a given class must be consistent in color, shade, and finish (no visible variation).

• Clean seam lines, aligned stitching, and minimal puckering or distortion.

• Hem finishes must allow for modest adjustment and must resist fraying or unraveling.

• When worn with a duty belt, shirt tucked in, and standard footwear, the pants must present a professional, uniform look (not baggy or loose).

Durability & Maintenance

• The pants must withstand repeated institutional laundering (wash, dry, pressing) without excessive shrinkage (target < 3%), distortion, or seam separation.

• Hardware (buttons, snaps, zippers) and closures must remain functional and secure through many laundering cycles and wear.

• Stitching, seams, reinforcements, and pocket constructions must resist fraying, tearing, or unraveling over the life of the garment.

• Fabric should resist snagging, abrasion, and general wear in operational environments.

Labeling & Markings

• Interior label(s) to include size, fabric composition, care instructions, manufacturer/trade identification, sewn in a non-irritating location (e.g. inside waistband or pocket).

• Discreet internal marking (e.g. inseam length code, waist code) if multiple inseam or fit options are provided.

Sizing & Fit Guidance

• Vendor must provide a detailed sizing chart / measurement template (waist, rise, inseam, thigh, knee, leg opening) to guide ordering.

• Cuts and proportions should scale appropriately across the size range to maintain consistent fit and appearance.

• Options for varying inseam lengths may be offered or pants may be hem-ready for local alteration.

Polo Shirt General Specifications

• Made of a performance knit fabric (e.g. moisture-wicking polyester, polyester/nylon blend, or polyester/spandex) that offers durability, stretch, breathability, and rapid drying.

• Target fabric weight/knit gauge sufficient to balance rugged use and professional appearance (not too light to appear transparent, not too heavy to restrict movement).

• Fabric should include moisture management properties (wicking, quick-dry) and optional antimicrobial or odor-control treatment to maintain freshness during extended wear.

• Colorfast and fade-resistant across repeated laundering and exposure to sunlight.

Cut, Fit & Construction

• Tailored or athletic cut appropriate for both men’s and women’s builds, in size ranges from Small to 4XL (or equivalent), including tall sizes

• Slight stretch or mechanical flexibility in the fabric to allow movement (e.g., bending, reaching, twisting) without pulling or binding.

• Reinforcement in stress zones, such as side seams, shoulder seams, and collar seam, using double or triple stitching as appropriate.

• Collar and placket construction that retains shape (e.g. collar stays or interfacings) and presents a crisp, professional appearance.

• Hem length designed to remain tucked (if required) under regular movement, with side venting (split hem) or slight tail design for ease of movement.

Collar, Placket & Fasteners

• Collar should maintain shape under wear (with interlining or supportive structure) and not curl or fold inappropriately.

• Placket with 2–3 buttons (or equivalent fasteners) using durable, non-melting materials

(e.g. melamine, reinforced polymer, or metal).

• Concealed or flat seam placket construction to avoid snagging or catching on duty gear.

• Buttons should be securely attached (reinforced stitching or bar tack).

• Internal or hidden strip behind the placket (placket stay) for structure, as needed.

Pockets & Utility Features

• Pen or tool retention loops or holders built into the pocket area.

• Design must accommodate embroidered or appliqué patches (department seal, rank badge, nameplate) in the chest area without distorting the fabric.

• Additionally, internal or external access ports for radio wires or mic cords (crossover or vertical pass-through) behind the placket or pocket area.

Patch Attachment / Identify Panels

• Include hook-and-loop (Velcro-style) panels or zones on chest or sleeve areas for removable name patches, rank insignia, or patches, per the uniform class.

• Behind Velcro zones, fabric backing must be reinforced (e.g. via interface or backing panel) to resist tearing or fabric stress from repeated patch removal/attachment.

Appearance & Uniformity

• Preferred colors are Navy, Royal Blue, Light Blue, White, Tan, Black, Olive Drab Green, and Spruce Green

• Uniform polo pieces must match in color, stitching, and shade across all orders for a class.

• Clean, flat seams and edge finishes.

• Hem and sleeve edges should lie flat and resist distortion or curling.

Durability & Maintenance

• Shirts must withstand frequent institutional laundry or commercial wash/dry cycles without excessive shrinkage, distortion, or color loss.

• All stitching, seams, fasteners, and internal supports must survive repeated wear and laundering.

• Fabric should be resistant to abrasion, snagging, snags from Velcro, and general duty usage.

Labeling & Markings

• Interior label or tag (size, fabric content, care instructions) sewn in non-irritating location

(e.g. inside side seam or lower placket) so it doesn’t interfere with comfort or patches.

• Color and size coding may be discreetly included as needed, but should not degrade the professional appearance.

Sizing & Gender Variants

• Available in both men’s and women’s cuts, across the full required size range (S to

4XL).

• Cut proportions (shoulder width, chest, waist, sleeve length) should scale appropriately across size ranges to maintain consistency in appearance.

• Vendor must supply a sizing chart or measurement guidelines to assist MDOC in ordering correct fits.

Ballcap General Specifications

• Constructed of a high-performance, lightweight, and breathable fabric such as polyester or polyester/spandex blend.

• Fabric shall have moisture-wicking and quick-dry properties to improve comfort during extended wear.

• Material must be colorfast, fade-resistant, and resistant to sweat staining and environmental exposure (sunlight, humidity, cleaning).

• Fabric should provide 4-way mechanical stretch or equivalent flexibility for fit retention.

• Interior sweatband to be moisture-absorbing and antimicrobial, made from soft, durable knit or wicking fabric.

Crown, Fit & Construction

• Structured, mid-profile or high-profile crown with six-panel design and reinforced front panels for a crisp, professional appearance.

• Panels joined with flat or taped interior seams; top eyelets or perforations to provide ventilation.

• Crown shape must retain its structure after repeated wear and laundering.

• Fit options shall include adjustable sizing via rear closure (snap-back, hook-and-loop, or strap with buckle) to accommodate a wide range of head sizes.

• All stitching must use high-tensile, color-matched thread and be even, secure, and resistant to fraying.

• Panel perforation or venting patterns, if used, must be uniform and consistent in appearance across all hats.

Visor/Brim

• Pre-curved or semi-curved brim designed to retain its shape and provide sun protection without obstructing vision.

• Brim core constructed from durable, heat-stable material (e.g., reinforced poly or equivalent) that resists bending, cracking, or warping under heat and moisture.

• Topstitching on the brim must be even and uniform.

Adjustment System

• Adjustable back closure shall be low-profile and durable (e.g., reinforced snap-back, hook-and-loop strap, or elasticized band) allowing secure fit without slippage.

• Closure system components must be compatible with repeated adjustments without failure.

Emblems & Identification

• Front center of the crown to include embroidered or heat-applied State of Maine seal or facility-specific emblem (silver for sergeants and below; gold for lieutenants and above) per MDOC policy.

• Embroidery shall be high-density, thread-matched, and precise, without loose threads, puckering, or distortion.

• Stitching density and backing must prevent the emblem from sagging or losing alignment.

• All embroidery threads must be colorfast and resistant to fading, perspiration, and cleaning.

Appearance & Uniformity

• Preferred colors are Navy and Black

• Color must match official uniform class designation (e.g., black, navy, or other approved color).

• All ballcaps within the same class must match in color, shade, trim, emblem placement, and stitch pattern.

• No visible manufacturer logos or branding shall appear anywhere on the hat except as required for compliance labeling inside.

• Hat must present a clean, professional, uniform appearance consistent with MDOC security staff standards.

Durability & Maintenance

• Must maintain form, color, and emblem integrity after repeated institutional laundering or surface cleaning.

• Material and embroidery must resist fraying, tearing, and pilling.

• Brim, stitching, and closure components must withstand daily outdoor exposure and extended use.

Duty Jacket General Specifications

• Shell Fabric: Use a durable, weather-resistant outer shell material, such as nylon polyester blend, soft-shell, or similar technical fabric with wind- and water-repellent properties (e.g. DWR coating) to offer light protection in inclement weather.

• Lining & Insulation:

o A lightweight, breathable interior lining (e.g. mesh or knit) to promote comfort and airflow.

o Thin removable or integrated insulation (e.g. quilted, fleece-backed, synthetic fill) for moderate cold-weather wear.

• Reinforcement Zones:

o Additional reinforcement or overlay in high-wear areas (shoulders, elbows, cuffs).

o Underarm or side-panel stretch or articulated fabric for mobility.

Cut, Fit & Construction

• Tailored Design: Modern, professional cut that allows wear over uniform shirts without bulk; moderately slim but with ease in shoulders and chest.

• Range of Motion Features: Articulated elbows or gusseted back/sleeve seams, underarm gussets, or soft-shell stretch zones.

• Seams & Stitching:

o Use double- or reinforced stitching in load-bearing seams (shoulders, arms, side seams).

o Bar-tacks or reinforcement at pocket openings, zippers, and stress points.

o Seam tape or sealed seams optional in critical water ingress zones.

• Collar & Hood o Stand-up collar design or extended collar to block wind.

o Optional detachable or stowable hood (if required), with adjustability (cords, snaps, or toggles).

• Cuffs, Hem & Adjustability:

o Adjustable cuffs (hook-and-loop, snap, or elastic) to allow snug fit over gloves or expand over uniform sleeves.

o Drawcord or elastic hem adjuster to reduce draft and tailor fit at waist.

o Front hem drop (slight tail) to protect lower back when seated or bending.

Closures & Zippers

• Main Closure: Heavy-duty front…