RFQ 09A 26061-310 - Boat Stickers.pdf

State of Maine RFQ# 09A 26061-310 Rev. 3/30/2026

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 09A 26061-310

2027 Boat Stickers Master Agreement

Quotations/Responses Due: 07/30/2026 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 Inland Fisheries and Wildlife (“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 Inland Fisheries and Wildlife to purchase the custom boat sticker products 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.

• 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 Signer 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 July 1, 2026 June 30, 2027 Optional Extension Period #1 July 1, 2027 June 30, 2028 Optional Extension Period #2 July 1, 2028 June 30, 2029 Optional Extension Period #3 July 1, 2029 June 30, 2030 Optional Extension Period #4 July 1, 2030 June 30, 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.

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.

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

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.

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

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.

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 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 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 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. The final decision on equivalency will be determined by the requesting Department. 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.

Samples: Samples may be requested during bid evaluation. If samples are requested, the Bidder must provide samples at no cost and the samples may not be returned. Samples must be received within fourteen (14) calendar days of request unless the State provides a different written deadline.

Master Agreement: The results of this bid process will be the creation of a Master Agreement Contract (MA) that will allow the Department of Inland Fisheries and Wildlife to purchase the custom boat sticker products described in this RFQ on an as-needed basis. Similar or related items may only be added to the MA through a properly approved amendment and in accordance with applicable procurement requirements.

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

Estimated Quantity:

Line Description Estimated Quantity UOM Bid Unit Price Basis

1 2027 Boat Permanent Registration Sticker Sets

144,000 SET Price per sticker set

2 2027 Lake and River Protection Sticker Sets

18,000 SET Price per sticker set

3 2027 Boat Excise Tax Sticker Sets

6,000 SET Price per sticker set

Estimated quantities are provided for evaluation purposes and anticipated ordering needs. The State does not guarantee any minimum purchase quantity under the resulting Master Agreement. Orders will be issued as needed and subject to available funding.

Delivery Location and Delivery Requirements

• Initial delivery location:

Inland Fisheries and Wildlife, 353 Water Street, Augusta, ME 04333

• Inside delivery required.

• No loading dock is available. Liftgate service is required so that product can be lowered to the ground from the truck.

• Vendor must make a delivery appointment at least twenty-four (24) hours prior to delivery. Deliveries made without a scheduled appointment may be refused. Agency point of contact information will be provided upon issuance of the Master Agreement.

• No deliveries on Fridays. No deliveries after 4:00 p.m.

• Future orders under the MA may identify a different State delivery location. The delivery address and delivery contact will be provided at the time the order is placed.

Delivery Date and Late Delivery

Delivery Date: For the initial 2027 order, the requested goods must be delivered no later than November 1, 2026, unless a different written delivery date is included in the fully approved Delivery Order. For future orders, the required delivery date will be stated in the Delivery Order or agreed to in writing by the State before the order is issued.

Delivery Days entered in VSS must be entered as calendar days from receipt of written approval of the final proof to completed delivery. Delivery days will be reviewed to determine whether the Bidder can meet the required delivery date. If the Bidder cannot meet the required delivery date, the earliest date the goods can be delivered must be indicated in VSS and/or in a separate bid attachment. A bid that cannot meet the required delivery date may be rejected.

Late Delivery: The State may deduct $1,000 per week, or $200 per working day for partial weeks, from the agreed price for each week or working day after the delivery date stated in the fully approved Delivery Order that conforming stickers are not delivered in Augusta, Maine or to the delivery location stated on the applicable order. The Delivery Order must reflect the date the vendor and the Department commit to prior to issuance of the order.

Delivery and Inspection: The requested items will be inspected after delivery. If a shipment is deemed unacceptable, delivery may be refused and the goods may be returned at the risk and expense of the selling vendor. Payment will not constitute final acceptance.

Award: The State anticipates making one award. The State reserves the right to make multiple or no award. Award will be made to the Bidder with the lowest total evaluated bid price for all three required commodity lines that best meets the posted specifications.

Bidders must submit pricing for all three commodity lines. The total evaluated bid price will be calculated by adding the total bid price for Line 1, Line 2, and Line 3. Partial submissions, including submissions that do not include pricing for all three required lines, may be deemed non-responsive.

Specifications

Artwork and Proofing

• Camera-ready copy for the boat permanent registration stickers and cover, boat excise tax stickers, and Lake and River Protection stickers and cover will be provided by the State or as attachments to this RFQ.

• Reference artwork/images are provided as separate attachments to this RFQ in Advantage. The written specifications in Appendix B control in the event of any conflict between the written specifications and any reference image. Final artwork/proofs must be approved by the Department before production.

• The 2027 artwork/reference images are provided as separate attachments to this RFQ in Advantage. The awarded vendor must produce the stickers consistent with the approved 2027 artwork, the specifications in Appendix B, and any final Department-approved proof. Final artwork/proofs must be approved in writing by the Department before production.

• Proofs are required. The awarded vendor must provide digital proofs and, if requested by the State, physical production proofs or samples before full production begins.

• No production may begin until the State provides written approval of the final proof. The vendor remains responsible for conforming goods notwithstanding State approval of proofs.

• The vendor may not use, reproduce, or distribute official State artwork, numbering, or sticker designs except as necessary to perform authorized orders under the resulting

MA.

Line 1 - 2027 Boat Permanent Registration Sticker Sets

• Quantity: 144,000 sticker sets.

• Individual sticker dimensions: 3 inches x 4-1/8 inches.

• Sets of two stickers side-by-side.

• Stub: left side of each sticker set, 5/8 inch x 3-1/4 inches.

• Total booklet size: 9-1/8 inches x 3-1/4 inches.

• Stock: quality pressure-sensitive calendared vinyl similar to samples; water and salt resistant.

• Adhesive: water and salt resistant adhesive required.

• Expiration date: 12/31/2027.

• Sticker color: GREEN, printed in white with black sequential numbering.

• Back printing: instructions printed on back in black ink.

• Perforation: vertical perforation 5/8 inch from the left side for easy detachment from sticker booklets.

• Sequential numbering: start at 800001 and end at 944000. Guaranteed no missing numbers and no duplicate numbers.

• Booklets: each booklet must contain 20 sequentially numbered sticker sets. Each booklet must begin with a number ending in 1 and end with a number ending in 0. The first booklet must begin with 800001 and end with 800020.

• Covers: front and back covers must be 110 lb. tag stock, bound on left side with two staples. Front cover printed in black ink with beginning and ending numbers of the booklet.

• Packaging: booklets boxed with 40 booklets per box and 4 boxes per case. Boxes and cases must be labeled with the beginning and ending registration sticker numbers contained therein.

Line 2 - 2027 Lake and River Protection Sticker Sets

• Quantity: 18,000 sticker sets.

• Individual sticker dimensions: 2-1/2 inches x 2-5/8 inches.

• Sets of two stickers side-by-side.

• Stock: same as watercraft registration sticker stock; water and salt resistant.

• Adhesive: water and salt resistant adhesive required.

• Sequential numbering required.

• Total booklet size: 6-1/8 inches x 2-3/4 inches.

• Expiration date: 12/31/2027.

• Sticker color: WHITE, printed in GREEN with black sequential numbering.

• Back printing: instructions printed on back in black ink.

• Stub: left side of each sticker set, 1/2 inch for binding sticker sets into booklets of 20 sets per booklet.

• Perforation: vertical perforation 1/2 inch from the left side for easy detachment from sticker booklets.

• Sequential numbering: start at 700001 and end at 718000. Guaranteed no missing numbers and no duplicate numbers.

• Covers: front and back covers must be 110 lb. white tag stock, bound on left side with two staples. Front cover printed in black ink with the beginning and ending sticker numbers included in the booklet.

• Packaging: booklets boxed with 40 booklets per box and 4 boxes per case. Boxes and cases must be labeled with the beginning and ending sticker numbers contained therein. Final box or case may contain fewer booklets as necessary to complete the ordered quantity and must be clearly labeled.

Line 3 - 2027 Boat Excise Tax Sticker Sets

• Quantity: 6,000 sticker sets.

• Sticker size: 2-1/2 inches x 2-1/2 inches.

• Sets of two stickers.

• Print one side.

• Year/expiration marking: 27.

• Color: ORANGE with white print.

• Stock: same as boat permanent registration sticker stock; water and salt resistant.

• Adhesive: water and salt resistant adhesive required.

• Numbering: no numbering required.

• Packaging: sticker sets must be shrink wrapped 250 sets per package. Packages must be labeled by product, year, and quantity.

Numbering and Quality Control

• The entire order is guaranteed to contain no missing numbers and no duplicate numbers.

• The vendor must maintain quality control sufficient to verify sequential numbering, booklet ranges, box labels, case labels, and final quantities before delivery.

• If missing numbers, duplicate numbers, incorrect labeling, incorrect colors, incorrect dates, defective adhesive, defective perforations, defective binding, or other nonconformities are identified, the State may reject the affected goods, the full shipment, or require correction at the vendor expense.

Reference Artwork / Images

The 2027 artwork/reference images for the boat permanent registration stickers, boat excise tax stickers, and Lake and River Protection stickers are provided as separate attachments to this RFQ in Advantage.

The written specifications in Appendix B control in the event of any conflict between the written specifications and any reference image. The awarded vendor must produce the stickers consistent with the approved 2027 artwork, the specifications in Appendix B, and any final Department-approved proof.

Final artwork/proofs must be approved in writing by the Department before production.

2021 MAINE ATVFront

Back

2021 MAINE ATV

Protect Maine’s Waters:

Prevent the spread of Aquatic Invasive Species

700001

MAINE 2027

BOAT REGISTRATION

Expires 12/31/2027

Protect Maine’s Waters:

Prevent the spread of Aquatic Invasive Species

700001

MAINE 2027

BOAT REGISTRATION

Expires 12/31/2027

800001 800001800001

DISPLAY OF BOAT NUMBERS &

VALIDATION STICKERS.

The assigned boat registration number must be displayed on both sides of the bow of your boat. A current validation sticker must be displayed beside the registration number before the boat is operated.

All numbers and/or letters must be at least 3 inches high, plain block type letters and Arabic numbers, and provide maximum contrast with the background.

ME 123 AB

The hull identification number and assigned registration number always stay together with the boat.

800001

Stop the spread of aquatic invasive species!

CLEAN, DRAIN,

DRY

EVERY TIME!

Stop the spread of aquatic invasive species!

CLEAN, DRAIN,

DRY

EVERY TIME!

Cover

800001 to

800020

2027 Permanent Boat Registration Stickers

If found please return to:

Inland Fisheries & Wildlife #41 State House Station Augusta, ME 04333-0041 207-287-8000

Lake and River Protection

(for use on boats not registered in Maine) (also for use on all sea planes)

STOP AQUATIC HITCHHIKERS!

PRESERVE MAINE WATERS

Expires 12/31/2027

700001

Lake and River Protection

(for use on boats not registered in Maine) (also for use on all sea planes)

STOP AQUATIC HITCHHIKERS!

PRESERVE MAINE WATERS

Expires 12/31/2027

700001

Protect our waters from aquatic invasive species! Clean off visible aquatic plants, animals, and mud from watercraft, motor, trailer, and equipment before and after lake use. Dispose of debris in a trash receptacle or a responsible location away from the water.

Protect our waters from aquatic invasive species! Clean off visible aquatic plants, animals, and mud from watercraft, motor, trailer, and equipment before and after lake use. Dispose of debris in a trash receptacle or a responsible location away from the water.

Lake and River Protection Stickers

(for use on boats not registered in Maine) (also for use on all sea planes)

700001 700020 If found please return to:

Inland Fisheries & Wildlife #41 State House Station Augusta, ME 04333 207-287-8000

Cover

Boat Excise

Tax

Boat Excise

Tax

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).

All pricing must be submitted using the unit of measure SET. Each sticker set consists of two stickers, unless otherwise stated in Appendix B.

All bids must have a bid price entered in VSS for each required commodity line. The bid price entered as the VSS Unit Price must be the price per SET for that commodity line. This is the quoted unit 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 price is one dollar per set, you would enter 1.00.

Bidders must submit pricing for all three commodity lines. Partial submissions, including submissions that do not include pricing for all three required lines, may be deemed non-responsive.

The total evaluated bid price will be calculated as follows:

Line 1: VSS Unit Price × 144,000 Sets Line 2: VSS Unit Price × 18,000 Sets Line 3: VSS Unit Price × 6,000 Sets

The total evaluated bid price will be the sum of Lines 1, 2, and 3.

The VSS Unit Price for each commodity line must include all costs necessary to provide the goods in accordance with the RFQ, including but not limited to production, printing, typesetting, proofing, numbering, booklet covers, binding, packaging, labeling, shipping, inside delivery, and all other costs necessary to deliver conforming goods.

Bidders must enter the estimated number of calendar days from receipt of written approval of the final proof to completed delivery in the VSS Delivery Days field.

Only numbers may be entered in the Delivery Days field.

Example: If the Bidder can deliver the goods within thirty calendar days after written approval of the final proof, the Bidder must enter 30.

Delivery date may be factored into the bid award decision. If the Bidder cannot meet the required delivery date, the earliest date the goods can be delivered must be indicated in VSS and/or in a separate bid attachment.

Comments

Bidders may use the VSS Comments section to provide relevant clarification regarding pricing, delivery, or the products being offered. Comments may not be used to materially alter the specifications, condition the bid, add separate charges, or create an alternate pricing structure.

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: _____________________________________________