RFQ 13A 230105-148A.pdf.crdownload

State of Maine RFQ # 13A 230105-148 1

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

RFQ # 13A 230105*148

Custodial, DMR West Boothbay, Work Centers

Quotations/Responses Due: Tuesday, January 17, 2023 not later than 4:00 p.m. local time

OPEN ONLY TO CERTIFIED ñWORK CENTERSò, AS DEFINED IN 5 MRSA Ä1826-B.2.

Only Work Centers who are on the approved Work Center list at the time the bid closes will be allowed to bid.

To learn more about Work Centers visit the State of Maine Procurement Services website.

http://www.maine.gov/purchases/policies/specialized.shtml

Note: So all interested bidders receive the same information about the open bid opportunity, all questions and responses must be provided via the State of Maineôs E-Procurement system: AdvantageME / Vendor

Self Service (VSS). The Division of Procurement Services will not answer questions unless they are submitted through the VSS. All questions must be submitted no later than two (2) business days 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. 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 Stateôs discretion.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Division of Procurement

Services (ñDivisionò) is acting on behalf of The Department of Marine Resources (ñRequesting

Departmentò). The Division and the Requesting Department seek quotations (also referred to as ñbidsò or ñresponsesò herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

http://www.maine.gov/purchases/policies/specialized.shtml

State of Maine RFQ # 13A 230105-148 2

RFQ REQUIREMENTS

1. Description of Requirements

The following is a description of the goods and/or services sought by the State of Maine under this

RFQ.

¶ The following is a description of the goods and/or services sought by the State of Maine under this RFQ.

¶ Custodial Services at 194 McKown Point Rd West Boothbay Harbor as described in

Appendix B

2. Bid Contents Requirements

In addition to the cost, delivery, and other information required in VSS, all bids MUST contain the following information as attachments, in the Appendices listed below:

¶ Appendix A: Bid Cover Page and Debarment Form (Wet signed using a pen is preferred)

¶ Audit Report : If documents are electronically signed using DocuSign or Adobe Sign the bid must include the system generated audit report. No other form of electronic signature is permitted.

¶ Appendix D: Subcontractors / Disaster Recovery Plan

¶ RFQ 13A 230105-148A Bid Worksheet. Must be attached as an EXCEL worksheet. All five (5) Extension Periods must be filled in. Submissions in any other format may be rejected.

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 ñPeriod of Performanceò, 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 date will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Division, at their discretion, may opt to renew the contract for four (4) extension periods of one (1) year each.

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

Period Start Date End Date

Initial Period of Performance March 1, 2023 February 29, 2024

Optional Extension Period #1 March 1, 2024 February 28, 2025

Optional Extension Period #2 March 1, 2025 February 28, 2026

Optional Extension Period #3 March 1, 2026 February 28, 2027

Optional Extension Period #4 March 1, 2027 February 29, 2028

State of Maine RFQ # 13A 230105-148 3

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 Maineôs electronic procurement system: Advantage ñVendor Self Serviceò (VSS). More information on this system can be found at the following internet link:

http://www.maine.gov/purchases/venbid/rfq.shtml.

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 ñWithdrawò 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 2Mb. 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

Bidderôs response should include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

5. General Instructions

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

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

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

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:

http://www.maine.gov/purchases/venbid/rfq.shtml

State of Maine RFQ # 13A 230105-148 4

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

b. 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.

c. At the discretion of the Division, if a Bidderôs 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 Bidderôs submission may not be considered for contract award.

d. In the event that no Bidder submission conforms to the specifications of this RFQ, then the

Division may choose not to make any award. Alternatively, the Division 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 the Division, at its discretion, may make a contract award to the Bidder meeting four requirements.

e. If the specifications provided with this RFQ are of a technical nature, then the Divisionôs 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. The Division 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. The

Division 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, the Division may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Division may cancel the RFQ, at its sole discretion.

State of Maine RFQ # 13A 230105-148 5

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (ñStateò) Department of Administrative and Financial Services (ñDepartmentò), Bureau of Business Management (ñBureauò), Division of Procurement Services (ñDivisionò) 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, the Division is acting on behalf of the Requesting Department listed on the cover page. The Division and the Requesting

Department seek quotations (also referred to as ñbidsò or ñresponsesò 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 ï taking the form of a State of Maine Master Agreement or Buyer Purchase

Order (all generally referred to as ñcontractò herein), as applicable.

B. General Provisions

1. Issuance of this RFQ does not commit the Division or the Requesting Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFQ. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

2. All responses to this RFQ should adhere to the instructions and format requirements outlined in this RFQ and all written supplements and amendments (such as the Divisionôs answers to the

Biddersô questions submitted through the VSS), as issued by the Division. Responses are to follow the format and respond to all questions and instructions specified above in the ñSubmitting a Quotationò section of this RFQ.

3. Bidders shall take careful note that in evaluating a quotation submitted in response to this RFQ, the Department may consider materials provided in the quotation, information obtained through interviews/presentations (if any), and internal information of previous contract history between the Division and the Bidder (if any). The Division also reserves the right to consider other reliable references and publicly available information available in evaluating a Bidderôs experience and capabilities, if needed. All responses to this RFQ shall be considered to be authorized to legally bind the Bidder, and if selected for award, shall contain or be considered to contain a statement that the quotation and the pricing contained therein will remain valid and binding for a period of at least 180 days from the date and time of the bid opening.

4. The RFQ and the selected Bidderôs quotation, including all appendices or attachments, may be incorporated in the final contract.

5. Following announcement of an award decision, all submissions in response to this RFQ will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. §§ 401 et seq.).

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

6. The Division, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in quotations received in response to this RFQ.

7. The Division reserves the right to authorize other State Departments to use the contract(s) resulting from this RFQ, if it is deemed to be beneficial for the State to do so.

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

State of Maine RFQ # 13A 230105-148 6

8. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be Bidderôs 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, the Division and selected Bidder will decide upon a delivery date in accordance with the Stateôs requirements and the terms offered in the Bidderôs quotation. Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of ñFree on

Board (FOB) ï Destinationò. 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 Stateôs desired location. The ñFOB ï

Destinationò 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 ñor approved equal,ò 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 ñBids, awards and contractsò, 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:

http://www.maine.gov/purchases/policies/120.shtml). 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.

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html http://www.maine.gov/purchases/policies/120.shtml

State of Maine RFQ # 13A 230105-148 7

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 Standard Terms and Conditions used with the aforementioned contract types may be found on the

Division of Procurement Servicesô website at the following link:

BPO_General_Terms

In the event that the State of Maineôs 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 Bidderôs standard terms and conditions. Consideration or use of a Bidderôs standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maineôs 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 Division of

Procurement Servicesô website at the following link:

http://www.maine.gov/purchases/info/forms.shtml

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):

ñ9-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.ò https://www.maine.gov/dafs/bbm/procurementservices/sites/maine.gov.dafs.bbm.procurementservices/files/inline-files/BPO_General_Terms.doc?web=1 http://www.maine.gov/purchases/info/forms.shtml

State of Maine RFQ # 13A 230105-148 8

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF P ROCUREMENT SERVICES

BID COVER PAGE and DEBARMENT FORM

Bidderôs Organization Name:

Chief Executive - Name/Title:

Tel: Fax: 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: Fax: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

¶ Their bid complies with all requirements of this RFQ;

¶ 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 Bidderôs 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:

To have your bid accepted, this Appendix MUST have an actual wet signature or utilize DocuSign or Adobe Sign form of documented electronic signature.

Authorized Signature: Date:

State of Maine RFQ # 13A 230105-148 9

Debarment, Performance, and Non-Collusion Certification

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 Bidderôs 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:

To have your bid accepted, this Appendix MUST have an actual wet signature or utilize DocuSign or Adobe Sign form of documented electronic signature.

Authorized Signature: Date: