RFQ 16A 250811-037.pdf

State of Maine RFQ# 16A 250811-037 Rev. 1/28/2025

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 16A 250811-037

Inspections Stickers to Create a Master Agreement

Quotations/Responses Due: Thursday, August 21, 2025 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 Public Safety (“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. Required Documents

All bids MUST include the following documentation, or the bid will be deemed incomplete and will not be evaluated.

• Quote: Quote must include the following:

o Delivery timeframe after receipt of order (ARO) in calendar days o Quantities and pricing for each item requested

All items must be quoted to be considered o Statement that samples will be sent upon request within ten (10) calendar days of request

• Appendix D: Documentation of Material Manufacture

2. Other Bid Documents

In addition to the required documents, cost, delivery, and other information required in VSS, all bids should contain the following information. All documents listed below, if not attached to the bid, MUST be received within fifteen (15) days of notification of intent to award or the contract will not be executed.

• Warranty Information

• Appendix A: Bid Cover Page and Responsible Bidder Form

• Appendix E: Master Agreement Contact Information

3. Master Agreement 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 the 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 September 22, 2025 May 31, 2026 Optional Extension Period #1 June 1, 2026 May 31, 2027 Optional Extension Period #2 June 1, 2027 May 31, 2028 Optional Extension Period #3 June 1, 2028 May 31, 2029 Optional Extension Period #4 June 1, 2029 May 31, 2030

4. Submitting a Quotation

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

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

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

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

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

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

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

5. General Instructions

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

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

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

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

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

6. Quotation Evaluation and Selection https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

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

a. State of Maine RFQ documents are evaluated on a Best Value basis. The term “Best Value” may take into consideration the qualities of the goods or services to be supplied, their conformity with the specifications listed in the RFQ, the purposes for which they are required, the date of delivery, and the best interest of the State.

Once the goods or services have been determined to conform to the specifications then OSPS will make its award decision based on the lowest price among the Bidders. Delivery days can be a factor in awarding.

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 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.

d. 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.

e. 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. Issuance of this RFQ does not commit OSPS 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 OSPS’s answers to the Bidders’ questions submitted through the VSS), as issued by OSPS.

Responses are to follow the format and respond to all questions and instructions specified above in the “Submitting a Quotation” 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 OSPS and the Bidder (if any). OSPS also reserves the right to consider other reliable references and publicly available information available in evaluating a Bidder’s 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 Bidder’s 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. OSPS, 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. OSPS 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.

8. All applicable laws, whether or not herein contained, shall be included by this reference.

It shall be Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

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

D. Delivery Terms

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

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

E. Alternate Bids and Approved Equals

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

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

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: Chapter 120). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the http://www.mainelegislature.org/legis/statutes/1/title1sec401.html 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 appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

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

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

BPO and MA Terms and Conditions

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

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

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

B. Independent Capacity

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

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

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

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

Appendix A

STATE OF MAINE

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:

• 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 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

Samples: Samples will be required to be shipped upon request during bid evaluation. At least ten (10) samples typical of the type sticker, which will be supplied under the specifications covered below. The samples submitted must be manufactured by the vendor submitting the bid. Samples must be received within ten (10) calendar days after receiving the request. If the samples are not received within that timeframe or the bidder is unwilling to send samples, that bid may be disqualified and the next low qualifying bid will be evaluated.

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.

Delivery Date: The stickers for the initial contract period MUST be delivered by November 14, 2025. In the event no bidder can meet that deadline, the closet delivery date After Receipt of Order (ARO) may be factored into the bid award decision.

Resulting Contract: A master agreement contract (MA) will be awarded from this bid opportunity. The MA will permit Public Safety to order on an as needed basis during the contract period. Typically Public Safety places a large one time order each year that must be delivered in early November. This MA will also permit Public Safety to place smaller orders if the need arises at the contracted pricing.

Award: The State anticipates making one award as a result of this RFP process. The State reserves the right to not make an award. The award will be made to the lowest total bid price that can deliver the stickers within the required timetable.

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.

Specifications

Inspection sticker to measure 3.75” horizontal and 2.75” vertical.

Motorcycle Inspection sticker to measure 1.25” horizontal and .75” vertical.

Inspection stickers will be provided in sheets. The face sheet will contain two fade resistant inks. Both the receipt and the sticker will have corresponding serial numbers. The face sheet will contain three full width perforations and one vertical perforation. Record block to have the same dimensions as the inspection sticker and contain the information as printed on attached samples. Motorcycle stickers shall be the same type as the trailer sticker (adhesive on the back) and shall have two receipts with corresponding serial numbers.

The inspection sticker face will contain two fade resistant inks. Instructions for the application to the windshield of the sticker shall be printed on the reverse side of the record sheet and will contain fade resistant black and gray inks.

All stickers and record sheets shall be bar-coded and consecutively numbered with a human readable number. In addition, the sheet shall have the beginning and ending bar-code (human readable number) of the stickers and receipts contained on the sheet.

The quantities and series for the initial order will be:

Numbers 1 thru and including 47,000 – MOTORCYCLE Numbers 47,001 thru and including 79,000 – TRAILER Numbers 79,001 thru and including 974,900 – MOTOR VEHICLE Numbers 974,901 thru and including 1,025,000 – COMMERCIAL

Numbers 1,025,001thru and including 1,346,000 – ENHANCED MOTOR VEHICLE Numbers 1,346,001thru and including 1,365,000 – ENHANCED COMMERCIAL Numbers 1,365,001 thru and including 1,367,000 - SCHOOL BUS 2025-2026 (Green) Numbers 1,367,001 thru and including 1,377,000 – SCHOOL BUS 2026-2027 (Red)

1. Material – Inspection Stickers shall consist of the highest quality material that will produce a pressure-sensitive “sticker” conforming to the requirements of this specification.

1A. Motorcycle Inspection Stickers – Motorcycle Inspection Stickers shall be of the same design as the trailer sticker, but will be smaller in size. The sticker will be placed on the registration plate and therefore the adhesive must be on the back of the sticker and the front must be of a suitable material to be exposed to the elements, without fading or peeling. The motorcycle sticker shall not have a void feature when removed.

2. Design – Inspection Stickers shall be of a design including color, lettering, size of printing, etc. on both face and back as indicated by State Police. Stickers are for 2025- 2026(School bus only) years and 2026-2027 years.

A. Color and Lettering – Inspection Stickers shall be processed with colors that will not fade for a period of a minimum of one (1) year.

B. Printing – Inspection Stickers shall be printed in accordance with samples furnished with this bid. Prior to production, the successful bidder shall request verification from the requesting agency as to quantity, inspection periods, and years if not understood clearly. All printing completed before application of the adhesive.

3. Writing Surface – Writing with a ball point pen (non-erasable ink) on the reverse (back) side of the sticker must adhere and resist smudging and removal. The writing must remain securely anchored, clearly legible and free of smudging.

4. Opacity – Writing or printing on the back of the sticker shall not destroy the features of the front (face side) of the sticker when viewed in normal use position under average daylight conditions.

5. Adhesive – The face side of the stickers shall be coated with a pressure-sensitive adhesive (except trailer and motorcycle) that will assure adhesion to a vehicle windshield for a period of a minimum of one (1) year requiring no moisture, heat or other preparation prior to application. The adhesive shall coat the entire area of the face side of the sticker smoothly and uniformly and shall contain such additives as are necessary to insure flexibility during storage life of the sticker. The adhesive SHALL NOT overlap onto the stub portion of the sticker. Trailer and Motorcycle stickers shall have the adhesion applied to the back of the sticker.

6. Facing Sheet – The facing sheet shall be easily removable by scoring and shall be sufficiently translucent so that the calendar date printing and the serial number are legible beneath it.

A. Temperature Range – The facing sheet shall be easily removable, without damage to the face of the sticker over a temperature range of twenty degrees to one hundred degrees F.

B. Aging – The facing sheet shall be readily removable for a period of a minimum of one (1) year without damaging the pressure-sensitive face of the sticker.

C. The facing sheet shall be scored above or below the bar-code so that it can be peeled back or away, and the bar-code can be scanned.

7. Perforations – When an individual set of stickers is perforated, there shall be no blocking or oozing of adhesive causing edge sticking of the sticker. Perforations shall cause no damage to the sticker upon removal of facing sheet.

8. Safety Factor - As a security measure the stickers shall incorporate a self-destructive feature; so that, if an attempt is made to remove a sticker from a windshield, the sticker will remain intact but become unusable (Except motorcycle stickers which shall not void when removed). Removal of the facing sheet shall not alter the safety factor.

8a. ALS security feature – As an additional security feature, the stickers shall incorporate an alternative light source verification emblem on the back side of the inspection sticker following the bar code number.

9. Serial Numbering – All stickers and record sheets shall be bar-coded with human readable consecutive numbers in accurate sequence for the total quantity required for individual inspection periods. There shall be no missing numbers. Motorcycle stickers need not have the serial number on them.

10. Workmanship – Workmanship shall be first class throughout. In preparing the sticker for application, the sticker shall not tear and there shall be no separation of the adhesive or color from the “sticker”.

11. Testing – All samples submitted will be subjected to the following testing procedures;

provided, however, that the samples shall be applied to glass and shall be permitted to remain at room temperature for twenty-four (24) hours before tests are conducted.

1. Apply sticker to dry, clean glass at room temperature, squeegee firmly. Bake glass in oven at 150 degrees F for 24 hours.

RESULT: The voiding feature must be activated.

2. Apply sticker to dry, clean glass at room temperature, squeegee firmly. Attempt to remove sticker by dry scraping with a sharp razor blade.

3. Apply sticker to dry, clean glass at room temperature, squeegee firmly. Place wet blotter over sticker for 30 minutes.

4. Apply sticker to dry, clean glass at room temperature, squeegee firmly. Soak sticker with mineral spirits for 15 minutes.

12. Packing and Marking – A. Packing – Shrink-wrap 1000 sheets - 4,000 per carton. Shipping container shall be in accordance with the industry’s standard practice so as to insure carrier acceptance and safe delivery to destination.

1. Sets – A set shall contain 4 stickers and 4 receipts with corresponding bar codes and consecutive numbers with low numbers on top.

2. Shipping Containers – Shipping containers shall contain the sets packaged in proper numerical sequence.

13. Marking –

A. Each individual carton shall be clearly marked with the beginning and ending serial numbers of the sets contained therein. Numbers shall be no less than ¾ inch high and legible.

B. Unless otherwise specified, each shipping container shall be clearly marked with the words “Printed Matter”, the beginning and ending serial numbers, the name of the contractor, the order or contract number, the name and address of the consignee and the words “STORE IN A COOL, DRY PLACE”.

14. Latent Defects – Should latent defects be discovered after delivery has been accepted, the State reserves the right to reject delivery, require replacement or cancel the contract and surcharge the contractor for any expense to the State incurred by the cancellation of the contract and procurement of the satisfactory material.

15. Longevity Period – Inspection stickers shall have a period of a minimum of one (1) year from the date of receipt. Fading of color, numbering, loss of adhesive properties, “blocking” of stickers, etc., prior to the expiration of the longevity period shall be considered by the State as sufficient reason to apply the provisions of the “Latent Defects” clause.

16. Manufacturer’s Responsibility – The bid proposal shall be accompanied with a full explanation of the precautions, which the prospective manufacturer proposes to initiate within his plant or organization to protect the State against unlawful production of the sticker. All manufacturing must be done in the contractor’s plant. No part of the contract may be sublet or subcontracted.

17. Coloring – All stickers to be fade proof, Red, PMS 485,(2026-2027) background except for 2,000 of the school bus stickers which shall have a Green, PMS 620 background, with black lettering that is visible and not difficult to read due to a dark sticker background color, and numbers in black for the 2025-2026 SCHOOL BUS stickers and Green background with black lettering that is visible and not difficult to read due to a dark sticker background color, and numbers in black for all 2026-2027. Actual color samples (not electronic) to be approved by Traffic Division Commander or his designee.

Receipt portion to be white with black lettering and numbering.

18. Paper Quality – The receipt portion shall be printed on 20-pound bond white paper and be perforated.

19. Storage Requirements – If the material used by the bidding companies in the manufacturing of the inspection stickers warrants special storage requirements such as temperature and humidity conditions, the winning bidder will ensure that the special requirements are met and maintained by the contractor and if the need be, will ship specific quantities upon request of the purchaser.

20. Delivery/Storage Requirements – MANUFACTUR Two days prior to the shipping of each order, the contractor will notify the Maine State Police Inspection Unit.

Examples of Stickers

Motorcycle Trailer

Motor Vehicle Commercial

Enhanced Motor Vehicle Enhanced Commercial

School Bus, Green and Red Instructions for all Stickers

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

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

All bid must have the estimated days from award of contract to receipt of unit (Delivery Days).

This will be entered as CALENDAR DAYS. Only numbers can be entered.

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

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

Appendix D

DOCUMENTATION OF MATERIAL MANUFACTURE

All bidders must answer the following questions (failure to do so will result in disqualification of bid.)

CIRCLE ONE

1. Are you the manufacturer of the base material specified on this bid? YES NO

2. If your answer is “NO” to question (1) indicate below the information asked:

MANUFACTURER_____________________________________________

BRAND NAME________________________________________________

CODE NUMBER_______________________________________________

Appendix E

MASTER AGREEMENT CONTRACT DOCUMENT VENDOR CONTACT INFORMATION

and MASTER AGREEMENT CONTACT DOCUMENT VENDOR SIGNER 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: _____________________________________________