STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 18A 26031600000000000230

Treatment Compounds for Boilers and Cooling Towers

Quotations/Responses Due: 6/22/2026 not later than 4:00 p.m. local time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS). Questions can be submitted up to 48 hours prior to closure date and time. Not all questions will be answered.

General Instructions on Bidder Questions It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page in the CGI Vendor Self Service (VSS). Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary For this competitive Request for Quotations (RFQ) process, the State of Maine Office of State Procurement Services (“OSPS”) is acting on behalf of the Department of Administrative and Financial Services (“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 State Agencies to purchase the goods or services 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.

· RFQ 18A 26031600000000000230 Bid Price Sheet. Bid price sheet must be submitted as an EXCEL document without links to other spreadsheets, bidder added formulas or other alterations.

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

· Warranty Information

· Appendix A: Bid Cover Page and Responsible Bidder Form

· Appendix D: Municipality, Political Subdivision Participation Certification

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

· Appendix F: Federal Document Agreement Form

· Keep Fill Plan

· Breakdown Repair Plan

· Equipment Replacement Plan

· Spill Containment Plan

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:

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.

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

0. 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.

0. 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.

0. 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.

0. 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.

0. 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.

0. 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.

0. 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.

0. In the event that a Bidder believes any information that it submits in response to this RFQ is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

0. 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.

0. 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.

0. 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

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 independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

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

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

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

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 18A 26031600000000000230

Treatment Compounds for Boilers and Cooling Towers

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

· This bid is compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid;

· This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening;

· That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

· That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and,

· The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

Name:

Title:

Authorized Signature:

Date:

State of Maine RFQ# 18A 26031600000000000230 Rev. 3/30/2026 Responsible Bidder Form

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors named in this proposal:

1. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

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

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

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

0. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

0. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

1. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

· Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name:

Title:

Authorized Signature:

Date:

Appendix B

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

DETAILED SPECIFICATIONS

RFQ # 18A 26031600000000000230

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.

Master Agreement: The results of this bid process will be the creation of a Master Agreement Contract (MA) that will allow all State of Maine Departments and Agencies to purchase the listed items as needed. The State reserves the right to add other similar items or commodities to the MA if it’s in the State’s best interest but does not obligate the State to purchase similar noncontracted items or commodities from the selected bidder.

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

Price and Rate Guarantee Period: All quoted prices and rates must be guaranteed for and must remain firm for minimally one year of the initial contract period. 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 manufacture supporting the request. The price adjustment will not go into effect until the contract amendment has been fully approved by the State of Maine.

Estimated Usage: The estimated usage of each item can be located in the attachment entitled RFQ 18A 26031600000000000230 Bid Price Sheet.

Delivery Locations: The resulting MA will be open to all Departments, the vendor must deliver to any State of Maine facility. The primary user will be Department of Administrative and Financial Services. The exact delivery addresses will be provided to the vendor when an order is submitted.

Award: The State anticipates making one award. The State reserves the right to make multiple or no award. The award will be made to the bidder with the lowest total bid which best meets the posted specifications. The State will calculate the total dollar amount from the bid price sheet (cell R32), then award one master agreement to one vendor based upon the lowest total dollar amount.

Delivery and Inspection: The requested items will be inspected after delivery. If shipment is deemed unacceptable the delivery will be refused and will be returned at the risk and expense of the selling vendor.

Delivery Date: Delivery date After Receipt of Order (ARO) may be factored into the bid award decision.

Specifications

COUPONS: For Maine State sites with current active coupon racks, vendor will provide additional coupons for annual coupon studies for mild steel and copper at no charge.

REPORT OF PURCHASES: Contractor will be required to furnish the Director of Property Management Division with a detailed summary of the total purchases made under this contract. This total may be requested yearly or at any time during the contract period.

Vendor must comply with the following statute:

GOVERNOR’S EXECUTIVE ORDER: In keeping with the Executive Order #12, FY 06/07: AN ORDER PROMOTING SAFER CHEMICALS IN CONSUMER PRODUCTS AND SERVICES, with amendment Executive Order #16, FY 06/07, we continue our commitment to environmentally preferable procurement. To this end, all using agencies are encouraged to purchase the safest treatment compounds with the least environmental impact in order to reduce negative impact on human health and the natural environment in comparison to other products that serve similar purposes to the extent feasible, balancing price, performance, availability and safety.

INFORMATION TO BE FURNISHED BY BIDDERS:

TANKS and PUMPS - Vendor will be responsible for providing the tanks and pumps for each system at each location as well as filling the tanks with the chemicals “as needed.” It will be the responsibility of the awarded vendor to ensure the systems never run out of product. Bidders must provide a plan on how they will provide this service.

EQUIPMENT OWNERSHIP - Awarded vendor will retain ownership of Drum-less Dispensing System equipment for all sites. All repairs and replacement of equipment, including pumps, will be the sole responsibility and expense of the Contractor. Bidders must provide an estimated timeframe for repairs once a breakdown has been reported.

EQUIPMENT REPLACEMENT - Upon award of this contract, all existing equipment is to be removed and all brand new equipment is to be installed by the awarded vendor within a sixty (60) day period. The State of Maine agencies will use up all existing chemicals on hand prior to installation of new vendor’s equipment. This will allow for a smooth transition from one vendor to another without serious disruption to services with the State of Maine agencies. Contractor will provide test kits for boilers and cooling towers and replenishment test reagents at each location. Bidders must include a timetable of when they expect to be able to completely install new equipment at all facilities.

MINIMUM ORDERS: Bidders must specify if any minimum orders apply to bid submittals, reference any additional charges or minimum order requirements, dollar or quantities.

PRICES and VENDOR/MANUFACTURE PART NUMBERS - Bidders must fill out the attached spreadsheet and must include their part number and price for each item or its equivalent they have available. Bidders must submit a price for each item listed. Include any items not listed but would be required to use bidder’s system.

PRODUCT SPECIFICATION – Please provide the strongest concentration of treatment available similar to our current list of products.

Bidders must include on the price spreadsheet:

BOILERS

A. What quantity of treatment compounds will we use to treat 1000 gallons with a 10% make up rate of softened boiler make-up water assuming;

A1. Assume feed water tank is maintained at 180 degrees Fahrenheit.

A2. Assume running twenty (20) cycles in the boiler.

A3. Assume thirty (30) PPM of residual sulfite in the boiler blow down water.

A4. Assume make up alkalinity is fifty (50) PPM.

COOLING TOWERS

What quantity of corrosion and scale inhibitor will we use to treat 1000 gallons of city make up water concentration assuming eight (8) cycles.

What volume of biocides will be required to treat 5000 gallons of cooling tower water.

DELIVERY – Bidders must provide documentation on delivery times and procedures if requested.

DISTRIBUTORS – Bidders must provide a complete list of authorized distributors throughout the State of Maine.

SPILL CONTAINMENT – Awarded vendor will provide spill containment systems for all stored chemicals at their expense. Bidder must explain how they will handle spill containment.

INSURANCE REQUIREMENTS: Please see insurance requirements below.

SAFETY DATA SHEETS (SDS) – Bidders must be able to provide SDS upon request. The awarded vendor will provide each facility with a book of SDS’s for ALL chemicals used at that location during the contract period.

SERVICE/ACCOUNT REPRESENTATION – Bidders must provide their local representative’s name, telephone, e-mail address and explain their availability upon award of contract.

SPECIAL NOTE A: The successful bidder will be expected to comply with the following provision: It is imperative and required that a chemical representative test ALL boilers twice a month performing extensive chemical test reports.

SPECIAL NOTE B: Upon awarding the Master Agreement the winning vendor will not be allowed to substitute any chemical without prior approval.

ADDITIONAL INFORMATION PROVIDED TO BIDDERS

INSURANCE REQUIREMENTS

The Bidder shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Bidder, his agents, representatives, employees or subcontractors:

A. Minimum Scope of Insurance Coverage required:

1. Commercial general liability; occurrence basis; including products and completed operations.

2. Workers’ compensation and employer’s liability if required by law; and

3. Vehicle liability insurance, occurrence basis.

B. Minimum Limits of Insurance

1. Commercial general liability: $1,000,000 per occurrence

2. Workers’ Compensation - as required by law.

3. Vehicle liability: $400,000 per occurrence

C. Other Insurance Provisions Unless this requirement is waived by the State, the policies are to contain, or be endorsed to contain, the following provisions:

1. The Bidder’s insurance coverage shall be primary insurance. Any insurance or self- insurance maintained by the State for its officers, agents, and employees shall be excess of the Bidder's insurance and shall not contribute with it.

2. The Bidder's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

3. The Bidder shall furnish the State with certificates of insurance and with those endorsements effecting coverage required by these Insurance Requirements. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates and endorsements are to be received and approved by the State before the contract commences. The State reserves the right to require complete, certified copies of all required insurance policies at any time.

4. All policies should contain a revised cancellation clause allowing 30 days notice to the State in the event of cancellation for any reason including nonpayment.

Appendix C

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

COST RESPONSE

RFQ # 18A 26031600000000000230

Treatment Compounds for Boilers and Cooling Towers

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).

RFQ 18A 26031600000000000230 Bid Price Sheet. Must be attached as an EXCEL worksheet. Submissions in any other format may be rejected. This is the official bid document and bid prices cannot be altered after bid closure.

Bidders MUST complete the following fields highlighted yellow in the bid price sheet.

· Bidder’s company name

· Bidder’s contact email

· Meets Posted Specs

· Agrees to all Delivery and Shipping Requirements

· FOB Destination Pricing

· Bidder Notes

· Bidder’s Manufacturer’s Name

· Bidder’s Manufacturer’s Part Number

· Bidder’s Part Number

· Bid Price

· Days to receive order ARO

· BOILERS: How much of bidder's product does it take to treat 1000 gals of Water?

· COOLING TOWERS: How much of bidder's scale inhibitor product does it take to treat 1000 gals of Water?

· COOLING TOWERS: How much of bidder's bioside product does it take to treat 1000 gals of Water?

· Total Dollar Amount

All bids must be entered in Vendor Self Service (VSS).

All bids must have a bid price (Contract Amount). For the contract amount, please enter the total dollar amount from the bid price sheet (cell R32).

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

Appendix D

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

MUNICIPALITY POLITICAL SUBDIVISION and SCHOOL DISTRICT PARTICIPATION CERTIFICATION

RFQ # 18A 26031600000000000230

Treatment Compounds for Boilers and Cooling Towers

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

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

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

_____ Yes

_____ Yes, with conditions as follows:

______ No

Name of Company: __________________________________________________________

Address: ___________________________________________________________________

Signature: __________________________________________________________________

Printed Name: ______________________________________________________________

Date: ___________________________

Appendix E

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

MASTER AGREEMENT VENDOR CONTACT and

CONTRACT SIGNOR INFORMATION

RFQ # 18A 26031600000000000230

Treatment Compounds for Boilers and Cooling Towers

This bid process will result in the creation of a Master Agreement Contract (MA) which will permit users to order contracted items as needed.

Ordering Procedures: Delivery Orders (DO) will be created in AdvantageME for all orders over $5000.00. If a DO is used, the DO will be emailed to the email address referenced on the MA as a .pdf file. Orders less than $5000.00 can be placed using a State of Maine issued P-Card (credit card).

Please provide the following information for the primary person users can contact to place orders less than $5000.00, follow up on orders and invoices:

Contact Person Name: _________________________________________________

The MA Documents will be emailed via DocuSign to be reviewed and signed, please provide the following information for the person who will sign the MA contract documents:

Contract Signer Name: ___________________________________________________

Appendix F

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

FEDERAL DOCUMENT AGREEMENT FORM

RFQ # 18A 26031600000000000230

By signing this appendix the bidder listed below agrees to abide by all Federal Terms and Conditions covered in associated attached documents.

Name of Company: __________________________________________________________

Address: ___________________________________________________________________

Printed Name of Authorized Bidder Signor: ______________________________________

Signature: __________________________________________________________________

Date: __________________________________________ image1.png image2.png