rfq 260429-0279.docx

STATE OF MAINE

DEPARTMENT OF DEFENSE, VETERANS AND EMERGENCY MANAGEMENT

MILITARY BUREAU

RFQ # 15A 260429*0279

FMS#1 Saco - Gym Equipment Procurement, Assembly & Installation

Quotations/Responses Due: 14 May 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).

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 State’s discretion.

Summary For this competitive Request for Quotations (RFQ) process, the State of Maine Division of Procurement Services (“Division”) is acting on behalf of the Office of Information Technology (“Requesting Department”). The Division 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 TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFQ, shall have the meanings indicated below:

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.

· Please see Appendix B on pages 13-16

· And Appendix D on pages 17-26

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 & Responsible Bidder Certification (Pages 11 & 12 of this document)

· Appendix C: Cost Response.

The RFQ# 15A 260429*0279. Bids need to be entered in the Vendor Portal as detailed in Appendix C as well as

· The attached bid worksheet (excel) must be filled out, breaking down the total bid by building and by year. No other options will be entertained.

· Product Data/Information Sheets

· Warranty Information

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 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 Bidder’s response must 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 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.

5. Quotation Evaluation and Selection

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 the Division 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 the Division, 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 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 Division’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. 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.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

1. DEFINITIONS: The following definitions are applicable to these standard terms and conditions:

a. The term “Buyer” or “State” shall refer to the Government of the State of Maine or a person representing the Government of the State of Maine.

b. The term “Department” or “DAFS” shall refer to the State of Maine Department of Administrative and Financial Services.

c. The term “Bureau” or “BGS” shall refer to the State of Maine Bureau of General Services.

d. The term “Office” shall refer to the State of Maine Office of State Procurement Services.

e. The term “Contractor”, “Vendor”, or “Provider” shall refer to the organization that is providing goods and/or services through the contract to which these standard terms and conditions have been attached and incorporated.

f. The term “Contract” or “Agreement” shall refer to the contract document to which these standard terms and conditions apply, taking the format of a Buyer Purchase Order (BPO) or Master Agreement (MA) or other contractual document that is mutually agreed upon between the State and the Contractor.

2. WARRANTY: The Contractor warrants the following:

Neither the final certificate of payment nor any provision herein, nor partial nor entire use of the articles provided shall constitute an acceptance of work not done in accordance with this agreement or relieve the Contractor liability in respect of any warranties or responsibility for faulty material or workmanship. The Contractor shall remedy any defects in the work and pay any damage to other work resulting therefrom, which shall appear within one year from the date of final acceptance of the work provided hereunder. The Office shall give written notice of observed defects with reasonable promptness.

3. TAXES: Contractor agrees that, unless otherwise indicated in the order, the prices herein do not include federal, state, or local sales or use tax from which an exemption is available for purposes of this order. Contractor agrees to accept and use tax exemption certificates when supplied by the Office as applicable. In case it shall ever be determined that any tax included in the prices herein was not required to be paid by Contractor, Contractor agrees to notify the Office and to make prompt application for the refund thereof, to take all proper steps to procure the same and when received to pay the same to the Office.

4. PACKING AND SHIPMENT: Deliveries shall be made as specified without charge for boxing, carting, or storage, unless otherwise specified. Articles shall be suitably packed to secure lowest transportation cost and to conform to the requirements of common carriers and any applicable specifications. Order numbers and symbols must be plainly marked on all invoices, packages, bills of lading, and shipping orders. Bill of lading must accompany each invoice. Count or weight shall be final and conclusive on shipments not accompanied by packing lists.

5. DELIVERY: Delivery must be strictly in accordance with delivery schedule. If Contractor's deliveries fail to meet such schedule, the Office, without limiting its other remedies, may direct expedited routing and the difference between the expedited routing and the order routing costs shall be paid by the Contractor. Articles fabricated beyond the Office’s releases are at Contractor’s risk. Contractor shall not make material commitments or production arrangements in excess of the amount or in advance of the time necessary to meet delivery schedule, and, unless otherwise specified herein, no deliveries shall be made in advance of the Office’s delivery schedule. Neither party shall be liable for excess costs of deliveries or defaults due to the causes beyond its control and without its fault or negligence, provided, however, that when the Contractor has reason to believe that the deliveries will not be made as scheduled, written notice setting forth the cause of the anticipated delay will be given immediately to the Office. If the Contractor’s delay or default is caused by the delay or default of a subcontractor, such delay or default shall be excusable only if it arose out of causes beyond the control of both Contractor and subcontractor and without fault of negligence or either of them and the articles or services to be furnished were not obtainable from other sources in sufficient time to permit Contractor to meet the required delivery schedule.

Delivery Terms For the purchase of goods, the Division 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.

6. FORCE MAJEURE: The State may, at its discretion, excuse the performance of an obligation by a party under this Agreement in the event that performance of that obligation by that party is prevented by an act of God, act of war, riot, fire, explosion, flood or other catastrophe, sabotage, severe shortage of fuel, power or raw materials, change in law, court order, national defense requirement, or strike or labor dispute, provided that any such event and the delay caused thereby is beyond the control of, and could not reasonably be avoided by, that party. The State may, at its discretion, extend the time period for performance of the obligation excused under this section by the period of the excused delay together with a reasonable period to reinstate compliance with the terms of this Agreement.

7. INSPECTION: All articles and work will be subject to final inspection and approval after delivery, notwithstanding prior payment, it being expressly agreed that payment will not constitute final acceptance. The Office, at its option, may either reject any article or work not in conformity with the requirements and terms of this order, or re-work the same at Contractor’s expense. The Office may reject the entire shipment where it consists of a quantity of similar articles and sample inspection discloses that ten (10%) percent of the articles inspected are defective, unless Contractor agrees to reimburse the Office for the cost of a complete inspection of the articles included in such shipment. Rejected material may be returned at Contractor’s risk and expense at the full invoice price plus applicable incoming transportation charges, if any. No replacement of defective articles of work shall be made unless specified by the Office.

8. INVOICE: The original and duplicate invoices covering each and every shipment made against this order showing Contract number, Vendor number, and other essential particulars, must be forwarded promptly to the ordering agency concerned by the Vendor to whom the order is issued. Delays in receiving invoice, and any errors or omissions on statements, will be considered just cause for withholding settlement without losing discount privileges. All accounts are to be carried in the name of the agency or institution receiving the goods, and not in the name of the Office.

9. ALTERATIONS: The Office reserves the right to increase or decrease all or any portion of the work and the articles required by the bidding documents or this agreements, or to eliminate all or any portion of such work or articles or to change delivery date hereon without invalidating this Agreement. All such alterations shall be in writing. If any such alterations are made, the contract amount or amounts shall be adjusted accordingly. In no event shall Contractor fail or refuse to continue the performance of the work in providing of articles under this Agreement because of the inability of the parties to agree on an adjustment or adjustments.

10. TERMINATION: The Office may terminate the whole or any part of this Agreement in any one of the following circumstances:

a. The Contractor fails to make delivery of articles, or to perform services within the time or times specified herein, or

b. If Contractor fails to deliver specified materials or services, or

c. If Contractor fails to perform any of the provisions of this Agreement, or

d. If Contractor so fails to make progress as to endanger the performance of this Agreement in accordance with its terms, or

e. If Contractor is adjudged bankrupt, or if it makes a general assignment for the benefit of its creditors or if a receiver is appointed on account of its insolvency, or

f. Whenever for any reason the State shall determine that such termination is in the best interest of the State to do so.

In the event that the Office terminates this Agreement in whole or in part, pursuant to this paragraph with the exception of (f), the Office may procure (articles and services similar to those so terminated) upon such terms and in such manner as the Office deems appropriate, and Contractor shall be liable to the Office for any excess cost of such similar articles or services.

11. NON-APPROPRIATION: Notwithstanding any other provision of this Agreement, if the State does not receive sufficient funds to fund this Agreement and other obligations of the State, if funds are de-appropriated, or if the State does not receive legal authority to expend funds from the Maine State Legislature or Maine courts, then the State is not obligated to make payment under this Agreement.

12. COMPLIANCE WITH APPLICABLE LAWS: Contractor agrees that, in the performance hereof, it will comply with applicable laws, including, but not limited to statutes, rules, regulations or orders of the United States Government or of any state or political subdivision(s) thereof, and the same shall be deemed incorporated herein by reference. Awarding agency requirements and regulations pertaining to copyrights and rights in data. Access by the grantee, the subgrantee, the Federal grantor agency, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers and records of the Contractor which are directly pertinent to that specific contract for the purpose of making audit, examination, excerpts, and transcriptions. Retention of all required records for three years after grantees or subgrantees make final payments and all other pending matters are closed. Compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h), section 508 of the Clean Water Act, (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR part 15). (Contracts, subcontracts, and subgrants of amounts in excess of $100,000). Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871).

13. INTERPRETATION: This Agreement shall be governed by the laws of the State of Maine as to interpretation and performance.

14. DISPUTES: The Office will decide any and all questions which may arise as to the quality and acceptability of articles provided and installation of such articles, and as to the manner of performance and rate of progress under this Contract. The Office will decide all questions, which may arise as to the interpretation of the terms of this Agreement and the fulfillment of this Agreement on the part of the Contractor.

15. ASSIGNMENT: None of the sums due or to become due nor any of the work to be performed under this order shall be assigned nor shall Contractor subcontract for completed or substantially completed articles called for by this order without the Office’s prior written consent. No subcontract or transfer of agreement shall in any case release the Contractor of its obligations and liabilities under this Agreement.

16. STATE HELD HARMLESS: The Contractor agrees to indemnify, defend, and save harmless the State, its officers, agents, and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, material men, laborers and other persons, firm or corporation furnishing or supplying work, services, articles, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by the Contractor in the performance of this Agreement.

17. SOLICITATION: The Contractor warrants that it has not employed or written any company or person, other than a bona fide employee working solely for the Contractor to solicit or secure this Agreement, and it has not paid, or agreed to pay any company, or person, other than a bona fide employee working solely for the Contractor any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon, or resulting from the award for making this Agreement. For breach or violation or this warranty, the Office shall have the absolute right to annul this agreement or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gifts, or contingent fee.

18. WAIVER: The failure of the Office to insist, in any one or more instances, upon the performance of any of the terms, covenants, or conditions of this order or to exercise any right hereunder, shall not be construed as a waiver or relinquishment of the future performance of any such term, covenant, or condition or the future exercise of such right, but the obligation of Contractor with respect to such future performance shall continue in full force and effect.

19. MATERIAL SAFETY: All manufacturers, importers, suppliers, or distributors of hazardous chemicals doing business in this State must provide a copy of the current Material Safety Data Sheet (MSDS) for any hazardous chemical to their direct purchasers of that chemical.

20. COMPETITION: By accepting this Contract, Contractor agrees that no collusion or other restraint of free competitive bidding, either directly or indirectly, has occurred in connection with this award by the Office.

21. INTEGRATION: All terms of this Contract are to be interpreted in such a way as to be consistent at all times with this Standard Terms and Conditions document, and this document shall take precedence over any other terms, conditions, or provisions incorporated into the Contract.

22. ORDER OF PRECEDENCE. In the event of a conflict between the documents comprising this Agreement, the Order of Precedence shall be:

a. Exceptions - If applicable

b. General Terms & Conditions for Goods and/or Services under Buyer Purchase Orders and Master Agreements

c. Scope of Work - If applicable

d. Vender Agreement - Included at Department's Discretion

e. Other - Included at Department's Discretion

23. CYBERSECURITY AND PROHIBITED TECHNOLOGIES: The Provider certifies to the best of Provider’s knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this Contract:

a. is not a foreign adversary business entity, https://www.maine.gov/oit/prohibited-technologies, Title 5 MRSA §2021 (3); and

b. is not on the list of prohibited companies or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies, Title 5 MRSA §2030-B.

A person who knowingly signs this contract, in violation of this section, commits a civil violation for which a fine may be adjudged in an amount that is twice the amount of this contract or $250,000, whichever is greater, Title 5 MRSA §2030-A.

Appendix A

STATE OF MAINE

DEPARTMENT DEFENSE, VETERANS AND EMERGENCY MANAGEMENT

MILITARY BUREAU

RFQ 15A260429*0279

BID COVER PAGE and RESPONSIBLE BIDDER CERTIFICATION

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:

· 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:

State of Maine RFQ# 15A 260429*0279 Rev. 2/2/2023 Responsible Bidder 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:

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 DEFENSE, VETERANS AND EMERGENCY MANAGEMENT

MILITARY BUREAU

DETAILED SPECIFICATIONS

RFQ # 15A 260429*0279

FMS#1 Saco - Gym Equipment Procurement, Assembly & Installation

The State reserves the right to not make an award to the low-cost bidder when the bidder has had documented poor performance and/or a contract terminated or not renewed within the last five years.

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 Location: FMS#1 – C/O CW2 Joshua Spear, 20 Eastview Parkway, Saco, Maine 04072

Installation: Bid Price must include installation for any item requiring installation. Note installation needs to be scheduled to be completed within 1 week of materials being delivered.

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.

Award: The state intends to make a single award to the bidder with the lowest total quote. The state reserves the right to make multiple awards if it is in the best interest of the state. Additionally, due to required approval by the NGB, quotes must be good for 120 days..

Additionally, once the BPO is awarded the vendor is required to provide any/all warranties for the equipment to Program Administrator (Ken Merrifield) 207-430-6335 or his designee, prior to delivery.

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. Please see the specifications on this and the next pages.

Procurement will submit one buyer purchase order (BPO) to one vendor. Required delivery date: before 17 July 2026

Below is the list of items being bid on – specifications are included in Appendix D

General

a. The vendor will schedule all deliveries and installation under this agreement to be performed during the department’s normal working hours defined as 7:30 a.m. to 4:00 p.m. Monday – Friday.

b. Note this does exclude State and Federal Holidays for normal scheduled work.

Installation

a. Once awarded, the selected vendor will provide detailed step-by-step information and management schedule of the delivery & installation.

b. Installation is anticipated to be able to begin when products are delivered.

c. This site does not have a delivery dock, or elevator and vendor will need to plan accordingly.

d. The selected vendor shall take all necessary precautions to ensure there is no damage to the State’s property. All damage(s) to such property and furnishings shall be repaired or replaced at no additional cost to the State. The selected vendor will ensure that all floors, walls, doorjambs, and furniture that require protection shall be appropriately protected before movement commences.

e. DVEM representatives will inspect equipment/furniture installation and confirm that all is in good working order. Deficiencies will be brought to the attention of the vendor and those items will be corrected or replaced at no additional cost to the State.

f. The selected vendor will ensure that the equipment does not impede on the OIT wireless system, building electrical panels, fire safety equipment, and the building mechanical systems.

g. The selected vendor will clean the reconfiguration areas, to include removing all trash, cardboard, plastic, etc. associated with the project, prior to leaving on the final day.

h. The selected vendor shall schedule (1) one follow-up visits after the installation to adjust or move the equipment to comply with needs of the employees as they move into the space. The follow-up visits will be included as part of this project total cost.

i. The selected vendor will be responsible for all means and methods as they relate to safety and will comply with all local, state, and federal requirements. All contracted personnel shall be instructed to be mindful of maintaining a safe environment for the facility.

j. Before the project starts, the selected vendor shall inspect the work site and ascertain all information necessary to deliver effective performance of services.

k. The vendors installers will need to pass vetting for the MEARNG facility to be unescorted during the installation process. (See Vetting Below)

Vetting

a. The Department retains the right to screen and restrict from the facility personnel employed by or representing the provider who do not receive a satisfactory/passing background check.

b. All persons must pass a federal background check conducted by the Department of Defense, Veterans and Emergency Management (DVEM) before being allowed into/onto the facility grounds. This applies to all Maine National Guard facilities and grounds.

c. The Contractor must supply a list of people who may be either involved in the work effort, accompanying the Contractor, subcontracted, or present at the facility to the Vetting Coordinator. This must happen within two weeks after the award of the contract or two weeks prior to the beginning of the contract, whichever comes first. This also applies to any “new” employees that become part of the project for the contract’s length.

d. The list will include first name, middle initial, last name, date of birth, maiden name, social security number or another federal issued identification number and driver’s license number & state issued for each person.

e. The Department will provide to the Provider the names of those personnel that are acceptable for access, and those that are not acceptable for unescorted access into/onto our facilities. The Department will not be legally allowed to share any specifics regarding why certain personnel are considered unacceptable for any access.

Awarded Contractor Invoice Requirements

a. The State anticipates paying the Contractor on the basis of Net 30 payment terms, upon the receipt of an accurate and acceptable invoice, once materials are received/installed.

i. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine BPO number, State of Maine Vendor 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.

Vendor Communications

a. The Contractor must respond to all emails and phone calls within one (1) business day.

The contractor is expected to meet (can be virtual) with the Facility POC (CW2 Joshua Spear) 207-5508, or his designee at least TWO weeks prior to the delivery & installation.

Military Facility:

The appearance and cleanliness of the facility are a direct representation of the Department. The vendor will be responsible for making sure the workplace is tidy and completely clean after work is completed.

State Held Harmless: The Contractor shall indemnify and hold harmless the Department and its officers, agents, and employees from and against any and all third party claims, liabilities, and costs, including reasonable attorney fees, for any or all injuries to persons or property or claims for money damages, including claims for violation of intellectual property rights, arising from the negligent acts or omissions of the Contractor, its employees or agents, officers or Subcontractors in the performance of work under this Agreement; provided, however, the Contractor shall not be liable for claims arising out of the negligent acts or omissions of the Department, or for actions taken in reasonable reliance on written instructions of the Department.

Appendix C

DEPARTMENT DEFENSE, VETERANS AND EMERGENCY MANAGEMENT

MILITARY BUREAU

COST RESPONSE

RFQ # 15A 260429*0279

FMS#1 Saco - Gym Equipment Procurement, Assembly & Installation

All responses to this RFQ will require a cost quotation response, in a format selected by the State of Maine. That format is attached in an excel file “gym equip spreadsheet.xlsx”. Submissions in any other format may be rejected.

All bids must be entered into the Vendor Self Service (VSS). There are multiple lines representing each of the items being bid on.

All bids must have a bid price (Unit Price). The price must be filled in using numbers and a decimal point only. Example: If you bid is for one dollar you would enter 1.00

All bids 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.

Required completed documents which must be attached:

· Appendix A: Bid Cover Page & Debarment Form (Pages 11 & 12 of this document)

· Appendix C: Cost Response.

The RFQ 260429*0279. Bids need to be entered in the Vendor Portal as detailed in Appendix C as well as

· The attached bid worksheet (excel) must be filled out, breaking down the total bid by item. No other options will be entertained.

· Reminder = quotes must be good for 120 days

Bids submitted not as instructed may be rejected.

The State of Maine reserves the right to request supporting information including the number of hours assigned to each task and the products intended to be used in the facility.

APPENDIX D

STATE OF MAINE

DEPARTMENT DEFENSE, VETERANS AND EMERGENCY MANAGEMENT

MILITARY BUREAU

RFQ# 15A 260429*0279

FMS#1 Saco - Gym Equipment Procurement & Installation

ITEM SPECIFICATIONS

image1.png image2.emf

Copy of 230507 Saco FMS 1 FFE Remaining 40%.xlsx furn bid only

ERROR:#REF! To be bid out

Row Labels Sum of Quantity Sum of 16-Jan-25 Row Labels Sum of Quantity Est Total

AF Anti-fatigue mat $ 160.00 12 FSC Flammable Storage Cabinet $ 2,670.00 1 $2,670.00

BC Bookcase $ 296.00 4 $1,184.00 OXY Oxygen Storage Cabinet 1 $1,185.00

C1 Executive Chair $ 705.50 4 $2,822.00 MDS Medium Duty Steel Shelving $ 1,142.39 29 $33,129.31

C2 Task Chair $ 528.50 18 $9,513.00

C3 Side Chair $ 294.50 6 $1,767.00

C4 Classroom Chair $ 337.50 24 $8,100.00

C5 Dining/ Breakroom Chair $ 268.50 16 $4,296.00

CT Coat Tree $ 185.00 8

FC File Cabinet Mobile Pedestal** $ 245.00 14 $3,430.00

Furn furniture installation $ 7,000.00 1 $7,000.00

L Light Personal $ 200.00 20

LF lateral File $ 708.96 1 $708.96

MC Metal Credenza Low $ 1,075.00 3 $3,225.00

OS Overhead Storage Cabinet $ 760.00 10 $7,600.00

RYB Reycling Battery Center $ 60.00 1 $60.00

RY Deskside Recycle Container $ 15.00 8 $120.00

T1 Table Office Height adjustable $ 869.03 1 $869.03

T2 Table Office Height adjustable with screen $ 1,225.42 7 $8,577.94

T2a Table Office Height adjustable $ 921.52 3 $2,764.56

T3 Table, classroom $ 2,100.00 12

T4 Table, Dining/ Breakroom $ 700.00 4 $2,800.00

TR1 Trash Container Interior medium $ 260.00 2 $520.00

TR2 Trash Container Deskside wastebasket $ 11.00 19 $209.00

TR3 Multicontainer Sorting 3EA*** $ 335.00 2 $670.00

TS tower storage, metal $ 880.95 3 $2,642.85

WBB Workbench table with power $ 750.00 1 $750.00

** reduced from ordering 17 to 14

*** reduced fom odering 3 to 2 received

Row Labels DO/BPO Placed winning bid $/ea Total Ordering DO/BPO's Placed total Received Remaining

BD Broom and Dust Pan BPO15a20250116*0933 $ 27.94 3 $83.82 2 1

CC Custodial Cart BPO15a20250116*0933 $ 420.23 2 $840.46 2

CM1 Coffeemaker Single BPO15a20250116*0933 $ 187.99 1 $187.99 1

CM2 Coffeemaker, 12 Cup BPO15a20250116*0933 $ 140.35 1 $140.35 1

M Microwave BPO15a20250116*0933 $ 159.52 1 $159.52 1

MB Mop Bucket BPO15a20250116*0933 $ 99.48 3 $298.44 3

MOP Mop w/handle BPO15a20250116*0933 $ 50.84 3 $152.52 3

PTB Plunger and Toilet Brush BPO15a20250116*0933 $ 36.88 5 $184.40 5

RF Refrigerator BPO15a20250116*0933 $ 1,624.10 1 $1,624.10 1

SB Shop Broom BPO15a20250116*0933 $ 44.14 2 $88.28 2

V Vacuum Cleaner BPO15a20250116*0933 $ 275.32 1 $275.32 1

Grand Total $4,035.20 list by bids

Row Labels DO/BPO Placed winning bid $/ea Total Ordering DO/BPO's Placed total Received

Items on the list but NOT Bid Out & Not Purchased

Row Labels DO/BPO Placed FFE Est Total Ordering DO/BPO's Placed total

LCD75 LCD-75 inch monitor Note will have to be purcased thru CHESS $ 2,199.99 2 $4,399.98

SWD Stackable washer and dryer $ 1,484.99 1 $1,484.99 This will be for the Air Guard Side

MMD Monitor Mounting device $ 60.00 7 $420.00

$6,304.97

Items Bid out but not purchased - will have to be rebid it purchasing desired

Row Labels original bid est Total Ordering DO/BPO's Placed total

AB Adjustable Bench Weight $ 357.00 1 $357.00

CCV Cable Crossover $ 1,881.00 1 $1,881.00

DB1 Dumbell Set $ 1,525.00 1 $1,525.00

DBR Dumbell Rack 3 Tiers $ 315.00 1 $315.00

FWB Adjustable Free weight bench $ 448.00 1 $448.00

GBC Gym Bar Curl $ 60.00 1 $60.00

GBT Gym Bar Training $ 245.00 1 $245.00

GYM Freight and Install Gym equipment $ 5,150.00 1 $5,150.00

MR Weight Room Mirrors $ 429.00 4 $1,716.00

T3 Table, classroom $ 2,100.00 6 $12,600.00

TM Treadmill $ 3,289.00 2 $6,578.00

PTH Plate Tree with Bar Holder $ 118.00 1 $118.00

$30,993.00

ANG Priorities

1. washer and dryer – Occ Health Requirement

2. Gym equipment (I asked the team to give some priorities, more to follow) See above for gym stuff

3. (4) Air 2 Hose Reels 3/8 or ½ inch diameter hose, 50 feet in length Taken care throuhg ABIs

4. Retractable wall mounted water hose reel 1/2X70FT, GSA Part #FMRBL8340FZ Maybe

5. Commercial Water Hose Reel GSA Part Number HT2EZ49XK98 Maybe

6. Mobile Work Bench GSA Part Number: IPJ30602R6PYFL Maybe

7. (3) Overhead storage Cabinet – on the list you provided line 183, 150, 32 (https://www.ais-inc.com/files/2024_Calibrate.pdffor) See orginal list https://www.ais-inc.com/files/2024_Calibrate.pdffor summy of sheet 1

$110,429.33

Row Labels Sum of Quantity Sum of 16-Jan-25

AB Adjustable Bench Weight $ 357.00 1

AF Anti-fatigue mat $ 160.00 12

BC Bookcase $ 296.00 4 $1,184.00

BD Broom and Dust Pan $ 27.94 3 $83.82

C1 Executive Chair $ 705.50 4 $2,822.00

C2 Task Chair $ 528.50 18 $9,513.00

C3 Side Chair $ 294.50 6 $1,767.00

C4 Classroom Chair $ 337.50 24 $8,100.00

C5 Dining/ Breakroom Chair $ 268.50 16 $4,296.00

CC Custodial Cart $ 420.23 2 $840.46

CCV Cable Crossover $ 1,881.00 1

CM1 Coffeemaker Single $ 187.99 1 $187.99

CM2 Coffeemaker, 12 Cup $ 140.35 1 $140.35

CT Coat Tree $ 185.00 8

DB1 Dumbell Set $ 1,525.00 1

DB2 Dumbell set small $ 60.00 1

DBK Dumbell Rack with Kettlebell Rack $ 320.00 1

DBR Dumbell Rack 3 Tiers $ 315.00 1

EM Eliptical Machine $ 2,359.00 1

FC File Cabinet Mobile Pedestal $ 245.00 14 $3,430.00

FUB Flat Utility Bench $ 175.00 1

Furn furniture installation $ 7,000.00 1 $7,000.00

FWB Adjustable Free weight bench $ 448.00 1

GBC Gym Bar Curl $ 60.00 1

GBT Gym Bar Training $ 245.00 1

GM Folding Gym Mat $ 250.00 3

GYM Freight and Install Gym equipment $ 5,150.00 1

KB Kettlebell Set $ 181.00 1

L Light Personal $ 200.00 20

LCD55 LCD-55 inch monitor $ 1,399.99 5

LCD75 LCD-75 inch monitor $ 2,199.99 2

LF lateral File $ 708.96 1 $708.96

MB Mop Bucket $ 99.48 3 $298.44

MC Metal Credenza Low $ 1,075.00 3 $3,225.00

MOP Mop w/handle $ 50.84 3 $152.52

OS Overhead Storage Cabinet $ 760.00 10 $7,600.00

PPR Pro Power Rack $ 571.00 1

PTB Plunger and Toilet Brush $ 36.88 5 $184.40

PTH Plate Tree with Bar Holder $ 118.00 1

RF Refrigerator $ 1,624.10 1 $1,624.10

RGP Rubber Grip Plates $ 1,355.00 1

RM Rowing Machine $ 700.00 1

RY Deskside Recycle Container $ 15.00 8 $120.00

SB Shop Broom $ 44.14 2 $88.28

SBC Stationary Bicycle $ 1,839.00 1

SC Scale Digital Weight $ 467.00 1

MDS Medium Duty Steel Shelving $ 1,142.39 29 $33,129.31

SWD Stackable washer and dryer $ 1,484.99 1

SV Shelving $ 420.37 1

T1 Table Office Height adjustable $ 869.03 1 $869.03

T2 Table Office Height adjustable with screen $ 1,225.42 7 $8,577.94

T2a Table Office Height adjustable $ 921.52 3 $2,764.56

T3 Table, classroom $ 2,100.00 12

T4 Table, Dining/ Breakroom $ 700.00 4 $2,800.00

TM Treadmill $ 3,289.00 2

TR1 Trash Container Interior medium $ 260.00 2 $520.00

TR2 Trash Container Deskside wastebasket $ 11.00 19 $209.00

TR3 Multicontainer Sorting 3EA $ 335.00 2 $670.00

TS tower storage, metal $ 880.95 3 $2,642.85

V Vacuum Cleaner $ 275.32 1 $275.32

WBB Workbench table with power $ 750.00 1 $750.00

WC Wall Clock $ 76.33 17

FSC Flammable Storage Cabinet $ 2,670.00 1 $2,670.00

MMD Monitor Mounting device $ 60.00 7

OSC Oxygen Storage Cabinet $ 1,185.00 1 $1,185.00

Grand Total $110,429.33 pivots

Row Labels Sum of Quantity Sum of 16-Jan-25 Row Labels Sum of Quantity Sum of 16-Jan-25

AB 1 AB Adjustable Bench Weight $ 357.00 1

AF 12 AF Anti-fatigue mat $ 160.00 12

BC 4 1097.8 BC Bookcase $ 274.45 4 $1,097.80

BD 3 83.82 BD Broom and Dust Pan $ 27.94 3 $83.82

C1 4 2822 C1 Executive Chair $ 705.50 4 $2,822.00

C2 18 9513 C2 Task Chair $ 528.50 18 $9,513.00

C3 6 1767 C3 Side Chair $ 294.50 6 $1,767.00

C4 24 8100 C4 Classroom Chair $ 337.50 24 $8,100.00

C5 16 4296 C5 Dining/ Breakroom Chair $ 268.50 16 $4,296.00

CC 2 840.86 CC Custodial Cart $ 420.43 2 $840.86

CCV 1 CCV Cable Crossover $ 1,881.00 1

CM1 1 187.99 CM1 Coffeemaker Single $ 187.99 1 $187.99

CM2 1 140.35 CM2 Coffeemaker, 12 Cup $ 140.35 1 $140.35

CT 8 CT Coat Tree $ 185.00 8

DB1 1 DB1 Dumbell Set $ 1,525.00 1

DB2 1 DB2 Dumbell set small $ 60.00 1

DBK 1 DBK Dumbell Rack with Kettlebell Rack $ 320.00 1

DBR 1 DBR Dumbell Rack 3 Tiers $ 315.00 1

EM 1 EM Eliptical Machine $ 2,359.00 1

FC 17 3430 FC File Cabinet Mobile Pedestal $ 245.00 17 $3,430.00

FUB 1 FUB Flat Utility Bench $ 175.00 1

Furn 1 7000 Furn furniture installation $ 7,000.00 1 $7,000.00

FWB 1 FWB Adjustable Free weight bench $ 448.00 1

GBC 1 GBC Gym Bar Curl $ 60.00 1

GBT 1 GBT Gym Bar Training $ 245.00 1

GM 3 GM Folding Gym Mat $ 250.00 3

GYM 1 GYM Freight and Install Gym equipment $ 5,150.00 1

KB 1 KB Kettlebell Set $ 181.00 1

L 18 L Light Personal $ 200.00 20

L 2 LCD55 LCD-55 inch monitor $ 1,399.99 5

LCD55 5 LCD75 LCD-75 inch monitor $ 2,199.99 2

LCD75 2 LF lateral File $ 708.96 1 $708.96

LF 1 708.96 MB Mop Bucket $ 99.48 3 $298.44

MB 3 298.44 MC Metal Credenza Low $ 1,075.00 3 $3,225.00

MC 3 3225 MOP Mop w/handle $ 50.82 3 $152.46

MOP 3 152.46 OS Overhead Storage Cabinet $ 760.00 10 $7,600.00

OS 10 7600 PPR Pro Power Rack $ 571.00 1

PPR 1 PTB Plunger and Toilet Brush $ 36.84 5 $184.20

PTB 5 184.2 PTH Plate Tree with Bar Holder $ 118.00 1

PTH 1 RF Refrigerator $ 1,624.10 1 $1,624.10

RF 1 1624.1 RGP Rubber Grip Plates $ 1,355.00 1

RGP 1 RM Rowing Machine $ 700.00 1

RM 1 RY Deskside Recycle Container $ 15.00 8 $120.00

RY 8 120 SB Shop Broom $ 44.14 2 $88.28

SB 2 88.28 SBC Stationary Bicycle $ 1,839.00 1

SBC 1 SC Scale Digital Weight $ 467.00 1

SC 1 shelving Medium Duty Steel Shelving $ 1,142.39 29 $33,129.31 shelving 29 33129.31 Stackable washer and dryer (blank) $ 1,484.99 1

Stackable washer and dryer 1 SV Shelving $ 420.37 1

SV 1 T1 Table Office Height adjustable $ 869.03 1 $869.03

T1 1 869.03 T2 Table Office Height adjustable with screen $ 1,225.42 7 $8,577.94

T2 7 8577.94 T2a Table Office Height adjustable $ 921.52 3 $2,764.56

T2a 3 2764.56 T3 Table, classroom $ 2,100.00 12

T3 12 T4 Table, Dining/ Breakroom $ 700.00 4 $2,800.00

T4 4 2800 TM Treadmill $ 3,289.00 2

TM 2 TR1 Trash Container Interior medium $ 260.00 2 $520.00

TR1 2 520 TR2 Trash Container Deskside wastebasket $ 11.00 19 $209.00

TR2 19 209 TR3 Multicontainer Sorting 3EA $ 335.00 3 $670.00

TR3 3 670 TS tower storage, metal $ 880.95 3 $2,642.85

TS 3 2642.85 V…