rfq lawncare bid sheet rev 1.xlsx

This is a Request for Quotation (RFQ) bid sheet issued by the Maine Department of Defense, Veterans & Emergency Management for lawncare services at the Maine Army National Guard facility located at 64 Mount Apatite Road in Auburn. The solicitation seeks comprehensive lawn care maintenance for a 3.66-acre mowable area, including weekly mowing and trimming to maintain grass height between 3.5 to 5 inches, edging, grass clipping and debris removal, trash collection, and specialized maintenance of retention ponds and underdrain filter beds. The contract term is one year, commencing May 1, 2026, and extending through April 30, 2027, with four optional one-year renewal periods available through October 31, 2030. The lawncare season is defined as May through October annually, with winter cleanup required once per year. Final quotations must be submitted by January 29, 2026, at 4:00 p.m. Eastern Standard Time, with questions due by January 20, 2026, at 12:00 p.m.

Bidders must submit detailed cost proposals for all five potential contract years using the State's Vendor Self Service system and include pricing for the initial season, three renewal periods, and the final partial renewal period. The bid sheet requires separate pricing for standard lawncare services and additional hourly rates for work outside the defined scope. The current incumbent vendor, Evergreen Yard Care, Inc., maintains the facility at an approximate yearly cost of $13,200 including spring cleanup, which serves as a baseline reference. Evaluation will be conducted on a best value basis with primary consideration given to the lowest price among conforming bids. Contractors must provide a Responsible Bidder Certification, detailed cost response, subcontractor information limited to 15% of work, and a comprehensive Disaster Recovery Plan, with all personnel required to pass federal background checks before facility access.