rfq260317-0234.pdf

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 1 of 18

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 15A260317*0234

MEARNG NMRC

– Parking Areas Restriping & Crack Filling

Quotations/Responses Due: 15 April 2026 not later than 4:00 p.m. local time

Mandatory Walk Through: There is a walkthrough on 6 April 2026 at 9am. This is a one-time only tour.

If you plan on attending the tour, please contact Steve Hartley at 207-430-5433 by Noon on Friday the 3rd of April to determine meet up location.

Questions Due Date: Thursday, 9 April 2026 not later than Noon 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 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 Defense, Veterans and Emergency Management – Military Bureau (“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.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 2 of 18

RFQ TERMS/ACRONYMS with DEFINITIONS

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

Term/Acronym Definition

ADA Americans with Disabilities Act

ANSI American National Standard Institute

ASME American Society of Mechanical Engineers

BAFO Best and Final Offer

Bid Bid / Quotation / RFQ response

CFR Code of Federal Regulations

COI Certificate of Insurance

Contract Formal And Legal Binding Agreement

Contractor / Vendor / Provider / Bidder

Person/Group Completing the RFP Bid

Department/DVEM Department of Defense, Veterans and Emergency Management – Military Bureau

EPA Environmental Protection Agency

FOAA Freedom of Access Act

GHS Globally Harmonized System

MAAP Maine Uniform Accounting and Auditing Practices for Community Agencies

MEARNG Maine Army National Guard

M.R.S. Title Maine Revised Statues

NEPA National Environmental Policy Act

NGB National Guard Bureau

NMRC Northern Maine Readiness Center

PFAS Pre and Polyfluorinated Substances

PR Proposal Request

SDS Safety Data Sheet

State/SOM State of Maine

VC#/VS# State of Maine Vendor Contract #

Vetting Vetting is a thorough background check and investigation process, in this case it is a Federal Background Check

VSS

The Vendor Self Service System (VSS) web portal provides vendors with a single-entry point to register, identify the commodities/services that their company provides, look for business opportunities, and respond to solicitations.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 3 of 18

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 page 11

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:

• Quote on Company Letterhead: This document will be used to evaluate your bid.

Please make sure it contains information demonstrating your bid meets the posted specifications.

• Cost Response Sheet, Excel Format Preferred

• Product and Warranty Information for Crack Sealing Material

• Product and Warranty Information for Paint Material to be used

• Appendix A: Bid Cover Page and Responsible Bidder Certification

• Appendix D: Subcontractors / Disaster Recovery Plan

3. Contract Term In addition to any mutually agreed upon delivery dates for purchases of goods, the contract resulting from this RFQ will have a term, or “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.

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

Period Start Date End Date

Period of Performance 6/1/2026 11/30/2026

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.

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

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 4 of 18

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.

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

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.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 5 of 18

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.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 6 of 18

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 must 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.

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

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 7 of 18

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 must 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.

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

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 8 of 18

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:

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.”

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

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 9 of 18

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

MEARNG NMRC– Parking Areas Restriping & Crack Filling

BID COVER PAGE and RESPONSIBLE BIDDER CERTIFICATION

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:

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 10 of 18

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:

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:

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 11 of 18

Appendix B

STATE OF MAINE

DETAILED SPECIFICATIONS

Work General: MEARNG is looking to contract the service of restriping and covering of 90 parking spaces, multiple walkways and no parking zones at our Northern Maine Readiness Center location. Additionally, we are looking for a second price, as part of this request, for the pavement crack filling at the same location.

Work Site: The NMRC is located at 6 Edgemont Drive in Presque Isle, Maine.

Last Contract Information: This is the first time we have bid this service out.

Pre-Bid Tour of the Facility: There is a walkthrough on 6 April 2026 at 9am. This is a one-time only tour.

If you plan on attending the tour, please contact Steve Hartley at 207-430-5433 by Noon on Friday the 3rd of April to determine meet up location.

Scope of Work:

Parking Space Restriping & Crack Filling -

• The Contractor will provide their own yellow, white, black-cover paint and blue paint and all supplies needed to stripe or restripe parking spots, crosswalks, motorcycle parking, EV parking only spaces, handicapped parking spots, do not park areas and road stripes, as needed for each location.

• The parking spot sizes will meet or exceed State of Maine, City of Presque Isle and ADA laws and rules for standard size. Minimum size is below:

Space Length Width

Standard 18ft 9ft

Handicap Car 18ft 8ft with 5ft access aisle

Handicap Van 18ft 8ft with 5ft access aisle

Minimum Travel Isle Width = 24 ft

For any diagonal spaces, or other potential questions on size please consult the code specifically for the City of Presque Isle which can be found:

https://presqueislemaine.gov/Document%20Center/Government/Ordinances/Chapte r%205%20Traffic%20Regulations%20Ordinance%2003-05- 2025.pdf?t=202507182101150 https://presqueislemaine.gov/Document%20Center/Government/Ordinances/Chapter%205%20Traffic%20Regulations%20Ordinance%2003-05-2025.pdf?t=202507182101150 https://presqueislemaine.gov/Document%20Center/Government/Ordinances/Chapter%205%20Traffic%20Regulations%20Ordinance%2003-05-2025.pdf?t=202507182101150 https://presqueislemaine.gov/Document%20Center/Government/Ordinances/Chapter%205%20Traffic%20Regulations%20Ordinance%2003-05-2025.pdf?t=202507182101150

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 12 of 18

• All parking spots will restriped with appropriate colored paint. All marking, I.E.

handicapped, motorcycle, EV etc., will be painted. All crosswalks or areas designated as no parking will be painted. The colors used for painting each different item will be the standard DOT color code, and or as required by local ordinances.

o EV Parking spaces should be designated for "EV Charging Only," often painted with green markings or the electric vehicle symbol.

o Accessible Parking Spaces should be painted blue with the access be painted with hash marks to discourage parking.

o Motorcycle Parking Spaces - Designated spots are delineated with painted lines, often smaller than standard car spaces to accommodate multiple motorcycles o Crosswalk/walkways should try to meet - According to Maine DOT guidelines adopted for local roads, parallel lines for crosswalks must be a minimum of 6 inches in width, while Continental and Zebra markings must be a minimum of 12 inches wide, with 24 inches recommended.

o No Parking Areas - Yellow Curbs, indicate "No Parking" or restricted loading zones, and spaces have a yellow curb and diagonal yellow lines.

• A map of each location is provided with the current number of regular spaces, handicapped spaces, EV vehicle only, handicapped, walkways and single lines denoting roadways.

• Each location must be scheduled with Kenneth Merrifield, Director of Building Control Operations, a minimum of 1 week prior to work being performed. If there are any anomalies, questions or issues you must contact Mr. Merrifield immediately at

(207) -592-1079.

Crack Filling

• Industry standard rubberized crack filling material

• If contracted - cracks are to be filled before striping work starts

• Winning bidder will review the cracks to be filled with Program Administrator, or their designee prior to filling.

Locations & Work to be Performed

Maps of locations where work is to be performed:

NMRC Parking.pdf

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 13 of 18

Hours of work:

• The facilities are open between the hours or 7:30 am and 4:00 pm Daily. Exact hours to be negotiated between the Program Administrator (or their designee) and the Contractor after the contract has been awarded.

• All work must be performed while staff is present. If the exact time cannot be negotiated the low bid will be rejected.

• Hours and days of the week once set may only change with the approval of the Program Administrator (or their designee). If employees are unable to be onsite during these agreed upon hours for any reason the Contractor must notify the Program Administrator (or their designee) prior to the start time, failure to do so can be considered poor performance and can be grounds to terminate the contract.

• If there is a holiday, state closure, the facility needs to restrict outside personnel or if the Contractor’s personnel cannot be at the job site as scheduled the day specific tasks are to be performed, the Contractor must coordinate time with the Program Administrator (or their designee) to accomplish all contractually obligated tasks as soon as possible.

Military Facility: Please note that this facility is used by the military and potentially the public.

The appearance and cleanliness of the facility are a direct representation of the Department.

Therefore, all job spaces must be left clean and tidy at the end of the day, or when jobsite is left.

Pre Job Expectations:

• The contractor is expected to meet with the Program Administrator (Ken Merrifield) 207- 430-6335, or his designee at least TWO weeks prior to the start date of the contract.

▪ to go over the performance expectations

▪ schedule any pre work walkthroughs necessary

▪ and anticipated schedule.

• Failure to do so can result in the pending contract being terminated and the service being put back out to bid.

Contractor Performance/ Evaluation of Service Tour:

This Evaluation of Service Tour is to review the completed Restriping & Crack Filling product and provide acceptance of the completed job.

• This will take place for each location stated in this combined area contract.

The Contractor is required to email the Program Administrator or their designee within 10 days of official execution of the contract to set up the tentative schedule (see Pre Job Expectations above). Once this schedule is set then a schedule needs to be set for Evaluation of Service tours, these will be scheduled for within 72 hours of when the Contractor thinks the Service will be completed at the specific location.

• Tour will be confirmed a week before taking place

• The tour will be documented using an Evaluation of Service Worksheet that must be signed by the Contractor and the Department’s representative.

• If the Contractor fails to contact the Department designee as required, it will be documented on the Evaluation of Service Worksheet and noted as poor performance.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 14 of 18

• If the Contractor fails to attend the scheduled Evaluation of Service Tour, the level of service will be documented by the Department, and the Contractor will not be able to dispute the evaluation.

• This is also the opportunity to develop a “punch list” of any outstanding items, or items that need to be “cleaned up”

The Department reserves the right to request additional performance evaluation tours based on performance issues. This will be scheduled by the Program Administrator, or their designee via written email notification a minimum of three (3) business days prior to requested meeting.

Parking Restriping

Checklist.docx

Contractor Corrections:

• The Contractor will be given two (2) weeks from the date of the Evaluation Tour to correct all issues discovered during the Evaluation of Service Tour.

• If the issues are not resolved during that timeframe the contract could be terminated due to documented poor performance with a thirty (30) day notice.

• Poor performance may be considered in the evaluation of a subsequent bids submitted by the Contractor.

• The Contractor will have fifteen (15) calendar days from the date notified to appeal any termination of contract decision based on the Evaluation of Services Tours.

• The appeal must be addressed to the Director of the Division of Procurement Services.

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

Contractor Payment:

• The contractor will only be paid for the services which have been successfully provided during each billing cycle.

• The billing cycle is one calendar month.

• Invoices cannot be submitted until the billing cycle has closed.

o Invoices must contain Vendor Contract #, Vendor VC#, location of services, and the services performed to be considered acceptable.

• Invoices must be decreased for any scheduled tasks not provided. The State of Maine will not pay for service that has not been performed.

• Deductions will be made for days when service is not provided for any reason. It will be the burden of the Contractor to prove that all billed services have been provided at levels that meet or exceed all contractually obligated standards.

• At the Execution of the contract the Provider will be provided with the email address to send all invoices to for the contract.

Disaster Recovery Plan

a. Each bidding Contractor is required to submit a plan of action with their bid describing how their company will handle the contracted services if an emergency situation occurs where your company has a reduction in work force.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 15 of 18

b. These plans will not be evaluated but will become part of the awarded contract.

c. Bids received without them may be rejected. Bidders can enter their plan in Appendix D, after the cost schedule or they can submit a separate document.

Infectious Disease Spread Prevention: The Contractor must report to the Program Administrator all Contractor employees who are contagious or has come in contact with a person with an infectious disease who may have entered the facility. Reporting must occur within twenty-four (24) hours of Contractor gaining knowledge of the situation.

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 for 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.

Lost, Found or Missing Articles: All unclaimed articles found in or about the work areas by the Contractor will be turned in immediately to the Program Administrator, giving location where article was found.

Compliance with State and Federal Regulations: The Provider and employees will be subject to all applicable State and Federal regulations for the conduct of personnel.

Pre and Polyfluorinated Substances (PFAS): MEARNG’s procurement preference is to avoid or minimize all other products with intentionally added PFAS. PFAS is commonly found in waterproof and/or stain resistant materials, floor waxes, furniture polishes, and paper products including toilet paper.

State Facilities:

a. Damage or Loss of State-Owned Property: The Provider will be held liable for any damage or loss of use of State of Maine owned property caused by the Provider’s employees’ or personnel allowed into the facility by the Provider’s employees. The

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 16 of 18

Provider will be required to pay for all repairs, replace the property with the exact same piece of property or pay for a replacement at current market prices.

b. Loss of Facility Security: If a facility becomes unsecure due to actions of a Provider’s employee, representative or subcontractor, the cost of securing the facility will be the responsibility of the Provider. The Agreement Administrator will determine what needs to be done to secure the facility.

c. Parking: Provider employees shall park only in areas designated by the Program Administrator (or their designee) and will park at their own risk.

Trash/Recycling: Contractor will collect trash/recycling and put it into a designated dumpster area for regular scheduled trash pick-up provided by the Department.

Damage

a. The contractor is responsible for damage to any of the facilities or its grounds that occur in the execution of this contract.

b. The contractor is responsible for the repair being completed within 10 working days from the date of damage.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 17 of 18

Appendix C

STATE OF MAINE

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 total bid price (Contract Amount). 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 The price you enter into the VSS is the total price of the Striping work and the Crack Filling work (Cell D22 in the attached Spreadsheet). This is the price that will be used to evaluate the bids.

rfq bid sheet - nmrc striping and filling.xlsx

Special Considerations

• Striping and crack filling, the total cost for project will be used to determine the low-cost bidder, who provides all requested documents on page 3.

• Depending on the resulting bids we may/may not award the portion for the crack filling.

o This is going to depend on the pricing and the available funding of all the locations for the striping project. (there are 2 other locations, Bangor Area and mid/central Maine being bid out).

• If you did not attend the mandatory walkthrough then your bid will not be considered.

• You also must attach the breakdown in the excel format below to your bid, so we can determine the portion per location as well as the crack filling cost.

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.

State of Maine RFQ# 260317*0234 Form Rev. 9/12/2024 Page 18 of 18

Appendix D

Subcontractors: Subcontractors hired for this contract are subject to all the terms and conditions of the prime contract and must supply Certificates of Insurance to the State in the same amount as the prime contractor. No more than 15% of the work under this contract may be performed by subcontractors and the State reserves the right to remove any unsuitable subcontractor.

Will your company use subcontractors for contractually obligated tasks covered by this bid?

NO _______________ YES _______________

The following tasks will be performed by Subcontractors:

Task Subcontractor

Disaster Recovery Plan: Each bidding Contractor is required to submit a detailed plan of action with their bid describing how their company will handle the contracted services if an emergency situation occurs where your company has a reduction in work force. Response must be more than “We will bring in workers from other areas” or “We have always been able to provide the service.” These plans will not be evaluated but will become part of the awarded contract. Bids received without them may be rejected.