Title VI FHWA Assurance package (1).pdf

This is a Title VI FHWA Assurance package document prepared for the State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, and Department of Transportation in connection with a procurement for curve warning signs, steel U-channel posts, and wooden 4x6 posts. The solicitation encompasses approximately 38,190 square feet of regulatory and warning signs, 2,000 steel U-channel posts, and 3,120 wooden 4x6 posts for delivery across five Maine regions. The quotation deadline is March 10, 2025, at 4:00 PM EST, with vendor questions accepted through March 8, 2025. The initial contract period runs from May 19, 2025, to May 18, 2026, with potential extensions through May 18, 2028. Deliveries will be made twice to each region (10 total deliveries), with half of the signs delivered in spring and half in fall. The state intends to make a single award based on the lowest total bid amount.

The contract operates under FOB destination pricing with all shipping charges included and payment terms of net 30 upon receipt of an accurate invoice. Vendors must maintain firm pricing for at least one year, with any price adjustment requests requiring 60 days notice and manufacturer documentation of cost increases. As a federally-funded contract, the procurement is subject to federal compliance requirements including Davis-Bacon Act provisions, non-segregated facilities certifications, Buy America provisions, and Equal Employment Opportunity (EEO) compliance standards. The contract specifies federal participation requirements for female (6.9%) and minority participation and includes certifications regarding non-collusion and debarment status. The resulting Master Agreement Contract will be open to all State of Maine departments for purchases, with the Department of Transportation serving as the primary user.