Westbrook_lawncare.pdf

This is a site plan diagram prepared for the State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, acting on behalf of the Department of Defense, Veterans and Emergency Management-Military Bureau, illustrating the lawncare area at the Maine Army National Guard Westbrook Armory located at 120 Stroudwater Street in Westbrook, Maine. The diagram depicts a 0.25-acre lawncare area and identifies site features including bollards, guardrails, fencing, gates, buildings, sidewalks, and concrete pads. The scope of work requires comprehensive lawncare maintenance services during the growing season from May through October, including weekly mowing and trimming to maintain grass height between 3.5 and 5 inches, removal and bagging of grass clippings, edging along sidewalks and planting beds, trash removal, fence line maintenance, and seasonal cleanup tasks. All work must be performed during facility operating hours between 7:30 a.m. and 4:00 p.m. while staff is present. The contract term spans May 1, 2026 through April 30, 2027, with two optional two-year renewal periods available, extending potential contract duration through October 31, 2030. Quotations are due by 4:00 p.m. Eastern Standard Time on March 13, 2026, with a questions deadline of March 6, 2026.

The anticipated contract value is approximately $2,500 annually based on the current vendor's pricing. Bidders must submit quotes through the State's Vendor Self Service electronic procurement system and include a cost response sheet in Excel format, a bid cover page with responsible bidder certification, and a disaster recovery plan. The current incumbent vendor is Quist Lawn Care. Award will be made on a best value basis prioritizing lowest price among qualifying responses. Contractors must meet vetting requirements including federal background checks for all personnel and respond to communications within one business day. Monthly performance evaluations will be conducted using a standardized checklist, and contractors failing to meet performance standards will receive written notice with two weeks to correct deficiencies; three consecutive poor performance evaluations automatically trigger termination eligibility with thirty days notice. Contractors have fifteen calendar days to appeal termination decisions to the Director of the Division of Procurement Services. The contractor bears responsibility for all damage to facility grounds and must complete repairs within ten working days, with payment made on a monthly billing cycle basis for services successfully provided.