Lawncare for FMS #5 - Caribou

The State of Maine, specifically the Department of Defense, Veterans and Emergency Management - Military Bureau, is seeking a lawn care services contractor for Facility Management System (FMS) #5 located at 20 North Street in Caribou. The procurement is a Request for Quotation (RFQ) for comprehensive lawn maintenance services covering a 0.6-acre facility during the growing season from May through October, with additional winter cleanup requirements. Required services include weekly mowing and trimming, maintaining grass heights between 3.5 and 5 inches, edging, debris removal, and perimeter maintenance. The contractor must perform services during state working hours of 7:30 a.m. to 4:00 p.m., excluding holidays, and provide advance scheduling to facility contacts. Key performance requirements include bagging and removing clippings, maintaining fence lines, and being subject to monthly performance evaluations using a detailed checklist. The solicitation requires bidders to submit quotes on company letterhead, a Bid Cover Page with Responsible Bidder Certification, a Cost Response Sheet, and a Disaster Recovery Plan. Questions are due by January 26, 2026 at noon, and final quotations must be submitted by February 9, 2026 at 4:00 p.m. Eastern Standard Time.

The contract does not specify specific set-aside designations or restrictions on respondent types. The current vendor is Steve Gagnon, who charges approximately $3,000 annually. Contractors must meet several critical qualifications, including federal background vetting for all personnel, 24-hour communication response times, and liability for facility damage with repairs required within 10 working days. The initial contract term runs from May 1, 2026, to April 30, 2027, with two optional one-year renewal periods potentially extending through April 30, 2029. Bidders must provide pricing for all five potential contract years and maintain bid firmness for 180 days from the bid opening date. The state will evaluate bids on a best value basis, primarily focusing on lowest price among conforming bids, with the potential for disqualification based on documented poor performance history. Successful contractors must submit employee lists within two weeks of award and comply with Site Location of Development Act permit requirements. While specific budget ranges are not explicitly detailed, the annual cost appears to be in the $3,000 range, with potential for adjustment based on bid submissions.