RFQ Westbrook lawncare

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, is issuing a Request for Quotations (RFQ) for lawn care services at the Maine Army National Guard Westbrook Armory located at 120 Stroudwater Street in Westbrook, Maine. The procurement seeks qualified contractors to provide comprehensive lawncare maintenance services for 0.25 acres of lawn area during the growing season (May through October) and winter cleanup services. The scope of work includes mowing and trimming grass to a uniform height between 3.5 and 5 inches on a weekly basis, 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 (7:30 a.m. to 4:00 p.m.) while staff is present, with exact scheduling to be negotiated post-award. Contractors will be subject to monthly performance evaluations using a standardized checklist and must meet vetting requirements including federal background checks for all personnel; personnel must respond to communications within one business day. The RFQ anticipates one award and evaluation will be conducted on a best value basis prioritizing lowest price among qualifying responses. Quotations are due no later than 4:00 p.m. Eastern Standard Time on March 13, 2026, with a questions deadline of March 6, 2026. Bidders must submit quotes through the State's Vendor Self Service (VSS) 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 contract term spans May 1, 2026 through April 30, 2027, with two optional two-year renewal periods extending through October 31, 2030. The current vendor, Quist Lawn Care, charges approximately $2,500 annually, which serves as a reference point for anticipated award values. No specific set-aside designations or restrictions limiting responses to particular organization types have been identified in the solicitation documents. The contractor will be responsible for all damage to facility grounds and must complete repairs within ten working days; payment is made on a monthly billing cycle basis for services successfully provided, with deductions applied for unperformed scheduled tasks. Contractors failing to meet performance standards will receive written notice of deficiencies and have two weeks to correct identified issues; failure to do so may result in contract termination with thirty days notice, and three consecutive poor performance evaluations automatically trigger termination eligibility. Contractors have fifteen calendar days to appeal any termination decisions to the Director of the Division of Procurement Services.