Timber Mats

The State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, is seeking quotations for non-treated hemlock timber mats through a Request for Quotation (RFQ) on behalf of the Department of Agriculture, Forestry and Conservation. The procurement aims to establish a Master Agreement contract enabling state agencies to purchase timber mats on an as-needed basis. Bidders must submit quotations for timber mats in various configurations, including 8" x 8" and 12" x 12" timber with mat sizes ranging from 4' x 12' to 4' x 20', across three regional locations: Eastern (Bangor), Western (Farmington), and Northern (Ashland). Quotations are due by 4:00 p.m. Eastern Standard Time on January 15, 2026, and must be submitted through the State of Maine's Advantage Vendor Self Service (VSS) electronic procurement system. The contract term is anticipated to run from February 1, 2026, through January 31, 2027, with four optional one-year extension periods potentially extending the contract through January 31, 2031. Pricing must be quoted on a per-unit basis with delivery timeframes in calendar days, with prices guaranteed firm for a minimum of one year and subsequent price adjustments requiring sixty days' notice and manufacturer documentation.

No specific set-asides or incumbent preferences are identified in the RFQ. The State anticipates making multiple awards based on lowest bid price per item per region, with order placement criteria prioritizing the lowest contracted price at the closest supplier location and vendor ability to supply mats when needed. Bidders have the optional opportunity to extend contract pricing to municipalities, political subdivisions, and school districts in Maine. Delivery terms are FOB Destination, meaning all shipping charges are included in the bid price and the vendor bears all risk until the State takes possession. The requesting agency will arrange pickup and transportation at the supplier's location, with product inspection occurring after delivery and unacceptable shipments to be refused and returned at the vendor's expense. Essential bid documents include the Bid Cover Page, Responsible Bidder Form (Appendix A), Municipality/Political Subdivision Participation Certification (Appendix D), and Master Agreement Vendor Contact and Contract Signor Information (Appendix E). While specific award values are not detailed, estimated 2026 usage varies by region and configuration, with quantities ranging from 1 to 20 units for specified items.