RFB 2026-108 Vehicle Purchases
| Bidders ID: | NBD14105586548961463 |
|---|---|
| Due Date: | Jun 2, 2026 |
| Posted Date: | May 29, 2026 |
| Level of Government: | State & Local |
| State: | Maine |
| Agency: | University of Maine |
| Category: |
|
| Solicitation Number: | 2026-108 |
| Source: | Members Only |
| bid # | due date | due time | commodity | attachments | addenda |
| 2026-108 | 02-Jun-2026 | 11:59 pm | RFB 2026-108 Vehicle Purchases | No attachments available |
RFB 2026-108 Addendum 1
RFB 2026-108 Addendum 2 |
Attachment Preview
Administered by University of Maine System
Office of Strategic Procurement
Request for Bid (RFB)
Vehicle Purchases
RFB #2026-108
Issued Date: May 4, 2026
Response Deadline Date/Time: May 22, 2026, 11:59 p.m. EST
Response Submission Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line – DH: Vehicle Purchases - RFB#2026-108
Response Contact Information:
Email: UMSResponses@maine.edu
Request for Bid – Vehicle Purchases
Dated: May 4, 2026
Table of Contents
1.0 INTRODUCTION........................................................................................................................... 3
1.1 General Information ............................................................................................................... 3
1.2 Tie Bids....................................................................................................................................... 6
1.3 Negotiations ............................................................................................................................... 6
1.4 Award Protest ............................................................................................................................ 7
2.0 Bid Terms ...................................................................................................................................... 7
2.1 Payment Terms ......................................................................................................................... 7
2.2 Pricing:..................................................................................................................................... 7
2.3 Invoices .................................................................................................................................. 7
2.4 Product / Service Delivery ................................................................................................... 8
2.5 Order of Precedence............................................................................................................ 8
Appendix A – University of Maine System Response Cover Page..................................... 9
Appendix B – Debarment, Performance and Non-Collusion Certification...................... 11
Appendix C – Required Cost Evaluation Exhibits................................................................. 12
University of Maine System RFB
Rev. 11/04/2025
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Request for Bid – Vehicle Purchases
Dated: May 4, 2026
1.0
INTRODUCTION
1.1 General Information
1.1.1 Definitions
The University of Maine System will hereinafter be referred to as the "University."
Respondents to the document shall be referred to as "Respondent(s)” or
“Respondent”.
The Respondent to whom the Agreement is awarded shall be referred to as the
"Contractor."
The University of Maine System and other components of the University shall be
referred to as “Multi-Institution”.
1.1.2
Purpose
The University of Maine System is seeking bids to provide vehicles as defined in
this document. This document provides instructions for submitting responses, the
procedure and criteria by which the Respondent(s) will be selected, and the
contractual terms which will govern the relationship between the University and the
awarded Respondent(s).
The University is committed to providing increased access and opportunity to
diverse businesses include and not limited to: Lesbian, Gay, Bisexual and
Transgender Business Enterprise (LGBTQ+BE); Minority Business Enterprise
(MBE); Service-Disabled Veteran Business Enterprise (SDVBE); Small Business
Enterprise (SBE); veteran-owned; service-disabled veteran-owned; HUBZone;
small disadvantaged business; women-owned; minority-owned; Veteran Business
Enterprise (VBE); and Women’s Business Enterprise (WBE).
1.1.3
Communication with the University
It is the responsibility of the Respondent to inquire about any requirement of this
document that is not understood. Responses to inquiries, if they change or clarify
the document in a substantial manner, will be forwarded by addenda to all parties
that have received a copy of the document. Addenda will also be posted on our
web site, www.maine.edu/strategic/upcoming_bids.php
It is the responsibility of all Respondents to check the web site before submitting a
response to ensure that they have all pertinent documents. The University will not
be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made using the Response Contact Information provided on
the cover sheet of this document. Refer to table in Section 1.3.1 Timeline of Key
Events for deadline requirements.
1.1.4
Confidentiality
The University must adhere to the provisions of the Maine Freedom of Access Act
(FOAA), 1 MRSA §401 et seq. As a condition of submitting a response under this
section, a respondent must accept that, to the extent required by the Maine FOAA,
responses to this solicitation, and any ensuing contractual documents, are
considered public records and therefore are subject to freedom of access requests.
University of Maine System RFB
Rev. 11/04/2025
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Request for Bid – Vehicle Purchases
Dated: May 4, 2026
The information contained in responses submitted for the University's
consideration will be held in confidence until all evaluations are concluded and a
Respondent selected (the successful Respondent). At that time the University will
issue award notice letters to all participating Respondents and all Respondents’
responses may be made available to participating Respondents upon request.
Such request must be made by submitting a written request to the individual noted
in the Response Contact Information shown on the cover sheet of this document,
with a copy of the request provided to the other Respondents. Such requests are
public records.
After the protest period has passed and the Agreement is fully executed,
responses will be available for public inspection upon request.
Pricing and other information that is an integral part of the offer cannot be
considered confidential after an award has been made. The University will honor
requests for confidentiality for information that meets the definition of “trade secret”
under Maine law. Clearly mark any portion of your submitted materials which are
entitled to “trade secret” exemption from disclosure under Maine's Freedom of
Access Act. Failure to so identify as trade secret will authorize the University to
conclude that no portions are so exempt; and that your entity will defend, indemnify
and hold harmless the University in any and all legal actions that seek to compel
the University to disclose under Maine's Freedom of Access Act some or all of your
submitted materials and/or contract, if any, executed between the University and
your entity.
1.1.5 Costs of Preparation
Respondent assumes all costs of preparation of the response and any
presentations necessary to the response process.
1.1.6
Authorization
Any Agreement for services that will, or may, result in the expenditure by the
University of $50,000 or more must be approved in writing by the Office of Strategic
Procurement, Chief Procurement Officer and it is not approved, valid or effective
until such written approval is granted.
Authorization. Any contract or agreement for services that will, or may, result in the
expenditure by the University of $50,000 or more must be approved in writing by
the Executive Director of Strategic Procurement & Services and it is not approved,
valid or effective until such written approval is granted.
Vice Chancellor for Finance and Administration approval is required of any
University of Maine System agreement of $50,000 or more, and it is not approved,
valid or effective until such written approval is granted.
Chief Business Officer approval is required of any campus specific agreement of
$50,000 or more, and it is not approved, valid or effective until such written
approval is granted.
1.1.7 Multi-Institutional
University of Maine System RFB
Rev. 11/04/2025
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Request for Bid – Vehicle Purchases
Dated: May 4, 2026
The University of Maine System, Office of Strategic Procurement reserves the
right to authorize other University Institutions to use the Agreement(s) resulting
from this document, if it is deemed to be beneficial for the University to do so.
1.1.8 Pricing
All prices provided shall remain firm for the entire term of the agreement.
1.1.9
Cost Response Form Quantities
The quantities shown on the cost response form are approximate only. The
Contractor shall cover the actual needs of the University throughout the term of the
Agreement regardless of whether they are more or less than the quantities shown.
1.1.10 Employees
The Contractor shall employ only competent and satisfactory personnel and shall
provide a sufficient number of employees to perform the required services
efficiently and in a manner satisfactory to the University. If the Agreement
Administrator or designee, notifies the Contractor in writing that any person
employed on this Agreement is incompetent, disorderly, or otherwise
unsatisfactory, such person shall not again be employed in the execution of this
Agreement without the prior written consent of the Agreement Administrator.
1.1.11 Environment Compliance
In the event that the resulting Agreement involves the generation, transportation,
handling, disposal, and/or other operations or activities in relation to toxic,
hazardous, radioactive, or otherwise dangerous gases, vapors, fumes, acids,
alkali’s, chemicals, wastes or contaminants and/or other substance, material or
condition, the Contractor agrees to indemnify save harmless and defend the
University from and against all liabilities, claims, damages, forfeitures, suits, and
the costs and expenses incident thereto (including costs of defense, settlement
and reasonable attorney’s fees) which the University may hereafter incur as a
result of death or bodily injuries or damage to any property, contamination of or
adverse effects of the environment or any violation of state or federal regulations
or laws (including without limitation the Resources Conservation and Recovery
Act, the Hazardous Material Transportation Act or the Superfund Amendment and
Reauthorization Act, as the same now exists or may hereafter be amended) or
order based on or arising in whole or in part from the Contractor’s performance
under the Agreement, provided, however the Contractor shall not indemnify the
University for any liabilities, claims, damages, (as set forth above) caused by or
arising out of the sole negligence of the University, or arising out of any area of
responsibility not attributable to Contractor.
1.1.12 Specification Protest Process and Remedies:
If a Respondent feels that the specifications are written in a way that limits
competition, a specification protest may be sent to the Office of Strategic
Procurement to the email address provided on the cover page of this
document. Specification Protests will be responded to within five (5) business
days of receipt. Determination of protest validity is at the sole discretion of the
University. The due date of the proposal may be changed if necessary to allow
consideration of the protest and issuance of any necessary
addenda. Specification protests shall be presented to the University in writing as
University of Maine System RFB
Rev. 11/04/2025
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