RFB 2026-101 MAP Tray Sealer

Administered by University of Maine System
Office of Strategic Procurement
Request for Bid (RFB)
MAP Tray Sealer
RFB #2026-101
Issued Date: April 14, 2026
Response Deadline Date/Time: April 17, 11:59 p.m. EST
Response Submission Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line - DH: MAP - RFB#2026-101
Response Contact Information:
Email: UMSResponses@maine.edu

Request for Bid - MAP Machine Dated: April 14, 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 ............................................................................................................................ 6
2.0 Bid Terms ...................................................................................................................................... 7
2.1 Payment Terms ......................................................................................................................... 7
2.2 Pricing: ..................................................................................................................................... 7
2.3 Invoices .................................................................................................................................. 7
2.4 Contact - Post Award ........................................................... Error! Bookmark not defined.
2.5 Product / Service Delivery ................................................................................................... 8
2.6 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
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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 is seeking responses to purchase a Modified Atmosphere
Tray (MAP) Sealing Machine 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.
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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
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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
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soon as identified, but no less than five (5) business days prior to the Deadline for
Proposal Submission noted in Section 1.3.1. No protest against the award due to
the specifications shall be considered after this deadline. Protests shall include
the reason for the protest and any proposed changes to the specifications.
1.1.13 Evaluation Criteria
Award will be made to the low respondent provided that all other requirements
are satisfactorily met, including receipt of bid as outlined in Appendix B.
The University will NOT seek a best and final offer (BAFO) from any Respondent
in this procurement process. All Respondents are expected to provide their best
value pricing with the submission of their response. Respondents will NOT be
given another opportunity to modify pricing once submitted.
1.1.14 Award
The University reserves the right to waive minor irregularities, which may include
contacting the Respondent to resolve the irregularity. Scholarships, donations, or
gifts to the University, will not be considered in the evaluation of responses. The
University reserves the right to reject any or all responses, in whole or in part, and
is not necessarily bound to accept the lowest cost response if that response is
contrary to the best interests of the University. The University may cancel this
request or reject any or all responses in whole or in part. Should the University
determine in its sole discretion that only one Respondent is fully qualified, or that
one Respondent is clearly more qualified than any other under consideration, an
Agreement may be awarded to that Respondent without further action.
1.2 Tie Bids
When two equal bids are received, there shall be a preference for "in-state
bidders". When tie bids are both in-state, or both out-of-state, the award will be
made to the bid that arrives first which will be determined by reviewing the
electronic submission date and time stamp.
1.3 Negotiations
The University reserves the right to negotiate with the successful Respondent to
finalize a contract. Such negotiations may not significantly vary the content,
nature or requirements of the proposal or the University's Request for Proposals
to an extent that may affect the price of goods or services requested. The
University reserves the right to terminate contract negotiations with a selected
respondent who submits a proposed contract significantly different from the
response they submitted in response to the advertised RFP. In the event that an
acceptable contract cannot be negotiated with the highest ranked Respondent,
the University may withdraw its award and negotiate with the next-highest ranked
Respondent, and so on, until an acceptable contract has been finalized.
Alternatively, the University may cancel the RFP, at its sole discretion.
1.4 Award Protest
Respondents may appeal the award decision by submitting a written protest to
the University of Maine System's University of Maine System's Executive
Director of Strategic Procurement and Chief Procurement Officer within five (5)
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business days of the date of the award notice, with a copy of the protest to the
successful Respondent. The protest must contain a statement of the basis for the
challenge. Further information regarding the appeal process can be found at:
Administrative Practice Letter VII-A - University of Maine System
If this RFP results in the creation of a pre-qualified or pre-approved list of
vendors, then the appeal procedures mentioned above are available upon the
original determination of that vendor list, but not during subsequent competitive
procedures involving only the pre-qualified or pre-approved list participants.
1.4.1 Bid Submission
A SIGNED copy of this bid document must be submitted to the Office of Strategic
Procurement as follows:
1. Completion of Appendix A. Appendix A must be SIGNED as part of
the submission.
2. Completion of Appendix B. Appendix B must be SIGNED as part of
the submission.
3. Bid submission will be submitted electronically to the Email provided in
the Contact section of the cover page of this document.
4. Electronic submission must be received by the required Response
Deadline/Time reflected on the cover page of this document.
5. Respondent may attached company bid to their submission as
supporting information. Respondent is still required to complete
Appendix C.
2.0 Bid Terms
2.1 Payment Terms
Payment shall be made upon submittal of an electronic invoice to the University by the
Contractor on a net 30 basis unless discount terms are offered. In the event there is a
discrepancy with the invoice, payment terms shall be effective starting on the date the
discrepancy is resolved, for only that portion of the invoice that is disputed. Invoices must
include a purchase order number.
2.2 Pricing:
All prices quoted shall remain firm for the entire term of the agreement.
2.3 Invoices
Unless otherwise specified in an attachment hereto, invoices and questions regarding
invoices will be directed to:
University of Maine System
Accounts Payable
PO BOX 3955
SCRANTON, PA 18505
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Phone: 207-581-2695
Fax: 207-581-2698
Invoice Submission Email: UMAP@maine.edu
Invoice Inquires: UMSCentralAP@maine.edu
2.4 Product / Service Delivery
The following detail the product / service delivery requirements to the awarded
respondent. As part of the submission of the bid the awarded respondent is committing
to these requirements.
Other: Vendor is required to deliver all license/maintenance keys and documentation
necessary to support the usage and record of the University of Maine System acquisition
within the delivery date/time specified above.
2.5 Order of Precedence
In the event of any conflicts among the bid documents the following order of precedence
shall apply:
A. This Request for Bid (RFB).
B. Appendix A - University of Maine System Bid Vendor Page
C. Appendix B - Debarment, Performance and Non-Collusion Certification
D. Appendix C - Pricing
E. Respondent Attachments, as required.
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Appendix A - University of Maine System Response Cover Page
RFB #2026-101
MAP Machine
Organization Name:
Chief Executive -
Name/Title:
Telephone:
Fax:
Email:
Headquarters Street
Address:
Headquarters City/State/Zip:
Lead Point of Contact for
Quote - Name/Title:
Telephone:
Fax:
Email:
Street Address:
City/State/Zip:
1. This pricing structure contained herein will remain firm for a period of 90 days from the date and time
of the quote deadline date.
2. No personnel currently employed by the University or any other University agency participated, either
directly or indirectly, in any activities relating to the preparation of the Respondent's response.
3. No attempt has been made or will be made by the Respondent to induce any other person or firm to
submit or not to submit a response.
4. The undersigned is authorized to enter into contractual obligations on behalf of the above-named
organization.
5. By submitting a response to a Request for Proposal, bid or other offer to do business with the University
your entity understands and agrees that:
a. The Agreement provisions in Section 1.2.1.2 of this document will not be modified and are
thereby incorporated into any agreement entered into between University and your entity; that
such terms and condition shall control in the event of any conflict with such agreement; and
that your entity will not propose or demand any contrary terms;
b. The above Agreement provisions in Section 1.2.1.2 of this document will govern the
interpretation of such agreement notwithstanding the expression of any other term and/or
condition to the contrary;
c. Your entity agrees that the resulting Agreement will be the entire agreement between the
University (including University's employees and other End Users) and Respondent and in the
event that the Respondent requires terms of use agreements or other agreements, policies or
understanding, whether on an order form, invoice, website, electronic, click-through, verbal or
in writing, with University's employees or other End Users, such agreements shall be null, void
and without effect, and the terms of the Agreement shall apply.
d. Your entity will identify at the time of submission which, if any, portion or your submitted
materials are entitled to ''trade secret" exemption from disclosure under Maine's Freedom of
Access Act; that failure to so identify will authorize UMS to conclude that no portions are so
exempt; and that your entity will defend, indemnify and hold harmless UMS in any and all legal
actions that seek to compel UMS to disclose under Maine's Freedom of Access Act some or
all of your submitted materials and/or contract, if any, executed between UMS and your entity.
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To the best of my knowledge all information provided in the enclosed response, both programmatic and
financial, is complete and accurate at the time of submission.
Date: ______________________________________
__________________________________________ ______________________________________
Name and Title (Printed) Authorized Signature
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