RFP 2026-075 On-Call/As Needed Mechanical & Equipment Services

Administered by University of Maine System
Office of Strategic Procurement
Request for Proposal (RFP)
On-Call / As Needed Mechanical & Equipment
Services
RFP# 2026-075
Issued Date: March 10, 2026
Response Deadline Date/Time: March 23, 2026, 11:59 p.m. EST
Response Submission and Inquiry Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line - JG: Mechanical & Equipment Services - RFP#2026-075
Response Contact Information:
Email: UMSResponses@maine.edu

Request for Proposal - 2026-075 Mechanical & Equipment Services Dated: March 10, 2026
Contents
1.0 INTRODUCTION ...................................................................................................................... 3
1.1 Definitions, Background, Purpose and Specifications............................................... 3
1.2 General Information ......................................................................................................... 10
1.3 General Submission Provisions ................................................................................... 14
2.0 EVALUATION AND AWARD PROCESS ........................................................................... 16
2.1 Evaluation Criteria ........................................................................................................... 16
2.2 Award ................................................................................................................................. 17
2.3 Tie Bids .............................................................................................................................. 17
2.4 Negotiations ...................................................................................................................... 17
2.5 Award Protest ................................................................................................................... 18
3.0 RESPONSE FORMAT REQUIREMENTS ........................................................................... 18
3.1 General Format Instructions .......................................................................................... 18
3.2 Response Format Instructions ...................................................................................... 19
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Request for Proposal - 2026-075 Mechanical & Equipment Services Dated: March 10, 2026
1.0 INTRODUCTION
1.1 Definitions, Background, Purpose and Specifications
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 Background
Overview
Established in 1968, the University of Maine System (UMS) unites six distinctive
public universities, comprising 10 campuses and numerous centers, in the
common purpose of providing quality higher education while delivering on its
traditional tripartite mission of teaching, research, and public service.
A comprehensive public institution of higher education, UMS serves more than
30,000 students annually and is supported by the efforts of more than 2,000 full-
time and part-time faculty, more than 3,000 regular full-time and part-time staff,
and a complement of part-time temporary (adjunct) faculty.
Reaching more than 500,000 people annually through educational and cultural
offerings, the University of Maine System also benefits from more than two-thirds
of its alumni population residing within the state; more than 123,000 individuals.
The System consists of six universities: The University of Maine (UMaine),
including its regional campus the University of Maine at Machias (UMM); the
University of Maine at Augusta (UMA); the University of Maine at Farmington
(UMF); the University of Maine at Fort Kent (UMFK), the University of Maine at
Presque Isle (UMPI); and the University of Southern Maine (USM). The System
also includes the University of Maine School of Law and the University of Maine
Graduate and Professional Center.
Campus thumbnails
University of Maine at Augusta
Founded in 1965, the University of Maine at Augusta transforms the lives of
students of every age and background across the State of Maine and beyond
through access to high-quality distance and on-site education, excellence in
student support, civic engagement, and professional and liberal arts programs.
UMA is the third largest public university in Maine. A leader in distance education,
UMA has a statewide presence with two campuses in Augusta and Bangor, eight
UMA Centers from Saco to Houlton, and 32 course receive sites across Maine.
Flexible modalities, with classes onsite, online, through video conference,
Interactive Television, and at UMA Centers allow its students to take classes, while
keeping work and family commitments. While UMA has a traditional-aged cohort,
two-thirds of its students are over 25 years old. Over 50% of UMA's students are
first generation and 72% are Pell Grant eligible. These students are motivated to
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make a positive change in their lives by pursuing a college degree. With its multiple
locations and long-term expertise in online and distance learning, UMA is generally
considered the university of choice for Mainers of all ages who want to attend
college without uprooting their lives.
University of Maine at Farmington
The University of Maine at Farmington is the birthplace of public higher education
in Maine and has earned a national reputation for excellence. Established in 1864,
it is a small, selective public liberal arts college, serving primarily full-time,
traditional-age undergraduates in a residential setting. UMF offers quality
programs in teacher education, human services, arts and sciences and
professional studies. At Farmington, students feel connected, deeply woven in the
roots of the community. Through hands-on learning, the sharing of ideas, debating
of issues and pursuit of research, our professors become an active part of their
student's lives helping them engage and succeed in a place where they are valued,
inspired and empowered. Located in the foothills of the mountains of western
Maine, UMF offers the perfect mix of the active outdoor lifestyle with the
quintessential New England college town. With enrollment at around 1,800 full-
time students, UMF is about the same size as many of New England's most
selective private colleges and offers many of the same advantages, yet at a very
affordable price-providing a tremendous college value in a spectacular natural
setting.
University of Maine at Fort Kent
Founded in 1878, the University of Maine at Fort Kent is a unique learning
institution perfect for people seeking a rural scholastic atmosphere of modern
academic standards combined with an eclectic mix of rugged outdoor vistas and
access to cosmopolitan epicenters across two countries. The learning
opportunities at UMFK have become a model of a "destination university" that
other New England campuses attempt to emulate. Strong academic programs
include associate and bachelor's degrees in disciplines such as nursing, business,
biology, forestry and cybersecurity among others. The student body at UMFK
numbering 1,500, has a higher percentage of international students than any other
university in New England, allowing immersion in a cultural opportunity that is
unique in the world. UMFK enjoys national recognition for quality and value as well
as championships in men's and women's soccer.
University of Maine
The University of Maine, founded in Orono in 1865, is the state's land grant and
sea grant university. As the state's only public research university, UMaine has a
statewide mission of teaching, research and economic development, and
community service. UMaine is among the most comprehensive higher education
institutions in the Northeast with nearly 100 majors and academic programs. It
attracts students from Maine and 49 other states, and more than 60 countries. It
currently enrolls more than 11,400 undergraduate and graduate students who can
directly participate in research, working with world-class scholars. UMaine offers
more than 100 degree programs through which students can earn graduate
certificates, master's, doctoral or professional science master's degrees. The
university promotes environmental stewardship, with substantial efforts campus
wide aimed at conserving energy, recycling and adhering to green building
standards in new construction.
University of Maine at Machias
The University of Maine at Machias is a regional campus of the University of Maine.
With its environmental liberal arts core, distinctive baccalaureate programs and
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student-centered community, UMM creates enriching educational opportunities
that prepare graduates for professional success and lifelong engagement. It offers
15 undergraduate degree programs that serve approximately 800 students. Small
class sizes and hands-on learning define the academic experience at Maine's
coastal university, where there is a shared commitment to exploration, leadership,
collaboration and interdisciplinary problem solving. UMM's applied research and
community outreach contribute to the quality of life and economic development in
Down East Maine and beyond.
University of Maine at Presque Isle
For more than a century, the University of Maine at Presque Isle has been helping
students find their path to great professional careers, providing its 1,100 traditional
and non-traditional students from all areas of the state, country, and world with life-
changing opportunities in a caring, small-university environment. UMPI combines
liberal arts and selected professional programs and serves as a cultural and
educational resource for the entire region. The campus sits on 150 acres
surrounded by the rolling hills and potato fields of northern Maine and strives to be
the region's premier learning institution while helping to stimulate cultural and
economic development in Aroostook County and the State of Maine. The
University serves as an educational and cultural center for the area and its facilities
are utilized for lectures, programs, concerts, dance performances, exhibits, and
plays that benefit the entire region.
University of Southern Maine
Known for its academic excellence and student focus, the University of Southern
Maine (USM) is a community-engaged university taking advantage of its three-
campus location in the economic and cultural heart of Maine to provide unmatched,
authentic, hands-on learning experiences. This gives our graduates a leg up in
launching their careers while at the same time meeting the workplace needs of our
region and state.
Our significant financial and academic support provides our students access to a
high quality education, helps ensure their success once they are here and enables
them to pursue and realize their dreams upon graduation.
Reflecting the community it serves, USM has become known as "the University of
Everyone," welcoming a diverse mix of ages, backgrounds and income levels to
our 8,000 plus student body. Ranging from traditional high school graduates to
adults completing their degree, from high achievers to those who may not have
seen a college education in their future, from new Mainers to veterans who have
served our nation, the University of Southern Maine supports their academic
pursuits and encourages their advancement.
University of Maine School of Law
The University of Maine School of Law is the state's public and only law school, a
vital resource serving our local, regional, national, and global community. Maine
Law is an institutional public servant committed to providing an accessible and
affordable student-focused program of legal education and achieving the highest
standards of ethical behavior. Our rigorous doctrinal and experiential curriculum,
influential scholarship, and signature programming prepare students to practice
law, promote respect for the rule of law, and advance justice for all members of
society.
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University of Maine Graduate and Professional Center
Located in Portland but serving students and employers statewide, the University
of Maine Graduate and Professional Center (the Maine Center) brings together
academic programs in law, business, and public policy to train the workforce of the
future and grow Maine's economy. The Maine Center is an academic consortium
composed of the University of Maine School of Law, the University of Maine
Graduate School of Business, the graduate programs of the Muskie School of
Public Service, and the Cutler Institute of Health and Social Policy. This consortium
develops cross-disciplinary, experiential, and market-driven programming for
graduate students in the Maine Center's three focus areas. The Maine Center also
delivers programming for members of Maine's civic, business, and legal
communities, including executive education, certificates, workshops, externship
placements, and a startup incubator/accelerator. The Maine Center is supported
by a challenge grant from the Harold Alfond Foundation.
1.1.3 Purpose
The University of Maine System is seeking responses to provide On-Call/As-
Needed Mechanical and Equipment Services 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).
Respondents should review 1.1.4 Specifications / Scope of Work of this
document to see the full Scope of Services/Products required.
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).
All campuses in the University of Maine System must be afforded the use of this
solution, with all the same terms and conditions applicable to the various University
locations.
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Request for Proposal - 2026-075 Mechanical & Equipment Services Dated: March 10, 2026
1.1.4 Specifications / Scope of Work
The University is seeking the following services to support the University's
Department of Facilities Management on an on-call / as-needed basis.
Respondents that qualify will be the University's preferred Contractor(s) to provide
services listed. As part of the qualification, the awarded Contractors will be
required to sign a contract for five (5) year with the option for and additional five
(5) year renewal.
Each Trade will be awarded individually.
MECHANICAL & EQUIPMENT SERVICES
B-1 Mechanical Services, Gas & Oil Boiler (Residential & Commercial)
B-2 Mechanical Services, HVAC
B-3 Refrigeration Services
B-4 Food Equipment Repair Services
B-5 Air Compression Technician Services
B-6 Life Safety Services
B-7 Generator Technician Services
B-8 Radio Technician Services
IMPORTANT: Respondents to any of the trade groups identified above must
carefully review the experience and requirements outlined below. Only those who
meet these requirements and can demonstrate the necessary trade experience
will be considered. Submissions that do not satisfy the stated criteria or fail to
provide evidence of relevant experience will be excluded from further evaluation.
Trade B-1: Mechanical Services, Gas & Oil Boiler (Residential &
Commercial). Contractors shall be able to work on commercial grade gas, oil
and dual fuel boilers and on residential grade gas, oil and dual fuel boilers.
1. Contractor shall have the ability to perform the services that include, but
are not limited to, leak test of system(s), test and check controls, check,
clean and/or replace thermocouples and pilot orifice, clean and adjust
ignition system, lubricate motors and bearing assemblies, visual wiring
inspection where possible, test and check clock thermostats, hot water
distribution systems, test fire equipment for proper operation, and
perform a combustion efficiency test for maximum performance for
commercial grade gas and oil boiler systems and for residential grade
gas and oil boiler systems.
2. Contractor and employees shall have appropriate State of Maine
licenses for work to be performed.
3. Contractor must be capable of providing the necessary technical
personnel from its own work force to respond to services requests.
Indicate in the response the number of employees in the Contractor's
own workforce.
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Trade B-2: Mechanical Services, HVAC. Services shall be to provide
maintenance, repair and general upkeep of HVAC systems for Facilities
Management.
1. Contractor and Contractor employees shall have and are required to
provide copies of the appropriate state of Maine license(s) and/or
certificates for work to be performed on HVAC units.
2. Contractor must be capable of providing the necessary technical
personnel from its own work force to respond to services requests.
Indicate in the response the number of employees in the Contractor's
own workforce.
3. Contractor shall possess the ability to perform services to include, but
not be limited to, skilled work installing and maintaining new and existing
air conditioners, chillers, split AC systems, Univents, refrigeration units,
fans, and related controls, piping, pumps, screens, filters, valves, and
circuit setters. Contractor shall have the ability to repair or replace black
iron piping and fittings, copper piping and fittings, pexs, shark bite, or
other poly products.
4. Contractor shall possess the ability to repair or replace pneumatic,
electro-pneumatic, or DDC controls and actuators. Contractor shall be
able to solder, braze, cut, and thread piping. Contractor shall have a
basic understanding of Building Automation Systems, and how different
control functions affect various building systems.
5. Contractor shall have the ability and all necessary equipment to perform
testing and inspections in accordance with current state of Maine codes,
rules and regulations.
6. Contractor shall provide sufficient supervision, staff, equipment and
materials to address at least three (3) responses simultaneously for
Contracts awarded as an enterprise contract.
Trade B-3: Refrigeration Services. Services shall be to provide
maintenance, repair and general upkeep of refrigeration systems for
Facilities Management.
7. Contractor and Contractor employees shall have and are required to
provide copies of the appropriate state of Maine license(s) and/or
certificates for work to be performed on refrigeration units.
8. Contractor must be capable of providing the necessary technical
personnel from its own work force to respond to services requests.
Indicate in the response the number of employees in the Contractor's
own workforce.
9. Contractor shall possess the ability to perform services to include, but
not be limited to, skilled work installing and maintaining new and existing
air conditioners, chillers, split AC systems, Univents, refrigeration units,
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fans, and related controls, piping, pumps, screens, filters, valves, and
circuit setters. Contractor shall have the ability to repair or replace black
iron piping and fittings, copper piping and fittings, pexs, shark bite, or
other poly products.
10. Contractor shall possess the ability to repair or replace pneumatic,
electro-pneumatic, or DDC controls and actuators. Contractor shall be
able to solder, braze, cut, and thread piping. Contractor shall have a
basic understanding of Building Automation Systems, and how different
control functions affect various building systems.
11. Contractor shall have the ability and all necessary equipment to perform
testing and inspections in accordance with current state of Maine codes,
rules and regulations.
12. Contractor shall provide sufficient supervision, staff, equipment and
materials to address at least three (3) responses simultaneously for
Contracts awarded as an enterprise contract.
Trade B-8: Radio Technician Services. Contractor shall provide emergency
and routine vehicular and portable radio antenna and component installation,
maintenance and repair services.
Contractor must be capable of providing the necessary technical personnel from
its own work force to respond to services requests. Indicate in the response the
number of employees in the Contractor's own workforce.
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1.2 General Information
1.2.1 Contract Administration and Conditions
1.2.1.1 The winning Respondent will be required to execute a contract in the
form of a University of Maine System Master Agreement, which is
attached to this response as Appendix D. The Master Agreement
initial term and renewal periods are reflected in Section 2 of Appendix
D, Master Agreement, and are subject to continued availability of
funding and satisfactory performance.
The Master Agreement entered into by the parties shall consist of the
University of Maine System Master Agreement (attached to this
document), the RFP, the selected Respondent's submission, including
all appendices or attachments and clarifications, the specifications
including all modifications thereof, and a Purchase Order or Letter of
Agreement requiring signatures of the University and the Contractor,
all of which shall be referred to collectively as the Agreement
Documents.
In the event of a conflict of terms the following precedence will apply:
1. University of Maine System Master Agreement
2. Agreement Riders as required
3. Contract Amendments (as required)
4. The University's RFP
5. Respondent's Submission
6. Purchase Order or Letter of Agreement
1.2.1.2 Modification of Agreement terms and conditions is permitted except
that the University, due to its public nature, will not:
a. Provide any defense, hold harmless or indemnity;
b. Waive any statutory or constitutional immunity;
c. Apply the law of a state other than Maine;
d. Procure types or amounts of insurance beyond those UMS
already maintains or waive any rights of subrogation.
e. Add any entity as an additional insured to UMS policies of
insurance;
f. Pay attorneys' fees, costs, expenses or liquidated damages;
g. Promise confidentiality in a manner contrary to Maine's
Freedom of Access Act;
h. Permit an entity to change unilaterally any term or condition
once the contract is signed;
i. Accept any references to terms and conditions, privacy
policies or any other websites, documents or conditions
referenced outside of the contract; or
j. Agree to automatic renewals for term(s) greater than month-
to-month.
1.2.1.3 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:
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