RFP 2026-112 UMA Life Safety Services

Administered by University of Maine System
Office of Strategic Procurement
Request for Proposal (RFP)
UMA Life Safety Services
RFP #2026-112
Issued Date: 6/01/2026
Response Deadline Date/Time: 6/26/2026,11:59 p.m. EST
Response Submission Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line - JG: UMA Life Safety Services - RFP#2026-112
Response Contact Information:
Strategic Sourcing Manager (SSM): Jim Gilmore
Email: UMSResponses@maine.edu

Request for Proposal - UMA Life Safety Services Dated: 6/01/2026
Table of Contents
1.0 INTRODUCTION ............................................................................................................................ 3
1.1 Definitions, Background, Purpose and Specifications .................................................. 3
1.2 General Information ................................................................................................................. 6
1.3 General Submission Provisions ........................................................................................ 10
2.0 EVALUATION AND AWARD PROCESS ................................................................................ 12
2.1 Evaluation Criteria ................................................................................................................. 12
2.2 Award ........................................................................................................................................ 13
2.3 Negotiations ............................................................................................................................ 13
2.4 Award Protest ......................................................................................................................... 13
3.0 RESPONSE FORMAT REQUIREMENTS ............................................................................... 15
3.1 General Format Instructions ............................................................................................... 15
3.2 Response Format Instructions ........................................................................................... 15
Appendix A - University of Maine System Response Cover Page ................................... 17
Appendix B - Debarment, Performance and Non-Collusion Certification ...................... 19
Appendix C - Required Cost Evaluation Exhibits ................................................................. 20
Appendix D - Contract for Services .......................................................................................... 24
Appendix E - Evaluation Question(s) - Master Agreement ............................................... 40
Appendix F - Organization Reference Form ........................................................................... 43
Appendix G - Evaluation Question(s) - Organization, Qualifications and Experience 44
Appendix H - Evaluation Question(s) - General, Implementation and Support ........... 45
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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, 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 68%
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are Pell Grant eligible. These students are motivated to 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.
1.1.3 Purpose
The University of Maine at Augusta is seeking responses to provide fire alarm
monitoring, annual fire alarm inspections, and fire alarm repairs 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).
In order to maintain the safety of our students, staff, faculty and guests at the
University of Maine at Augusta, we require fire alarm monitoring, annual fire alarm
inspections and fire alarm repairs to comply with all federal, state and local fire
safety requirements.
Respondents should review 1.1.4 Specifications / Scope of Work of this
document to see the full Scope of Services/Products required.
Though this document is primarily for the University of Maine at Augusta, 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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1.1.4 Specifications / Scope of Work
Services include fire alarm monitoring, annual fire alarm inspections and fire alarm
repairs to comply with all federal, state and local fire safety requirements for the
University of Maine at August campuses in Augusta and Bangor. The University of
Maine at Augusta is located at 46 University Dr, Augusta, ME 04330. The
University of Maine at Augusta's Bangor campus is located at 65 Texas Dr,
Bangor, ME 04401.
The University anticipates signing a contract with an initial term of 3 years with the
ability to extend for an additional 2 years beyond that.
Subcontracting for monitoring services is acceptable however the University will
not consider vendors who subcontract with a third party for inspections and repairs.
The services requested are for the buildings and equipment listed below.
Respondents have the ability to verify equipment on site.
CAMPUS BUILDING PANEL
Augusta Art Building Silent Knight SK-2
Augusta Alumni Center/Photo Studio Silent Knight SK-4
Augusta Blueberry Notifier Honeywell System 500
Augusta Farmhouse Silent Knight 5208
Augusta Fine Arts Firelite MS-10UD
Augusta Jewett Hall Simplex 4002
Augusta Katz Library FireLite MS-10UD
Augusta Mail Room Silent Knight 5700
Augusta Randall Student Center Gamewell Identiflex 610
Augusta Robinson Hall Simplex 4004
Augusta (Off Campus) 331 Handley Hall Silent Knight 5808
Water Street.
Augusta Klahr Center Simplex 4008
Augusta Capital Center Notifier Honeywell NFW-100X
Augusta Civic Center (UMA Section) Simplex 4005
Bangor Lewiston Hall FireLite ES-200
Bangor Acadia Hall Cerberus SXL-EX
Bangor Belfast Hall Cerberus SXL-EX
Bangor Camden Hall Notifier AFP-200
Bangor College Center Siemens FS-250
Bangor Eastport Hall FireLite ES-50
Bangor Fitness Center Silent Knight SK-5208
Monitor only(UMAINE) Caribou Hall UMaine Maintains System
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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 Contract for Services, which is
attached to this response as Appendix E. Contract initial term and
renewal periods are reflected in Section 2 of Appendix E, Contract for
Services, and are subject to continued availability of funding and
satisfactory performance.
The Agreement entered into by the parties shall consist of the
University of Maine System Contract for Services (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 Contract for Services
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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a. The above Agreement provisions (Section 1.2.1.2) 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 (Section 1.2.1.2) 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.
1.2.2 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.
1.2.3 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.
1.2.4 Costs of Preparation
Respondent assumes all costs of preparation of the response and any
presentations necessary to the response process.
1.2.5 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.
1.2.6 Multi-Institutional
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.
1.2.7 Pricing
All prices provided shall remain firm for the entire term of the agreement.
1.2.8 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.
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1.2.9 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.
1.2.10 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.
1.2.11 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
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.
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1.3 General Submission Provisions
1.3.1 Timeline of Key Events
Reference Event Name Event Due Date
Section
Section Deadline for Written June 10, 2026
1.2.2 Inquiries/Questions
Section Response to Written June 19, 2026
1.2.2 Inquiries/Questions
Section Deadline for Proposal June 26, 2026
1.2.2 Submission
Section 2.2 Award Announcement (subject June 30, 2026
to change)
Estimated Agreement Start July 1, 2026
Date (subject to change)
1.3.2 Eligibility to Submit Responses
Public entities, private for-profit companies, and non-profit companies and
institutions are invited to submit a response to this document.
1.3.3 Debarment
Respondents must complete and submit the "Debarment, Performance and Non-
Collusion Certification Form provided in Appendix B. Failure to provide this
certification may result in the disqualification of the Respondent's proposal, at the
University's discretion.
Submission of a signed response in response to this solicitation is certification that
your firm (or any subcontractor) is not currently debarred, suspended, proposed
for debarment, declared ineligible or voluntarily excluded from participation in this
transaction by any State or Federal department or agency. Submission is also
agreement that the University will be notified of any change in this status.
1.3.4 Response Understanding
By submitting a response, the Respondent agrees and assures that the
specifications are adequate, and the Respondent accepts the terms and conditions
herein. Any exceptions should be noted in your response.
1.3.5 Response Validity
Unless specified otherwise, all responses shall be valid for ninety (90) days from
the due date of the response.
1.3.6 Non-Response Submission
The University will not consider non-responsive submissions, i.e., those with
material deficiencies, omissions, errors or inconsistencies or that otherwise do not
follow instructions. The University in its sole discretion will determine what is Non-
Responsive.
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