RFQ 2026-094 Site Selection USM Field Immersion Course

Administered by University of Maine System
Office of Strategic Procurement
Request for Qualifications (RFQ)
Site Selection USM Field Immersion Course
RFQ# 2026-094
Issued Date: May 6, 2026
Response Deadline Date/Time: May 27, 2026 11:59 p.m. EST
Response Submission and Inquiry Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line - MM: USM Field Immersion Course - RFQ#2026-094
Response Contact Information:
Email: UMSResponses@maine.edu

Request for Qualifications - 2026-094 USM Field Immersion Course Dated: May 6, 2026
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 Tie Bids.................................................................................................................................... 13
2.4 Negotiations ........................................................................................................................... 13
2.5 Award Protest ........................................................................................................................ 14
3.0 RESPONSE FORMAT REQUIREMENTS .............................................................................. 14
3.1 General Format Instructions .............................................................................................. 14
3.2 Response Format Instructions ......................................................................................... 15
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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 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.
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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.
1.1.3 Purpose
The University of Southern Maine is seeking responses to provide site amenities
for its ESP 150 Field Immersion Course each September. This course is
designed to teach basic environmental science field skills in an intensive
weekend format with components on forest, soil, wildlife, and aquatic systems.
Basic orienteering and map reading, boating, dichotomous key use, and
community building are emphasized.
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.
Though this document is primarily for the University of Southern Maine, 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.
The University is seeking the following services to support the University.
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 an additional five (5)
year renewal.
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).
1.1.4 Specifications / Scope of Work
The University of Southern Maine is seeking responses to provide site amenities
for its weekend ESP 150 Field Immersion Course each September.
Requirements and preferences are, but not limited to:
* Preferably within 25 miles and/or 45-minute drive from the USM Gorham, ME
campus.
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* A combination of natural and developed habitats, ample to accommodate
orienteering instruction, topographical surveying & global positioning system
operation.
* Fields and woods (preferably hiking trails), and water with a diversity of tree
species and aquatic organisms.
* Accessible body of water for shoreline assessment and canoeing.
* Preferably, a lifeguard(s) available for recreational swimming if recreational
swimming is possible.
* Preferably provide approximately 8 canoes and paddles, or other boating
options, with appropriate life vests.
* Availability to commit to one of the identified weekends in 2026, 2027, and
2028, with the understanding that 2028 may be too far out to schedule. All
check-in times shall be 12 pm on a Friday, and all check-out times shall be 2
pm on a Sunday.
* 2026 Availability
* First preference: September 11th - September 13th
* Second preference: September 18th - September 20th
* 2027 Availability
* First preference: September 10th - September 12th
* Second preference: September 17th - September 19th
* 2028 Availability
* First preference: September 8th - September 10th
* Second preference: September 15th - September 17th
* Preferably, facilities would be reserved solely for this University group.
* Parking for up to 10 passenger vehicles.
* Lodging for up to 50 guests with multiple and single occupancy options.
* Provide meals with the ability to accommodate food restrictions (allergies,
gluten-free, etc.)
* 2 Breakfasts (Saturday and Sunday)
* 2-3 Lunch (optional on Friday, required on Saturday, optional on
Sunday)
* 2 Dinners (Friday and Saturday)
* Allow up to an additional 15 guests to attend a Friday or Saturday dinner
(guest count would max at 65).
* If not providing meals, access to a commercial kitchen for student use under
adult supervision and/or for catering.
* Access to a large room/hall for meals and teaching space as needed.
* Access to private meeting spaces for small groups.
* Preferably, audiovisual equipment for movies (screen, speakers, and DVD
player).
* Preferably outdoor campfire and cookout equipment.
* Access to the site prior to each weekend for planning purposes (mark
orienteering spots & tree species, etc.)
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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 RFQ, 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 RFQ
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, Bids - Upcoming - University of Maine System
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.
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.
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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.
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
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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.
1.3 General Submission Provisions
1.3.1 Timeline of Key Events
Reference
Event Name Event Due Date
Section
Section 1.2.2 Deadline for Written Inquiries/Questions May 15, 2026
Response to Written Inquiries/Questions
Section 1.2.2 (subject to change) May 18, 2026
Section 1.2.2 Deadline for Proposal Submission May 27, 2026
Award Announcement
Section 2.2 (subject to change) June 1, 2026
Estimated Agreement Start Date
(subject to change) June 8, 2026
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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