RFQ 2026-081 UMA Bangor Student Housing Services

Administered by University of Maine System
Office of Strategic Procurement
Request for Qualifications (RFQ)
UMA Bangor Student Housing Services
RFQ #2026-081
Issued Date: March 9, 2026
Response Deadline Date/Time: March 12, 2026, 11:59 p.m. EST
Response Submission Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line - DH: UMA Student Housing - RFQ#2026-081
Response Contact Information:
Email: UMSResponses@maine.edu

Request for Qualifications - UMA Bangor Student Housing Dated: 3/9/2026
Contents
1.0 INTRODUCTION ........................................................................................................................... 3
1.1 Definitions, Background, Purpose and Specifications................................................. 3
1.2 General Information ............................................................................................................... 4
1.3 General Submission Provisions ......................................................................................... 8
2.0 EVALUATION AND AWARD PROCESS ............................................................................... 10
2.1 Evaluation Criteria ................................................................................................................ 10
2.2 Award ....................................................................................................................................... 10
2.3 Tie Bids.................................................................................................................................... 10
2.4 Negotiations ........................................................................................................................... 10
2.5 Award Protest ........................................................................................................................ 10
3.0 RESPONSE FORMAT REQUIREMENTS .............................................................................. 12
3.1 General Format Instructions .............................................................................................. 12
3.2 Response Format Instructions ......................................................................................... 12
Appendix A - University of Maine System Response Cover Page ................................... 14
Appendix B - Debarment, Performance and Non-Collusion Certification ...................... 15
Appendix C - Organization Reference Form ............................. Error! Bookmark not defined.
Appendix D - Evaluation Question(s) - Organization, Qualifications and Experience 16
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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,
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
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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 is seeking responses to provide housing services for
students on an as needed basis 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 of Maine at Augusta Bangor Campus requires student housing
services as defined in this RFQ.
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).
Though this document is primarily for the University of 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.
1.1.4 Specifications / Scope of Work
Qualified vendors must demonstrate the following qualifications, experience, and
requirements. The University is primarily seeking hotels that can accommodate
students however we will consider other options that meet our requirements.
- Must be within 5 miles of the UMA Bangor Campus.
- Respondent must be able to provide transportation to and from the UMA
Bangor campus and the housing location.
- UMA student code of conduct will be in effect for all students.
- Rooms must include all utilities including electricity, HVAC, water, WIFI,
laundry facilities on property, bathroom.
- Must be able to demonstrate experience renting housing units.
- Students will be required to follow University on campus code of conduct.
1.2 General Information
1.2.1 Contract Administration and Conditions
1.2.1.1 The winning Respondent will be required to execute a Master
Agreement and subsequent Lease Agreement(s) with the University
of Maine System.
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The Master Agreement entered into by the parties shall consist of the
University of Maine System Master Agreement, a Lease Agreement,
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. Lease Agreement
3. Agreement Riders as required
4. Contract Amendments (as required)
5. The University's RFQ
6. Respondent's Submission
7. Purchase Order or Letter of Agreement
1.2.1.2 Negotiation 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 Qualifications, bid or other
offer to do business with the University your entity understands and
agrees that:
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;
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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.
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.
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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.
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 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
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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.
1.2.9 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.
1.2.10 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.
1.3 General Submission Provisions
1.3.1 Timeline of Key Events
Reference
Event Name Event Due Date
Section
3/12/2026
Section 1.2.2 Deadline for Proposal Submission
Qualified Vendor Announcement 3/13/2026
Section 2.2 (subject to change)
Estimated Agreement Start Date TBD
(subject to change)
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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.
1.3.7 Response Submission
A SIGNED virus-free electronic copy must be submitted as follows:
* The response must be received electronically to the E-Mail shown in the
Response Submission Information section of the cover page of this
document.
* Electronic submission must be received by the required Response
Deadline Date/Time reflected on the cover page of this document.
* Response submissions that exceed 20 MB will be submitted with multiple
emails modifying email subject line shown in the Response Submission
Information section of the cover page of this document to include:
Submission 1 of X ('X' representing the number of files being submitted).
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2.0 EVALUATION AND AWARD PROCESS
2.1 Evaluation Criteria
2.1.1 Qualified Vendor List
Respondents will be deemed as "Qualified" or "Not Qualified" based on the
materials they provide in their submission. Qualified Vendors will be included in a
Qualified Vendor List which will be posted publicly on the University of Maine
System Procurement website. The Qualified Vendor List will be active for 5 years
from the date it is posted.
2.2 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.
2.3 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.
2.4 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 Qualificationss 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 RFQ. 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 RFQ, at its sole discretion.
2.5 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) 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:
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