RFSB No. 226037 - Non-Alcoholic Beverage Supply & Service Addendum 1

City of Augusta
Invitation to Bid
Bid # 226037
REQUEST FOR SEALED BIDS
For
Augusta Civic Center - Non-Alcoholic Beverage Supply & Services
RFSB Release Date:
May 1, 2026
Bid Submittal Deadline
May 21, 1:30 P.M.
Questions with regard to submissions, process, or bids can
be emailed to:
Jess Carr, Food and Beverage Director
jess.carr@augustaciviccenter.org
City of Augusta * 16 Cony Street* Augusta, Maine 04330 * (207) 626-2300 * www.augustamaine.gov

REQUEST FOR SEALED BIDS
For
Augusta Civic Center - NON-ALCOHOLIC BEVERAGE SUPPLY & SERVICES
NOTICE IS HEREBY GIVEN that the City of Augusta ("City") is issuing this Request for
Sealed Bids ("RFSB") for preparation of
"Augusta Civic Center - Non-Alcoholic Beverage Supply & Services"
Vendors are solely responsible for ensuring bid packets are received by the City on or before the
submittal deadline. Bid packets must be received no later than Thursday, May 21, 2026 at 1:30
P.M. at the following address:
City of Augusta
Development Services Office
1st Floor
16 Cony Street
Augusta, ME 04330
An original copy must be signed by a representative authorized to bind the company. Bids
submitted by facsimile or email are not acceptable and will not be considered. The original signed
bid shall be submitted in sealed package with the name of the Vendor and RFSB 226037
"Augusta Civic Center - Non-Alcoholic Beverage Supply & Services" clearly marked on the
outside of the package.
Failure to comply with the requirements set forth in this bid may result in disqualification. Bids
and/or modifications received subsequent to the hour and date specified above will not be
considered. Submitted bids may be withdrawn at any time prior to the submission time
specified in this bid, provided notification is received in writing before the submittal deadline.
Bids cannot be changed or withdrawn after the submittal deadline. No handwritten notations or
corrections will be allowed. The responding Vendor is solely responsible for all costs related to the
preparation of the bid.
The City reserves the right to reject all bids and to waive any minor informalities or irregularities
contained in any bid. Acceptance of any bid submitted pursuant to this RFSB shall not constitute
any implied intent to enter into a contract.
The contract award, if any, will be made to the Vendor who, in the City's sole discretion, is best
able to perform the required services in a manner most beneficial to the City.
The RFSB is available on the City of Augusta website. (www.augustamaine.gov).
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This RFSB includes the following documents and information:
1. Invitation to Bid - Request for Sealed Bid
2. Introduction to the City of Augusta
3. Scope of Services
4. Project Schedule
5. RFSB Submission Instructions
6. Special Conditions
7. Attachment 1 - Professional Services Agreement Template
8. Attachment 2 - Bid Form
9. Attachment 3 - Specifications/Quote Form
10. Attachment 4 - Evaluation Criteria
11. Attachment 5 - Value Added Services
12. Attachment 6 - RFSB Acceptance Form
Bids submitted by facsimile or email are not acceptable and will not be considered. The original
signed bid shall be submitted in sealed package with the name of the Vendor, "Augusta Civic
Center - Non-Alcoholic Beverage Supply & Services" and bid number 226037 clearly marked on
the outside of the package. The provided specifications/quote form (Attachment 3) shall be used to
provide costs associated with the work being requested.
The Bid Packet shall be received by the City of Augusta by 1:30 P.M. on Thursday, May 21,
2026 for a bid to be considered. The Bid should be addressed as follows:
City of Augusta
Development Services Office
1st Floor
16 Cony Street
Augusta, ME 04330
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Introduction
The City is accepting sealed bids from qualified Vendors to provide services, installation, equipment,
and products associated with "Augusta Civic Center - Non-Alcoholic Beverage Supply &
Services." The scope of services and the general conditions thereof are included in this document.
The RFSB is intended to provide a common and uniform set of instructions to guide bidders through
the development of bids.
There is no expressed or implied obligation for the City of Augusta to reimburse responding firms for
any expenses incurred in preparing bids in response to this request. Materials submitted by
respondents are subject to public inspection under the Maine Freedom of Access Act.
During the evaluation process, the City of Augusta reserves the right, where it may serve the
City's best interest, to request additional information or clarification from bidders, or to allow
corrections of errors or omissions. At the discretion of the City of Augusta, firms submitting bids
may be requested to make oral presentations as part of the evaluation process.
The City reserves the right to retain all bids submitted and to use any idea(s) in a bid regardless
of whether that bid is selected. Submission of a bid indicates acceptance by the firm of the conditions
contained in the request for sealed bids, unless clearly and specifically noted in the bid submitted
and confirmed in the contract between the City of Augusta and the firm selected.
It is anticipated the selection of a firm will be completed within four (4) weeks of the submittal of
bids. Following the notification of the selected firm, a recommendation and proposed contract
will be prepared for review and approval by the City Manager. The City reserves the right to reject
any or all bids, to waive any non-material irregularities or information in any bid, and to accept or
reject any items or combination of items.
Bids must be responsive to City's request. The City shall determine the most responsive and
qualified Vendor providing the best service at the most reasonable cost. Cost alone shall not be the
determinative factor.
The request for sealed bids does not obligate the City to award a contract or complete the project and
the City reserves the right to cancel the solicitation if deemed in its best interest.
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Background
The City of Augusta is the capital of Maine and is located approximately 60 miles north of Portland
and approximately 75 miles south of Bangor. It has a population of approximately 18,000 that more
than doubles in population 5 days per week, with visitors that work, shop, and conduct business in the
city.
Located in the capital of Maine, the Augusta Civic Center serves as the primary public assembly facility
in the area. Built in 1973, the Center is owned by the City and offers over 48,000 total square feet of
meeting space with a main auditorium of 24,576 square feet and 23 meeting rooms, including two
ballrooms. The facility hosts a variety of events consisting of conventions, conferences, tradeshows,
banquets, concerts, basketball tournaments and other local civic activities.
Site Visit
Bidders are not required to attend a site visit, however, site visits are available upon request. To
request and schedule a site visit to review the RFSB, please contact Jess Carr, Food and Beverage
Director, 207-626-2405 ext. 3717, jess.carr@augustaciviccenter.org.
Scope of Services
Overview
The City of Augusta/Augusta Civic Center is soliciting sealed bids from qualified vendors for non-
alcoholic beverage sales including water, soda, and other Non-Alcoholic Beverage Supply & Services
to be sold as part of the Augusta Civic Center's catering, concession, and bar outlets.
This bid shall include all costs necessary to provide these products with pricing.
Bidders shall also include in their pricing all costs associated with any subcontracted or third-party
vendor work required to fulfill this RFSB. The use of subcontractors shall not result in additional cost
to the City beyond the bidder's submitted price unless approved in writing by the City of
Augusta/Augusta Civic Center.
Deliverables
The selected Vendor shall furnish all products, services, equipment, coordination, and documentation
necessary to support non-alcoholic beverage operations at the Augusta Civic Center. Deliverables shall
include, but are not limited to, the following:
1. Product Supply & Availability
Vendor shall supply a full line of Non-Alcoholic Beverage Supply & Services, including but not limited
to carbonated soft drinks, bottled water, flavored water, juices, sports drinks, and energy drinks. Vendor
shall ensure consistent product availability and timely replenishment to meet event demand.
2. Product List & Pricing Structure
Vendor shall provide a complete product catalog with item descriptions, package sizes, and pricing.
Pricing shall include:
* Case pricing and unit pricing
* Packaged Product Pricing (fountain beverages not used at this venue).
* Volume discounts or tiered pricing (if offered)
3. Equipment Provision & Installation
Vendor shall furnish, install, and maintain all necessary beverage dispensing equipment, which may
include:
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* Coolers and refrigeration units
* Display units
All equipment shall be commercial-grade and appropriate for high-volume public venue use.
4. Preventative Maintenance & Service
Vendor shall provide ongoing maintenance and service for all installed equipment, including:
* Routine preventative maintenance schedule
* Emergency repair response times
5. Delivery & Inventory Management
Vendor shall provide regular delivery service based on agreed-upon schedules and event needs. Vendor
shall:
* Coordinate deliveries around Civic Center operations
* Provide inventory management support or recommendations
* Ensure accurate order fulfillment and delivery documentation
6. Sustainability & Recycling Programs
Vendor shall outline any sustainability initiatives, including:
* Recycling programs for bottles and cans
* Reduced packaging options
* Environmentally responsible practices
7. Marketing, Branding & Exclusivity (if applicable)
Vendor shall outline any branding opportunities, including:
* Pouring rights or exclusivity agreements
* Branded equipment, signage, or coolers
* Promotional support for events
8. Sales Reporting & Analytics
Vendor shall provide regular reporting, including:
* Product sales by category and location
* Volume usage
* Revenue summaries and trends
* Recommendations for product mix optimization
9. Staff Training & Support
Vendor shall provide training for Civic Center staff on:
* Equipment operation
* Basic troubleshooting
* Cleaning and maintenance procedures
10. Code Compliance & Health Standards
All products, equipment, and services shall comply with applicable federal, state, and local health,
safety, and sanitation regulations.
11. Permits & Regulatory Compliance
Vendor shall ensure compliance with all applicable regulations related to beverage distribution, storage,
and dispensing.
12. Product Quality & Shelf Life Assurance
Vendor shall ensure all products delivered are within appropriate shelf life and stored/transported under
proper conditions.
13. Emergency Support & Contingency Planning
Vendor shall provide contingency plans for:
* Equipment failure
* Supply chain disruptions
* High-demand events
14. Removal, Replacement & Upgrades
Vendor shall replace or upgrade equipment as needed to maintain performance standards throughout the
contract term.
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15. Warranty & Service Agreements
Vendor shall provide warranty information for all equipment and outline available service agreements.
16. References & Experience
Vendor shall provide references from comparable venues (arenas, civic centers, convention centers,
etc.) demonstrating experience in high-volume beverage service.
17. Implementation Plan
Vendor shall submit a transition and implementation plan, including:
* Equipment installation timeline
* Initial product stocking
* Go-live coordination
18. Itemized Bid & Financial Terms
Vendor shall submit a detailed bid including:
* Product pricing
* Equipment costs (if any)
* Revenue share or commission structure (if applicable)
* Any rebates, incentives, or value-added services
* See Specifications/Quote Form for specific bid items and requirements.
Project Schedule
The City will not give verbal answers to clarifications regarding information in this RFSB, or
verbal instructions prior to the submission deadline. All clarifications shall be submitted in
writing. A verbal statement regarding same by any person shall be non-binding. The City is not
liable for any increased costs resulting from the Vendor accepting verbal directions.
The bid will cover the period of July 1, 2026, to June 30, 2031, with a one-year option July 1, 2031,
through June 30, 2032, if mutually agreed upon by both the City and the soft drink company.
The selected bidder shall be responsible for coordinating a product and equipment transition with the
Food and Beverage Director to be in place by July 1, 2026.
Project Schedule:
The anticipated schedule for this RFSB and associated project is as follows. The City
reserves the right to modify this schedule as necessary and in its best interest.
Estimated Schedule Date
RFSB Issued May 1, 2026
Bid Submittal Deadline May 21, 2026 (1:30 P.M.)
Contract Award (No Later Than) June 18, 2026
Contract Start Date July 1, 2026
Contract End Date June 30, 2031
Optional Contract One-Year
June 30, 2032
Extension
Inquiries concerning the subject of the Request for Sealed Bids shall be made to:
Jess Carr
Food and Beverage Director
jess.carr@augustaciviccenter.org
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Submission of Sealed Bid Packet
Bids submitted by facsimile or email are not acceptable and will not be considered. The original
signed bid shall be submitted in sealed package with the name of the Vendor, "Augusta Civic Center
- Non-Alcoholic Beverage Supply & Services" and bid number 226037 clearly marked on the
outside of the package. The provided bid form (Attachment 2) shall be used to provide costs
associated with the work being requested.
The Sealed Bid Packet shall be received by the City of Augusta by 1:30 P.M. on Thursday,
May 21, 2026, for a bid to be considered. The Bid should be addressed as follows:
City of Augusta
Development Services Office
1st Floor
16 Cony Street
Augusta, ME 04330
All interested parties are encouraged to submit proposals to the RFSB, as the award is not based
solely on the lowest cost bid submitted. Total cost will be taken into consideration, but the
Vendor's capabilities, competence and capacity will be considered as well. The City reserves the
right to choose the best Vendor overall according to the City's criteria. The City, and its
designated representatives, shall be the sole judge of its own best interest, the bid, and the
resulting negotiated agreement. The City's decisions will be final.
The above factors, along with other factors that the City may deem appropriate, will be used to
identify the bid that represents the best value, which will be the basis for the contract award. The
decision of whether to award a contract and selection of a Vendor will be in the sole
discretion of the City Council.
A Complete Sealed Bid Packet Must Include the Following:
1. Completed Bid Form
Attachment 2
2. Completed Specifications/Quote Form
Attachment 3
3. Completed Value-Added Services Form
Attachment 5
4. Completed RFSB Acceptance Form
Attachment 6
5. Other supporting documents as requested
6. Product Catalogs and Pricing
In the event of any inconsistency in submission instructions throughout this document, the requirements
outlined in this section shall govern.
Criteria for Selection
Bids will be reviewed by City staff and evaluated to determine which bid best meets the criteria
of the RFSB. Evaluation of the bids by staff is expected to be completed within thirty (30) days
following the bid submittal deadline. The final selection will be based on completeness, comparable
experience, technical merit, and time to perform project.
The City reserves the right, without qualification, to:
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1. Reject all bids.
2. Exercise discretion and apply its judgment with respect to any bid submitted.
3. See Attachment 4 for Evaluation Criteria.
A recommendation for consultant selection will be made to the City Manager based on Staff's
"best value" evaluation of the bids/qualifications, which will take into account the consultant's
team's qualifications, comparable experience, availability to undertake the project, complete the
tasks timely, deliver a high-quality work product, and the ability to comply with the City's standard
professional services agreement.
Special Conditions
Contract and Insurance Requirements
The selected Vendor shall be required to enter into a city-prepared Professional Services
Agreement approved by the City Manager. Vendors shall be prepared to accept the terms and
conditions of the City's Standard Professional Services Agreement including all Insurance
Requirements. The successful Vendors bid and the terms and conditions stated in this RFSB will
be made part of the contract between the City of Augusta and the Vendor. This RFSB outlines the
specifications and requirements, but not necessarily all of the terms and conditions that will be
incorporated into the final agreement between the City of Augusta and the successful Vendor.
* General Liability. Vendor shall maintain commercial general liability insurance in an
amount not less than one million dollars ($1,000,000) per occurrence, two million dollars
($2,000,000) general aggregate, for bodily injury, personal injury, and property damage,
including without limitation, blanket contractual liability. Vendor's general liability
policies shall be primary and non-contributory to provide that City and its officers,
officials, employees, and agents shall be additional insureds under such policies.
* Workers' Compensation. Vendor shall maintain Workers' Compensation Insurance
(Statutory Limits) and Employer's Liability Insurance with limits of at least one million
dollars ($1,000,000). Vendor shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and
volunteers.
* Auto Liability. Vendor shall provide auto liability coverage for owned, non-owned, and
hired autos with a limit of no less than one million dollars ($1,000,000) per accident. If
Vendor owns no vehicles, this requirement may be met through a non-owned auto
endorsement to the CGL policy.
Reservations.
This RFSB does not commit the City to award a contract, to defray any costs incurred in the
preparation of a bid pursuant to this RFSB, or to procure or contract for work. No payment of
any kind will be provided to the Vendor responding to this RFSB, or parties they represent, for
obtaining any of the information solicited.
Public Records.
All bids submitted in response to this RFSB become the property of the City. Information in the
bid, unless specified as trade protected, may be subject to public review. Any information
contained in the bid that is proprietary must be clearly designated. Marking the entire bid as
proprietary will be neither accepted nor honored. Proprietary information submitted in response to
this RFSB will be handled in accordance with the Maine Freedom of Access Act.
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Right to Cancel and Amend.
The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFSB,
including but not limited to: selection schedule, submittal date, and submittal requirements. If the
City cancels or revises the RFSB, all Vendors will be notified in writing.
Additional Information.
The City reserves the right to request additional information and/or clarification from any or all
Vendors.
Conflict of Interest.
Vendor covenants that the company, its officers, employees and/or agents presently have no
interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the services requested herein by the City.
Vendor further covenants that, in the performance of any contract or agreement resulting from this
RFSB, no subcontractor or person having such an interest shall be employed. Vendor certifies that to
the best of Vendor's knowledge, no one who has or will have any financial interest under any contract
or agreement resulting from this RFSB is an officer or employee of the City.
Release of Public Information.
Vendors who respond to this RFSB who wish to release information to the public regarding
selection, contract award or data provided by the City must receive prior written approval from the
City before disclosing such information to the public.
Non-Assignment.
If a contract is awarded, the selected Vendor shall neither assign, nor delegate, in part or in
whole, any duties without the prior written consent of the City which shall not be unreasonably
withheld.
Collusion.
Each Vendor certifies that the company, its officers, employees and/or agents are not a party to any
collusive action, fraud, or any action that may be in violation of the Sherman Antitrust Act. The
Vendor certifies that the company, its officers, employees and/or agents have not offered or
received any kickbacks or inducements from any other bidding Vendor, supplier, manufacturer, or
subcontractor in connection with the bid and that the company, its officers, employees and/or
agents have not conferred on any public employee having official responsibility for this
procurement transaction any payment, loan, subscription, advance, deposit of money, services, or
anything of more than nominal value. Any or all bids shall be rejected if there is any reason to
believe collusion exists among the bidding Vendors. More than one bid from an individual, firm,
partnership, corporation, or association under the same or different names may be rejected.
Reasonable grounds for believing that a bidding Vendor has interest in more than one bid for the
work being proposed may result in rejection of all bids in which the bidding Vendor is believed to
have interest.
Equal Employment Opportunity Compliance.
The selected Vendor shall not discriminate against any employee or applicant for employment
because of race, creed, color, or national origin. The Vendor shall take affirmative action to ensure
that all employees and applicants for employment shall be treated with equality in all aspects of
employment processes including, but not limited to, hiring, transfer, promotion, training,
compensation and termination, regardless of their race, creed, color, sex, national origin, age, or
physical handicap.
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