RFP 2027-005 Athletic Department Coaching and Leadership Support Services

Administered by University of Maine System
Office of Strategic Procurement
Request for Proposals (RFP)
Athletic Department Coaching and Leadership
Support Services
RFQ# 2027-005
Issued Date: July 13, 2026
Response Deadline Date/Time: August 10, 2026, 11:59 p.m. EST
Response Submission and Inquiry Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line - JG: Athletic Department Coaching and Leadership Support
Services - RFP#2027-005
Response Contact Information:
Email: UMSResponses@maine.edu

Request for Proposals - 2027-005 Athletic Dept Coaching and Leadership Support Serv Dated: July 13,2026
Contents
1.0 INTRODUCTION ........................................................................................................................... 3
1.1 Definitions, Background, Purpose and Specifications................................................. 3
1.2 General Information ............................................................................................................... 4
1.3 General Submission Provisions ......................................................................................... 9
2.0 EVALUATION AND AWARD PROCESS ............................................................................... 11
2.1 Evaluation Criteria ................................................................................................................ 11
2.2 Award ....................................................................................................................................... 12
2.3 Tie Bids.................................................................................................................................... 12
2.4 Negotiations ........................................................................................................................... 12
2.5 Award Protest ........................................................................................................................ 13
3.0 RESPONSE FORMAT REQUIREMENTS .............................................................................. 13
3.1 General Format Instructions .............................................................................................. 13
3.2 Response Format Instructions ......................................................................................... 14
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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.
University of Maine
The University of Maine, founded in Orono in 1865, is the state's land grant and
sea grant university. As the state's only public research university, UMaine has a
statewide mission of teaching, research and economic development, and
community service. UMaine is among the most comprehensive higher education
institutions in the Northeast with nearly 100 majors and academic programs. It
attracts students from Maine and 49 other states, and more than 60 countries. It
currently enrolls more than 11,400 undergraduate and graduate students who can
directly participate in research, working with world-class scholars. UMaine offers
more than 100 degree programs through which students can earn graduate
certificates, master's, doctoral or professional science master's degrees. The
university promotes environmental stewardship, with substantial efforts campus
wide aimed at conserving energy, recycling and adhering to green building
standards in new construction.
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University of Maine at Machias
The University of Maine at Machias is a regional campus of the University of Maine.
With its environmental liberal arts core, distinctive baccalaureate programs and
student-centered community, UMM creates enriching educational opportunities
that prepare graduates for professional success and lifelong engagement. It offers
15 undergraduate degree programs that serve approximately 800 students. Small
class sizes and hands-on learning define the academic experience at Maine's
coastal university, where there is a shared commitment to exploration, leadership,
collaboration and interdisciplinary problem solving. UMM's applied research and
community outreach contribute to the quality of life and economic development in
Down East Maine and beyond.
1.1.3 Purpose
The primary focus of this role is to provide coaching and leadership support
services for Athletics. This role will consist of acting as a trusted partner and coach
in leadership development and performance improvement. Establish weekly or bi-
weekly meetings in person or zoom at a mutually agreed upon time. Must also
have availability for phone calls and emails as appropriate. Attending practices
and or games when practical is highly encouraged.
This role will be to support the Men's and Women's Ice Hockey Team as well as
the coaching staff and members of the Senior Athletic Administrative Team.
The Athletic Department strongly values having a representative who understands
University priorities, athletic culture, and Division I operational realities.
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).
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 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).
1.2 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.
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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:
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, 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.
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 Cost Response Form Quantities
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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
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
Deadline for Vendor Written Questions July 20, 2026
Response to Written Questions
(subject to change) July 27, 2026
Section 1.2.2 Deadline for Proposal Submission August 10, 2026
Award Announcement
Section 2.2 (subject to change) August 17, 2026
Estimated Agreement Start Date
(subject to change) September 1, 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.
1.3.7 Respondents' Presentations
Presentations may be requested of two or more Respondents deemed by the
University to be the best suited among those submitting responses on the basis of
the selection criteria. After presentations have been conducted, the University may
select the Respondent(s) which, in its opinion, has made the response that is the
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most responsive and most responsible and may award the Agreement to
that/those Respondent(s).
1.3.8 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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