Request for Quotes: Service Utility Van

REQUEST FOR QUOTES (RFQ)
FOR
SERVICE UTILITY VAN
QUOTES DUE BY
3PM, OCTOBER 23, 2026
The County of Cumberland, Maine is requesting written quotes for one new or current year Service
Utility Van, (no Demo or Used) to be used as a mobile, communications unit. This bid comprises
the vehicle itself and does not require specialized communications equipment.
The County will receive sealed written quotes until 3 pm on October 23, 2026 at the Cumberland
County Office Building at which time quotes will be publicly opened.
This RFQ contains the key information and requirements for Vendors to address. It is the intent of
the RFQ process to receive quotes prepared in accordance with this RFQ and consistent with the
specifications required.
Included in this request:
* Sec. 1- Instructions
* Sec. 2- Background
* Sec. 3- Specifications
* Sec. 4- Vendor Pricing Sheet
* Sec. 5- Grant Provisions
Please refer to all portions of this RFQ for additional information and instructions on submitting a
quote.
RFQ Title: EMA- Service Utility Van
RETURN QUOTES TO: COUNTY OF CUMBERLAND
ATTN: MICHAEL DURKIN, BIDS
27 NORTHPORT DRIVE
PORTLAND ME 04103
QUESTIONS TO: EMA DIRECTOR
27 NORTHPORT DRIVE
PORTLAND ME 04103
DURKIN@CUMBERLANDCOUNTY.ORG
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Section 1- INSTRUCTIONS
RESPONSE INSTRUCTIONS
Quotes must be submitted in accordance with the rules and format established within this
RFQ. Adherence to these rules will ensure a fair and objective analysis of all responses.
Failure to complete or comply with any portion of this request may result in disqualification.
Responses must include a Vendor Pricing Sheet (Section 4) and any other information
requested in this RFQ. In addition, all respondents must complete, execute, and submit the
Required Federal & State Grant Provisions (Section 5) in its entirety.
Proposals submitted without both Section 4 and the fully executed Section 5, will be deemed
non-responsive and will be disqualified from consideration for award.
COSTS OF RFQ PREPARATION AND SUBMISSION
Each Vendor shall be responsible for all costs incurred to prepare and submit their response
to this RFQ.
QUOTE SUBMISSION
ONE (1) ORIGINAL SIGNED HARD COPY (AND ONE (1) FLASH DRIVE
CONTAINING AN ELECTRONIC COPY) OF THE BID RESPONSE IS
REQUIRED. The electronic copy must be in PDF format and be identical to the hard copy.
The quote and any accompanying documentation required by this RFQ must be contained in
a single SEALED envelope/package addressed to:
County of Cumberland
Attn: Michael Durkin, Bids
27 Northport Drive
Portland ME 04103
The outside of the envelope/package must be clearly marked with the following: Service
Utility Van, Vendors name, and the submission due date (October 23, 2026.
If alternative quotes are offered, each quote shall be submitted separately in the same format
as the initial quote.
Quotes must be received by mail or hand delivery by the date and time on the cover of this
RFQ. It is the sole responsibility of the Vendor to see that their completed response is timely.
The County will in no way be responsible for delays caused by the mail carrier or any other
method of delivery. Any quote received after the due date and time, even if opened in error,
will not be considered and will be returned to the Vendor.
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ADDITIONAL INFORMATION
Any questions regarding this RFQ, points of clarification, or requests for additional
information must be made in writing and submitted to:
County of Cumberland
ATTN: Michael Durkin
27 Northport Drive, Portland ME 04103
OR durkin@cumberlandcounty.org
Requests for additional information must be received by 5p, October 16, 2026. If required,
the County will issue an addendum to this RFQ by October 12, 2026. The addendum will be
posted on the County website and provided directly to Vendors the County is aware of that
are interested in submitting a quote. Vendors are solely responsible for obtaining and
reviewing any addendums prior to submitting a quote.
EVALUATIONS
After the public opening of the quotes, an evaluation team comprised of County officials
and/or employees will evaluate the responses and make a recommendation to the County
Commissioners or County Manager for acceptance. Selected Vendors may be invited to
make oral presentations. However, the County Commissioners or County Manager may
accept an initial quote without further evaluation or discussion.
The evaluation team will evaluate quotes on a variety of quantitative and qualitative criteria.
Evaluations are expected to be completed within ninety (90) days of the due date.
RIGHT OF REFUSAL
The County reserves the right to reject any and all quotes and to accept any quote, or portion
of a quote. The County reserves the right to require modifications to initial quotes. The
County reserves the right to waive any technical defects in a response when, in its sole
discretion, such excuse is beneficial to the County.
Except as otherwise provided by law, the decision to accept a quote will be based on a best-
value analysis and the County's purchasing policies, taking into consideration the quality of
the products to be supplied, their conformity with the specifications in this RFQ, the purposes
for which they are required, and the best interest of the County. The lowest quote may not
necessarily be selected.
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Section 2- BACKGROUND
Cumberland County requests quotes for one service utility van for the Cumberland County
Emergency Management Agency.
Description:
The vehicle will serve as CCEMA's mobile communications unit. This RFP covers the vehicle
chassis, service body, upfitting, and specified features only. Specialized communications
electronics in radios, antennas, are excluded from this procurement.
Requirements:
The vehicle must comply with all applicable U.S. Environmental Protection Agency (EPA) and
Federal Motor Vehicle Safety Standards (FMVSS/DOT) in effect at the time of manufacture and
delivery.
The equipment will be delivered with all the proper paperwork to insure and register the
equipment in a timely manner.
Bids and prices for items are to include vendor delivery of vehicle, FOB Destination,
Cumberland County Emergency Management, Attn: Michael Durkin, 27 Northport Drive
Portland, ME 04103. No additional charges will be made to or paid by Cumberland County.
Cumberland County is responsible for title and registering its Vehicles. Manufacturer's
Certificate of Origin, odometer statement, damage disclosure and invoice must accompany the
delivery of the vehicle. Pricing shall not include the cost of preparing these documents (including
any dealer documentation fee) or of titling or registering the vehicle on behalf of Cumberland
County. Do not include excise tax in the cost of the vehicle.
Cumberland County is a political subdivision of the State of Maine and is exempt from Maine
sales and use tax and service provider tax under 36 M.R.S. 1760(2) and 2557(2). Maine
Revenue Services does not issue exemption certificates to governmental agencies (MRS Rule
302, 4). Pricing and invoices shall not include Maine sales tax. The Contractor shall list
"Cumberland County" as the purchaser on all invoices.
All proposed units must meet or exceed the specifications included in this document. Any and all
exceptions taken shall be indicated and explained on a separate sheet. Pricing per unit as
specified herein shall be all-inclusive as per the specifications noted in this general requirement.
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Funding:
This purchase will be funded, in whole or in part, with federal Homeland Security Grant
Program (HSGP) funds, (CFDA #97.067) passed through the Maine Emergency Management
Agency (MEMA). All expenditures must strictly adhere to the terms, conditions, and
requirements of the federal award.
This procurement is subject to the Uniform Guidance at 2 CFR Part 200 and to applicable state
and local requirements; where a state or local law or regulation is more stringent, it will apply.
All respondents must comply with the federal requirements associated with the use of these
funds. Failure to maintain compliance with applicable federal and state requirements at any
stage of the procurement or contract performance may also result in disqualification, contract
termination, or legal remedies.
Specific Grant requirements are located in Section 5.
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Section 3- SPECIFICATIONS
Vendors must confirm in writing that the product(s) they will provide meet the specifications
below. Any exception or deviation from the specifications must be clearly identified in the
Vendor's response, along with a detailed explanation of the nature and scope of the deviation.
The County reserves the right to reject, modify, or accept any exception or deviation at its sole
discretion. If the County specifies a particular manufacturer or brand name in the request, the
County may accept products that are an approved equal, provided the product meets the
requirements outlined in this RFQ.
Specifications:
The vehicle shall be equipped with all standard equipment, components, and safety features
necessary for operation and normally supplied, even if not identified in the below specifications.
The equipment shall have full manufacturer's preparation, title, and be ready for service upon
delivery. The equipment shall come with a full warranty and option of extended warranty.
One truck/van chassis with attached enclosed steel or aluminum service body with interior
standing workspace, outside storage compartments and tow package.
* Standard safety and comfort packages provided with the base vehicle line shall be provided,
including back-up alarm and centered rear view camera(s),
* Gasoline fueled V8 engine,
* Automatic transmission,
* Dual rear wheels,
* Conventional cab and chassis,
* Rear wheel drive; four-wheel drive,
* Cab over or crew cab alternatives may be considered.
* Cutaway chassis will be such as Ford E-series, Chevrolet 3500 series or a similar acceptable
model.
* A GVWR of 10,000 to 14,500 is anticipated.
* A dual starting battery arrangement with a master A/B switch is strongly preferred.
* All-season tires should be provided front and rear.
* Undercoating by delivery is expected.
* A tow package is required with cab controls, trailer electrical connections and receiver. Tow
capacity should be in Class IV.
* The enclosed service body will be manufactured by Reading, Knapheide, DuraMag or
another acceptable producer. The service body will have been attached to the truck and
chassis by a recognized upfitter, and manufacturer and shop documentation will be provided
in sale.
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* The interior service body compartment will be 14-16-ft long with minimums 46-inch clear
walkway interior and 73-inch clear headroom. The service body and cab should be connected
by a walk-through opening and sliding door. For any non-standard channel-bolts or other
interior anchors, a source for procurement will be provided.
* The roof will have to support walking or have ladder rack bows and catwalk. The roof needs
to support a moderate size heat pump. A full outside roof access ladder must be attached to
the rear.
* Storage compartments will preferably have key-fob style activated master lock/unlock
capability, or at least master mechanical with hasp.
* Compartment shelving will be adjustable or removable, and compartment doors will securely
latch with water tight seals; compartments will preferably have some interior lighting when
opened.
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Section 4- VENDOR PRICING SHEET
RFQ Title: __________________________________________________________________
Due Date: _____________________________
Cost
Vendor Name
Vendor Address
EIN
Contact Person
Email
Telephone
Delivery Time (After receipt of order)
Shipping Charges/Other Charges
(If applicable)
Payment Terms
By signing below, I certify that this quote is made without prior understanding, agreement, or
connection with any corporation, entity, or person submitting a quote under this RFQ and is in all
respects fair and without collusion or fraud. I understand collusive bidding is a violation of
federal law and can result in fines, prison sentences, and civil damage awards.
I certify that all prices quoted herein are accurate, valid for ninety (90) days from the submission
deadline, and that all offered items conform to the technical specifications of this RFQ, unless
specifically noted herein.
I certify that I am authorized to submit and sign this quote on behalf of the Vendor.
Printed Name: _______________________________
Title: _______________________________________
Signature: ___________________________________
Date: _______________________________________
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Section 5- Required Federal Provisions
The Federal Provisions Packet included herein must be completed in its entirety and signed by an
individual authorized to bind the proposing firm contractually. The completed and executed
packet shall be submitted as part of the proposal package. Failure to provide all required
certifications, representations, and signatures at the time of proposal submission will render the
proposal non-responsive and will result in disqualification from consideration.
This solicitation, and any contract resulting from it, is funded in whole or in part with federal
financial assistance from the U.S. Department of Homeland Security (DHS), Federal Emergency
Management Agency (FEMA), under the Fiscal Year 2025 Homeland Security Grant Program
(Assistance Listing 97.067; Federal Award No. EMW-2025-SS-05022), awarded to Cumberland
County as a subrecipient of the State of Maine through the Maine Emergency Management
Agency (MEMA).
Terms Used in this Packet: "County" means Cumberland County. "Contractor" includes any
bidder, proposer, or offeror responding to this solicitation and, after award, the firm awarded the
resulting contract or purchase order. Where a provision refers to a "bidder or proposer," it applies
to the firm while its offer is pending and continues to apply to the contractor after award
If you have any questions while completing this paperwork, please contact:
County of Cumberland
ATTN: Michael Durkin
27 Northport Drive, Portland ME 04103
OR durkin@cumberlandcounty.org
Sub-Section 1
General Federal Administrative Requirements
The provisions in this Section apply to ALL solicitations, RFPs, bids, contracts, and purchase
orders funded in whole or in part by DHS/FEMA grant financial assistance, regardless of dollar
value, expect where a provision below states a narrower applicability.
5.1.1 Equal Employment Opportunity (41 CFR 60-1.4(b) / Executive Order 11246)
(applies only to contracts that meet the definition of "federally assisted construction contract" at
41 CFR 60-1.3, and only to the extent 41 CFR 60-1.4(b) remains in effect on the date of
contract award). During the performance of this contract, the contractor agrees as follows:
* The contractor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, sexual orientation, gender identity, or national origin.
The contractor will take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without regard to their race, color, religion, sex,
sexual orientation, gender identity, or national origin. Such action shall include, but not be
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limited to the following: Employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation;
and selection for training, including apprenticeship. The contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices to be
provided setting forth the provisions of this nondiscrimination clause.
* The contractor will, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, state that all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual orientation, gender identity,
or national origin.
* The contractor will not discharge or in any other manner discriminate against any employee
or applicant for employment because such employee or applicant has inquired about,
discussed, or disclosed the compensation of the employee or applicant or another employee
or applicant. This provision shall not apply to instances in which an employee who has
access to the compensation information of other employees or applicants as a part of such
employee's essential job functions discloses the compensation of such other employees or
applicants to individuals who do not otherwise have access to such information, unless such
disclosure is in response to a formal complaint or charge, in furtherance of an investigation,
proceeding, hearing, or action, including an investigation conducted by the employer, or is
consistent with the contractor's legal duty to furnish information.
* The contractor will send to each labor union or representative of workers with which he has a
collective bargaining agreement or other contract or understanding, a notice to be provided
advising the said labor union or workers' representatives of the contractor's commitments
under this section, and shall post copies of the notice in conspicuous places available to
employees and applicants for employment.
* The contractor will comply with all provisions of Executive Order 11246 of September 24,
1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
* The contractor will furnish all information and reports required by Executive Order 11246 of
September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or
pursuant thereto, and will permit access to his books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of investigation to ascertain
compliance with such rules, regulations, and orders.
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