RFQ #2027-002 Piano Tuning, Maintenance & Repair Services

Administered by University of Maine System
Office of Strategic Procurement
Request for Proposal (RFQ)
SUBMISSION FORM PACKAGE
Piano Tuning,
Maintenance & Repair Services
RFQ# 2027-002
Issued Date: August 28, 2026
Response Deadline Date/Time: September 25, 2026, 11:59 p.m. EST
Response Submission Information:
Submitted electronically to: UMSResponses@maine.edu
Email Subject Line - MM: Piano Tuning & Maintenance Services -
RFQ#2027-002
Response Contact Information:
Email: UMSResponses@maine.edu

Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
INSTRUCTIONS
Response Format Instructions
This section contains instructions for Respondents to use in preparing their response. The Respondent's
submission must follow the outline used below, including the numbering of section and sub-section
headings. Failure to use the outline specified in this section or to respond to all questions and instructions
throughout this document may result in the response being disqualified as non-responsive or receiving a
reduced score.
The University and its evaluation team for this document have sole discretion to determine whether a
variance from the document specifications should result in either disqualification or reduction in scoring of
a response.
Re-phrasing of the content provided in this document will, at best, be considered minimally responsive. The
University seeks detailed yet succinct responses that demonstrate the Respondent's experience and ability
to perform the requirements specified throughout this document.
1.1.1 Section 1 - Response Cover Page
1.1.1.1 Label this response - Section 1 - UMS Response Cover Page
1.1.1.2 Insert Appendix A - University of Maine System Response Cover Page
1.1.1.3 Insert Appendix B - Debarment, Performance and Non-Collusion Certification
1.1.2 Section 2 - Cost Response
1.1.2.1 Label this response - Section 2 - Cost Response
1.1.2.2 Insert Appendix C - Required Cost Response Exhibits
1.1.3 Section 3 - Master Agreement
1.1.3.1 Label this response - Section 3 - Master Agreement
1.1.3.2 Insert Appendix D1 - Master Agreement
1.1.4 Section 4 - Response to Questions
1.1.4.1 Label this response - Section 4 - Response to Evaluation Questions & Related
Information
1.1.4.2 Insert Appendix E - Organization Reference Form
1.1.4.3 Insert Appendix F - Evaluation Question(s) - Organization, Qualifications and
Experience
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
SECTION 1
Appendix A - University of Maine System Response Cover Page
RFQ #2027-002
Piano Tuning, Maintenance & Repair Services
Organization Name:
Chief Executive - Name/Title:
Telephone:
Fax:
Email:
Headquarters Street Address:
Headquarters City/State/Zip:
Lead Point of Contact for Quote
-Name/Title:
Telephone:
Fax:
Email:
Street Address:
City/State/Zip:
1. This pricing structure contained herein will remain firm for a period of 90 days from the date and time of the quote
deadline date.
2. No personnel currently employed by the University or any other University agency participated, either directly or
indirectly, in any activities relating to the preparation of the Respondent's response.
3. No attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not
to submit a response.
4. The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.
5. 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 Agreement provisions in Section 1.2.1.2 of this document 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 in Section 1.2.1.2 of this document 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.
To the best of my knowledge all information provided in the enclosed response, both programmatic and financial, is
complete and accurate at the time of submission.
Date: ______________________________________
__________________________________________ ______________________________________
Name and Title (Printed) Authorized Signature
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
Appendix B - Debarment, Performance and Non-Collusion
Certification
University of Maine System
DEBARMENT, PERFORMANCE and NON-COLLUSION
CERTIFICATION
RFQ #2027-002
Piano Tuning, Maintenance & Repair Services
By signing this document, I certify to the best of my knowledge and belief that the aforementioned
organization, its principals and any subcontractors named in this proposal:
a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or
voluntarily excluded from bidding or working on contracts issued by any governmental agency.
b. Have not within three years of submitting the proposal for this contract been convicted of or had a
civil judgment rendered against them for:
i. Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a
federal, state or local government transaction or contract.
ii. Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property;
iii. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b)
of this certification; and
iv. Have not within a three (3) year period preceding this proposal had one or more federal, state
or local government transactions terminated for cause or default.
c. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or
person submitting a response for the same materials, supplies, equipment, or services and this
proposal is in all respects fair and without collusion or fraud. The above mentioned entities understand
and agree that collusive bidding is a violation of state and federal law and can result in fines, prison
sentences, and civil damage awards.
Failure to provide this certification may result in the disqualification of the Respondent's proposal,
at the University's discretion.
Date: ______________________________________
__________________________________________ ______________________________________
Name and Title (Printed) Authorized Signature
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
SECTION 2
Appendix C - Required Cost Response
University of Maine System
COST RESPONSE
RFQ #2027-002
Piano Tuning, Maintenance & Repair Services
GENERAL INSTRUCTIONS:
1. Fill out all sections that apply. Leave blank any that does not apply. Provide any / all additional
pricing requirements that is not listed below.
2. The cost response shall include the costs necessary for the Respondent to fully comply with the
Agreement terms and conditions and requirements.
3. Failure to provide the requested information and to follow the required cost response format
provided in Appendix C may result in the exclusion of the Response from consideration, at the
discretion of the University.
4. Pricing will be guaranteed by the vendor for the term of the Agreement.
5. The University will NOT seek a best and final offer (BAFO) from any Respondent in this
procurement process. All Respondents are expected to provide their best value pricing with the
submission of their response. Respondents will NOT be given another opportunity to modify
pricing once submitted.
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
INSTRUCTIONS FOR Cost Response - Please provide your Professional Services Rate Schedule
Respondent's Organization Name: ______________________________________________________
Regular Hours of Operation: (e.g. Mon - Fri 8 am - 5 pm) ____________________________________
Rates:
* Do you upcharge for parts required for repairs (yes or no)? _____________
* If yes, what is your upcharge percentage? _________%
* Complete the chart below. Enter "N/A" if it does not apply.
Type of Rate per Regular Emergency/Weekend Travel Costs
Service Piano Hourly Rate Hourly Rate (e.g. mileage rate)
Tuning
Maintenance
Repairs
* Include additional/optional explanation of costs or assumptions that could influence the
cost of change request pricing.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
* Identify which campuses will be supported:
Campus/Location Yes or No
University of Maine - Augusta (UMA)
University of Maine - Farmington (UMF)
University of Maine - Orono (UM)
University of Southern Maine - Gorham (USM)
University of Southern Maine - Portland (USM)
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
SECTION 3
Appendix D1 - Evaluation Question(s) - Master Agreement
This portion of the RFP contains special terms and conditions which will govern the resulting agreement,
many of which are stated in RFP Section 1.2, with more detail in RFP Appendix D. Please indicate your
acceptance for each special term by "X' in the Agree or Disagree column.
Should you take exception to any of these special terms and conditions you are required to note your
exception directly below each of the respective terms in question. It should be noted that any exceptions
may result in the disqualification of your proposal, lack of providing the required response or indicating
terms will be negotiated post award will result in a zero (0) score for the Master Agreement evaluation
criteria in RFP Section 2.1.1.
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 2 Requirement: Term
Term This Agreement shall commence on ______________________ and shall
terminate on __________________, unless terminated earlier as provided in
this Contract with option for additional renewals upon the parities' mutual written
agreement.
Respondent Exception:
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 4 Requirement: Termination
Termination The Agreement or a Services Engagement (Rider D) may be terminated by
the University in whole, or in part, whenever for any reason the University shall
determine that such termination is in the best interest of the University. Any such
termination shall be affected by delivery to the Agreement or of a Notice of
Termination specifying the extent to which performance of the Agreement is
terminated and the date on which such termination becomes effective. The
University shall pay all allowable costs incurred up to the effective date of
termination. However, the Agreement or shall not be reimbursed for any costs
incurred after the effective date of termination.
Respondent Exception:
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 5 Requirement: Title to Property
Title to Property Rights in and title to any tangible or intangible property first procured for or
produced in the performance of this Contract shall vest with the University upon
payment of all sums owed by the University at the expiration or termination of
this Contract and copies of any such materials shall be turned over to the
University upon request, except that Contractor shall retain all rights and title to
materials that were in its possession prior to starting performance and
developments to intellectual property occurring as an indirect result of
performance. Contractor shall, upon request and without unreasonable delay,
transfer any assignable warranties applicable to materials vesting with the
University.
Respondent Exception:
Language
# Reference Agreement Language / Requirement Agree Disagree
(RFP Section 3.0)
Section 6 Requirement: Agree to termination language that excludes option for
termination for reasons of non-appropriation.
Non-Appropriation Notwithstanding any other provision of this Agreement, if the University is not
appropriated sufficient funds to pay for the work to be performed under this
Agreement or if funds are de-appropriated, then the University is not obligated to
make payment under this Agreement.
Respondent Exception:
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 8 Requirement: Modification
Modification This Agreement may be modified or amended only in a writing signed by both
parties.
Respondent Exception:
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 10 Requirement: Applicable Law
Applicable Law This Agreement shall be governed and interpreted according to the laws of the
State of Maine
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
Respondent Exception:
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 13 Requirement: Indemnification
Indemnification The Contractor shall comply with all applicable federal, state and local laws,
rules, regulations, ordinances and orders relating to the services provided under
this Contract. Contractor shall indemnify, defend and hold the University, its
Trustees, officers, employees, and agents, harmless from and against any and
all loss, liability, claims, damages, actions, lawsuits, judgments and costs,
including reasonable attorney's fees, that the University may become liable to
pay or defend arising from or attributable to any acts or omissions of the
Contractor, its agents, employees or subcontractors, in performing its obligations
under this Contract, including, without limitation, for violation of proprietary
rights, copyrights, or rights of privacy, arising out of a publication, translation,
reproduction, delivery, performance, use or disposition of any data furnished
under the Contract or based on any libelous or other unlawful matter contained
in such data.
This Agreement shall be governed and interpreted according to the laws of the
State of Maine. This includes Maine Tort Claims Act (14 M.R.S.A. 8101, et
'
seq.).
Respondent Exception:
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 17 Requirement: Entire Agreement
Entire Agreement This Agreement sets forth the entire agreement between the parties on
the subject matter hereof and replaces and supersedes all prior agreements on
the subject, whether oral or written, express or implied. This Agreement is the
entire agreement between the University (including University's employees and
other End Users) and Contractor. In the event that Contractor enters into terms
of use agreements or other agreements, policies or understandings, whether on
Contractor's purchase order, 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 this Contract shall apply.
University will not be bound to any other terms and conditions set forth in any
documents, agreements or policies posted on Contractor's website unless such
terms and conditions are set forth in this Agreement. Contractor may not
unilaterally change any term or condition of this Agreement.
Respondent Exception:
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Request for Qualifications - 2027-002 Piano Tuning, Maintenance & Repair Services Dated: August 28, 2026
Language
# Agreement Language / Requirement Agree Disagree
Reference
Section 21 Requirement: Confidentiality
Confidentiality The Agreement or shall comply with all laws and regulations relating to
confidentiality and privacy including but not limited to any rules or regulations of
the University. The University must adhere to the provisions of the Maine
Freedom of Access Act (FOAA), 1 MRSA 401 et seq. As a condition of
agreement, a respondent must accept that, to the extent required by the Maine
FOAA, any ensuing contractual documents, are considered public records and
therefore are subject to freedom of access requests.
Respondent Exception:
Language
# Agreement Language / Requirement Agree Disagree
Reference
Requirement: Rider B Insurance Requirements
Respondent Exception:
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