Cost Breakdown RFQ 15A 260318-0237 NWC.xlsx

This is a cost breakdown worksheet for a custodial and janitorial services Request for Quotation (RFQ #15A 260318-0237) issued by the State of Maine Department of Administrative and Financial Services on behalf of the Department of Defense, Veterans and Emergency Management - Military Bureau for the Westbrook Armory located at 120 Stroudwater Street, Westbrook, Maine. The solicitation requests comprehensive cleaning services for approximately 1,865 square feet of office space and 5,850 square feet of drill hall space, with work performed during facility operating hours of 7:30 a.m. to 4:00 p.m. daily. Required services include daily/weekly tasks such as trash removal, vacuuming, floor sweeping and damp mopping, restroom sanitation, and equipment cleaning; monthly tasks including refrigerator and microwave wiping and baseboard washing; quarterly deep cleaning of tile floors and high-level dusting; semi-annual ceramic tile and carpet cleaning; and annual floor stripping, re-polishing, and carpet shampooing. A mandatory walk-through is scheduled for 9:00 a.m. on March 25, 2026, with contractor attendance coordination required by noon on March 19, 2026. Quotations are due no later than 4:00 p.m. on April 1, 2026, submitted through the State of Maine Vendor Self Service system using the provided Excel breakdown worksheet. The initial contract period runs from June 1, 2026 through May 31, 2027, with two optional renewal periods extending through May 31, 2031.

The cost breakdown worksheet is designed to calculate total pricing based on task frequency multipliers: daily/weekly/monthly costs multiplied by 12 months for the initial period and 24 months for renewal periods; quarterly tasks multiplied by 4 (or 8 for renewals); semi-annual tasks multiplied by 2 (or 4 for renewals); and annual tasks applied once per period. The solicitation is exclusively restricted to certified Work Centers as defined in 5 MRSA 1826-B.2, creating a set-aside that limits competition to organizations meeting this specific designation. Bidders must provide special event cleaning at an hourly rate, and all pricing must be submitted through the Excel template with formulas automatically calculating totals. No incumbent vendor information is available as this represents a brand new contract. Contractors must maintain workers' compensation insurance, commercial general liability coverage of $300,000 per occurrence with contractual liability coverage, and automobile liability of $300,000 per occurrence. Subcontractor use is permitted but limited to no more than 15% of total work. The evaluation criteria emphasize cost competitiveness, compliance with environmental and safety standards, and the contractor's ability to maintain consistent service quality, with awards made to the certified Work Center submission offering the most advantageous bid provided costs are determined fair and reasonable.