THIS IS A STATE OF MAINE SOLICITATION FOR CUSTODIAL SERVICES.

IT IS OPEN ONLY TO CERTIFIED “WORK CENTERS”, AS DEFINED IN 5 MRSA §1826-B.2.

The State of Maine Division of Purchases on behalf of the Department of Corrections hereby request quotations for Custodial Services located at 412 High Street, Ellsworth, Maine 04605.

The term of the anticipated contract, resulting from this RFP, is defined as follows:

Period Start Date End Date Initial Period of Performance 7/1/2014 6/30/2015 Renewal Period #1 7/1/2015 6/30/2016 Renewal Period #2 7/1/2016 6/30/2017 Renewal Period #3 7/1/2017 6/30/2018

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for three renewal periods of one year each, subject to continued availability of funding and satisfactory performance.

The office consists of approximately 2,700 square feet. The service to be completed under this assignment shall be in compliance with the specifications in Exhibit A and shall meet the requirements of Exhibit B.

A response to this solicitation signifies that the bidder understands and agrees that the contract shall cover the actual square footage, whether it is more or less than the amount stated in Exhibit A, and the bidder is encouraged to attend a walk-through of the facility in advance of submitting a response.

A contract award will be made based upon the proposed price and the bidder’s ability to fulfill the duties listed under Exhibit A and meets the requirements of Exhibit B.

This request does not constitute a commitment on the part of the Department to award a contract. If a contract is awarded, the awardee will be required to sign a State of Maine Agreement to Purchase Services (BP54), the complete set of standard BP54 contract documents may be found on the Division of Purchases website at the following link: http://www.maine.gov/purchases/info/forms/BP54.doc" http://www.maine.gov/purchases/info/forms/BP54.doc

All interested certified Work Centers, as defined in 5 MRSA §1826-B.2., are encouraged to submit a bid in response to this requirement for custodial services. As noted above, non-Work Center organizations should not submit a bid under this solicitation. Bids will be evaluated in accordance with 5 MRSA §1826. Bids received from certified Work Centers will be evaluated, and if the proposed costs are determined to be fair and reasonable in comparison to previously known market rates from non-Work Center organizations, then award will be made to the certified Work Center with the most advantageous bid. The award decision will be based upon the proposed price and an ability to fulfill the duties listed under Exhibit A and meets the requirements of Exhibit B.

If, at the discretion of the Director of the Division of Purchases, the proposed costs of certified Work Centers are found to not be fair and reasonable in comparison to previously known market rates from non-Work Center organizations, then the Director reserves the right to complete the competitive award process in accordance with 5 MRSA §1826-C.5. This statute specifies that the Director may confer with the Department of Corrections to perform the services, and if no such arrangement can be made, then a standard competitive bid process will be carried out among all interested vendors.

The Division of Purchases reserves the right to accept or reject any or all bids and at its sole discretion in addition recognize and waive minor informalities and irregularities found in bids submitted in response to this solicitation.

Sole contact for this RFQ is Kathy Paquette, Procurement Manager, State of Maine, Division of Purchases, Email: Kathy.L.Paquette@maine.gov Phone: (207) 624-7877 (Voice) Fax: (207) 287-6578

No other person is empowered to make binding statements regarding this solicitation.

A RESPONSE TO THIS SOLICITATION MUST CONTAIN THE INFORMATION REQUESTED BELOW AND BE ATTACHED TO THE QUOTATION IN THE STATE OF MAINE’S VENDOR SELF SERVICE (VSS) SYSTEM. IF NOT, THEN THE BIDDERS RESPONSE WILL BE DISQUALIFIED.

DO NOT MAIL, HAND DELIVER, FAX OR E-MAIL YOUR RESPONSE TO THIS SOLICITATION.

PRICING MUST BE ENTERED BELOW AND ON VENDOR SELF SERVICE (VSS) SYSTEM. UNDER UNIT COST ENTER TOTAL COST FOR THE CONTRACT PERIOD INDICATED ABOVE.

Bidder’s Organization Name:

Name/Title of Authorized Representative:

Tel:

Fax:

E-mail:

Bidders Address:

City/State/Zip:

Bid Price for Three (3) years:

Bid Price per Year Bid Price per Month Although this quotation is written asking for a monthly payment for scheduled and reoccurring custodial services, it is possible that the State will request the Contractor to provide supplemental custodial services on an as-needed basis. Contractor shall submit its hourly labor rate for work over and beyond the scope listed in Exhibit A:

Hourly Labor Rate Contractor shall list number of employees which are guaranteed to be actively engaged in custodial services under this contract on a daily basis:

Full Time Equivalents (FTEs)

The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Authorized Signature Date

Name and Title (Printed)

EXHIBIT A

Custodial Service Specifications

Work Site: Department of Corrections, 412 High Street, Ellsworth, Maine 04605

Agreement Administrator / Owner’s Representative:

David Barrett, Regional Correctional Administrator 207-941-3146 Willard Goodwin, Regional Correctional Administrator 207-941-4728

Approximate Cleaning Space: 2,700 square feet

Hours of work: Work will be accomplished two days a week Monday & Wednesday between the hours of 9:00 AM and 4:00 PM. Hours and days may only change with the approval of the Agreement Administrator listed above. A contact name and number must be up to date at all times. (Agreement Administrator will need to be contacted for a substitute day, if the State of Maine is closed due to a Holiday or snow day)

Walk Through: Interested bidders are strongly encouraged to schedule a walk-through of the work site, in order to view the estimated cleaning space. A walk-through can be scheduled in advance by contacting the Agreement Administrator listed above. All walk-throughs must be completed 2 days prior to bid closing.

Deadline for Submitted Questions: Vendors will be required to post questions on VSS. All substantive questions received 48 hours before the deadline will be answered and communicated to all on VSS. Questions asked in other than written form thru VSS will not be answered. The State reserves the right, at its sole discretion, to answer or not answer any question.

The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in bids received in response to this RFQ.

Background: The Contractor shall supply a list of person(s) who may be either involved in the work effort or present at the facility. The list will include name and date of birth for each person. The Department shall retain the right to conduct a background check on personnel, limited to a criminal history check and motor vehicle records check. No cleaning staff will be allowed in the facility until they have been cleared by the Administrator. The Department retains the right to screen and restrict from the facility personal employed by the provider who are deemed to have substantial criminal or motor vehicle records.

Supervision: Supervision of the contractor’s personnel will be the responsibility of the contractor.

Supplies & Equipment: The Contractor will furnish all supplies and equipment for accomplishment of all work. Contractor’s equipment shall be of the size and type suitable for accomplishing the various phases of work described and/or needed, and shall operate from existing sources of the State furnished electrical power, water supply, etc., and shall have a low noise level of operation. Equipment considered by the Agreement Administrator to be improper or inadequate for this purpose shall be removed from the work site and replaced with satisfactory equipment.

The Contractor is expected to provide a commercial/industrial vacuum cleaner equipped with a HEPA filter. They are also to provide self-contained carpet cleaning capable of providing 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift.

At the discretion of the Agreement Administrator, storage and supply areas, if available, may be provided to the Contractor. Such storage and supply areas shall be used at the Contractor’s own risk. If State storage and supply areas are utilized, the State shall in no way be responsible for lost, damaged or stolen equipment or materials.

Materials and Supplies: The Contractor shall furnish all materials and supplies required for cleaning the facility, this is to include, but is not limited to, 2 ply paper towels, 2 ply toilet paper, plastic liners, hand soap, sanitary napkins & tampons (when dispensers are provided), these supplies must be the correct size to fit the existing fixtures. The Landlord will be responsible for providing and replacing the energy efficient light tubes/bulbs. Fixture deodorant/sanitizers or other odor masking material are not acceptable and shall not be used. If such products are needed, the area has not been cleaned and disinfected/deodorized satisfactorily.

Dumpster: The Contractor will take trash and recycle paper off site to dispose of at their cost.

Walk-off or Slush Mats: These will be provided by the Department. The Contractor will wash / clean the mats, replacing them with clean mats while the wash service is being completed. During the extreme weather months (November thru March) it may be necessary to service the mats more frequently.

The Agreement Administrator will tour the facilities monthly and/or quarterly with the Contractor or representative and review the State’s check rating form (page 13) to determine future corrective actions required, if any.

DAILY: Twice per week: Monday & Wednesday.

Agreement Administrator will need to be contacted for a substitute day , if the State of Maine is closed due to a Holiday or snow day Empty wastebaskets, clean & sanitize, collect trash, and dispose of off site

Dry mop all non-carpeted floors; and then damp mop

Replace 2 ply toilet tissue, 2 ply paper towels, soap, urinal tablets, etc.

Maintain all entry floor mats and runners Police entrances to building; pick up trash, cigarette butts, etc.

Wash door glass, interior windows and glass walls

Keep custodial closets clean and free of odors

WEEKLY: (on defined day).

Low and mid-level dusting (up to 6 feet) Machine buff tiled floor areas

MONTHLY: (on defined day) High level dusting (above 6 feet) Wash and sanitize desks and table tops if cleared Vacuum and damp wipe air intake and exhaust grills Steam clean high traffic carpeting areas using professional steam cleaning equipment with a minimum temperature of 180 degrees F

QUARTERLY (on defined Day):

SEMI-ANNUALLY:

Strip, seal, and refinish tile floor areas, cleaning baseboards afterwards

Steam clean carpeting using professional steam cleaning equipment with a minimum temperature of 180 degrees F. Notify contact person in advance with date

ANNUALLY:

Wash inside and outside of exterior windows and both sides of storm windows, and vacuum window treatments (June)

Wash file cabinets and bookcases (December) Wash light fixtures and lenses (April) Vacuum systems furniture panels / partitions (March)

As Needed / Requested:

Spot clean walls, system furniture partitions, vertical window treatments and woodwork as needed

EXHIBIT B

Custodial Services General Specifications

In addition to what is listed in Exhibit A, the contractor agrees to complete the project described below in accordance with these specifications and conditions.

Scope: These specifications provide for accomplishing custodial services as described in Exhibit A. These services must be completed in a professional manner in strict accordance with the standards, schedules and conditions set forth herein. The work covered by these terms consists of furnishing all labor, equipment, supplies, supervision, tools and materials.

Description of Work and Frequency: The work to be accomplished consists of performing custodial services at the work site listed in Exhibit A, and according to specific frequencies listed in Exhibit A. Frequency may be increased, if needed, by mutual agreement and through written change requests, but may not be decreased without written approval/acceptance by the State’s Agreement Administrator.

Work Schedule: The detailed specification for the work site, Exhibit A, requires work to be done on a periodic basis. The Contractor shall supply a schedule of the intended work on all elements other than those which are daily requirements. The schedule will be as follows:

Weekly Requirements - The day in the week that work will be performed.

Monthly Requirements - The week in the month that work will be performed.

Quarterly Requirements - The week and the month that work will be performed.

Semi-Annual Requirements - The month that the work is to be performed. (Suggested months are provided in Exhibit A, or the Agreement Administrator may suggest months for this purpose.)

Annual Requirements - The month that the work is to be performed. (Suggested months are provided in Exhibit A, or the Agreement Administrator may suggest months for this purpose.)

Material Requirements:

Use of State Facility:

Contractor Personnel:

General Relationship and Supplemental Services: Any employee of the Contractor who may, in any manner, be unsatisfactory to the State (either because of dress, mannerisms, crude habits, criminal records, or other reasons) shall immediately be replaced by another employee upon request of the State.

The Contractor, or any of its representatives or agents, agrees to treat with the strictest confidence any and all material information, written/verbal or otherwise, kept or maintained in the premises being cleaned. Any violation of this confidentiality will make the contract with the Contractor null and void at the discretion of the State, and the Contractor will be held responsible for any damages caused by any violation of this confidentiality.

If, in the judgment of the Agreement Administrator, the appearance of the area under contract does not meet the standards as set forth herein, it will be the Contractor’s responsibility to take immediate corrective action, and all regular payments for services shall cease until the level of custodial services required has been attained.

Supervision: The Contractor shall at all times provide adequate supervision of employees to ensure complete and satisfactory performance of all work in accordance with the terms of the contract. When there is more than one FTE involved, the Contractor shall have a responsible supervisor in the building when the work of the contract is being carried out. The Contractor shall also instruct the Agreement Administrator how the Contractor or its representative can be contacted during other than normal working hours.

Clean Up: The Contractor shall keep all supplies, equipment, and machines clear of traffic lanes or other areas where they might be hazardous and the Contractor shall secure such supplies, equipment, and machines at the end of each work period in lockers or other areas provided for the purpose. The Contractor shall store or dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition outside the building in tight metal containers, to be furnished by the Contractor. The Contractor shall dispose of all dirt and debris resulting from work under this contract each day at the completion of work at the work site. Where allowed by State and Federal regulations, the Contractor shall dispose of used cleaning solutions in slop sinks provided, and the Contractor shall adequately flush down any flammable cleaning solutions. The Contractor shall place covers on trash receptacles at all times.

Lost, Found or Missing Articles: All unclaimed articles found in or about the work areas by the Contractor will be turned in immediately to the Agreement Administrator, giving location where article was found.

Compliance with State and Federal Regulations: The Contractor and employees will be subject to all applicable State and Federal regulations, for the conduct of personnel.

Insurance: The Contractor shall procure and maintain, for the duration of the contract, insurance for injuries to persons or damages to property which may arise from or in connections with the performance of the work hereunder by the Contractor, agents, representatives, employees or subcontractors. Minimum insurance requirements are listed below.

Minimum Insurance required:

Subcontracts: Subcontractors hired for this contract are subject to all the terms and conditions of the prime contract and must supply Certificates of Insurance to the State in the same amount as the prime contractor. No more than 15% of the work under this contract may be performed by subcontractors and the State reserves the right to remove any unsuitable subcontractor.

Storage: The building has a supply area for routine storage of chemicals, toilet tissue, etc., but bulk storage of large quantities of paper goods or cleaning chemicals, etc., is not available, nor permitted. The definitions of “bulk” and “large” will be determined solely by the Agreement Administrator, in accordance with the space available at the work site.

Payment: State will pay in equal monthly installments upon receipt of invoices for services rendered for the preceding month. The monthly statements are to be submitted to the State of Maine’s Agreement Administrator, identified in Exhibit A.

Payment Deductions: Deductions may be made for items listed in the specifications and on the Contractor’s work schedule which are not accomplished. The amount deducted will be reasonable, and determined by the Agreement Administrator.

Inspection by the State: Inspection of the Contractor’s work will be made by the Agreement Administrator or designee. The Agreement Administrator or designee has authority to point out to the Contractor’s personnel incomplete or defective work and necessary corrective measures, but does not have authority to alter the terms of conditions of the contract without a mutually agreeable Amendment or Change Order to the contract. No payment shall be made for services which are not performed in accordance with the specifications.

The Agreement Administrator will tour the facilities approximately once each month with the Contractor or representative and review the State’s check rating form to determine future corrective actions required, if any.

Standards and Services:

Standards: The following standards shall be used in inspecting custodial services:

Services: The following services shall be performed to comply with the following specified standards:

State’s check rating form: The Agreement Administrator will tour the facilities approximately once each month and/or quarterly with the Contractor or representative and review the quality of services being performed. If it’s determined that future corrective action is required please indicate action needed in the notes field. PLEASE NOTE: NOT ALL DUTIES LISTED MAY BE APPLICABLE.

Date of tour: _______ Agreement Administrator initials _______ Contractor initials _______ Rating: E=excellent G=good P=poor U=unacceptable Task Daily on defined day Rating Notes:

Empty wastebaskets, clean, sanitize, collect trash & dispose of off site

Collect recyclable paper & remove off site

Vacuum carpeting, remove spots and shampoo as necessary

Dry mop all non-carpeted floors; then damp mop (includes stairwells)

Scrub tile floors

Clean, disinfect, deodorize restrooms, toilet bowls, mirrors, sinks, walls etc.

Replace 2 ply toilet tissue, 2 ply paper towels, soap, urinal tablets etc.

Maintain all entry floor mats and runners

Police entrances to building; pick up trash, cigarette butts, etc.

Wash door glass, interior windows and glass walls

Keep custodial closet clean and free of odors

Clean and disinfect all water fountains & water coolers

Clean and sanitize counters, sinks, chairs in the employee lounge

Task Weekly on defined day Rating

Low and mid-level dusting (up to 6 feet)

Machine buff tiled floor areas

Task Monthly on defined day

High level dusting (above 6 feet)

Wash, sanitize desks and table tops if cleared

Vacuum & damp wipe air intake and exhaust grills, if applicable

Steam clean high traffic carpeting areas with minimum temp 180 F

Task Quarterly on defined day

Metal cleaning and polishing

Wash all reception areas

Task Semi Annually on defined day

Strip, seal, and refinish tile floor areas, cleaning baseboards afterwards

Steam clean high traffic carpeting areas with minimum temp 180 F

Task Annually on defined month

Wash inside/outside exterior windows; both sides of storm windows (April)

Wash file cabinets and bookcases (December)

Wash light fixtures, which were not done when bulbs were replaced (June)

Vacuum systems furniture panels/partitions (March)

Task As Needed

Notes Spot clean walls, system furniture partitions, vertical window treatment & woodwork