FMS#5 Caribou.pdf

This is a Request for Quotations (RFQ #15A260226-0212) 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 custodial and janitorial services at the Maine Army National Guard Field Maintenance Shop #5 in Caribou, Maine. The procurement encompasses approximately 523 square feet of work center cleaning space requiring daily, weekly, monthly, quarterly, semi-annual, and annual custodial tasks including restroom sanitization, floor maintenance, carpet care, dusting, and trash and recycling removal. All supplies and equipment must be furnished by the contractor, including PFAS-free products and paper goods meeting specified recycled content requirements (minimum 20 percent post-consumer fiber for toilet paper, 40 percent for paper towels, and 10 percent for trash bags). Work must be performed during facility operating hours of 7:30 a.m. to 4:00 p.m., excluding state and federal holidays. A mandatory facility walk-through is scheduled for March 17, 2026, at 11:00 a.m., with advance notice required to Ken Merrifield by noon on March 16, 2026. Questions are due by March 20, 2026, at 12:00 p.m. local time, and quotations must be submitted through the State of Maine's Vendor Self Service e-procurement system by 4:00 p.m. Eastern Standard Time on March 31, 2026. The contract is anticipated to commence May 1, 2026, and conclude April 30, 2027, with two optional renewal periods extending through April 30, 2031, for a total possible contract period of five years.

This procurement is restricted to certified "Work Centers" as defined under 5 MRSA 1826-B.2, with only organizations appearing on the approved Work Center list at bid closing eligible to submit bids. Required qualifications include Commercial General Liability insurance of $300,000 per occurrence, Workers' Compensation and Employer's Liability coverage, and Automobile Liability insurance of $300,000 per occurrence, along with passage of federal background checks for all personnel. Performance will be evaluated monthly through service tours with established cleanliness standards; contractors receiving four or more negative ratings or three poor performance evaluations may face contract termination with thirty days' notice. Bidders must submit quotations including a company letterhead quote, cost response sheet in Excel format, insurance information, Appendix A (Bid Cover Page and Responsible Bidder Certification), and Appendix D (Subcontractors and Disaster Recovery Plan). No incumbent vendor information is identified in the available solicitation documents. Evaluation will be conducted on a best-value basis, with pricing requested on a monthly basis with annual calculations. The contractor will be responsible for all facility damage or grounds damage incurred during contract performance.