norway rfq custodial nonwc breakdown bid worksheet.xlsx

This is a bid breakdown worksheet for a custodial and janitorial services contract issued by the State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, on behalf of the Department of Defense, Veterans and Emergency Management - Military Bureau, for the Norway Armory located at 17 Elm Street in Norway, Maine. The scope of work encompasses comprehensive custodial services for approximately 10,647 total square feet of cleanable space, including 2,300 square feet of common areas and 8,347 square feet of drill hall space, with daily, weekly, monthly, quarterly, semi-annual, and annual cleaning tasks specified across the facility. The initial contract period runs from May 1, 2026, through April 30, 2027, with two optional two-year extension periods available, creating a potential five-year contract term through April 30, 2031. Quotations were due by 4:00 p.m. Eastern Standard Time on March 20, 2026, with a mandatory walk-through scheduled for March 11, 2026, and written questions due by noon on March 13, 2026, submitted through the State of Maine's e-Procurement system.

The Excel bid worksheet provided requires vendors to submit pricing organized by task frequency (daily/weekly/monthly, quarterly, semi-annual, and annual), with monthly costs multiplied by 12 for the initial one-year period and by 24 for optional two-year renewal periods to calculate total contract pricing. The worksheet includes sections for baseline custodial services pricing and separate hourly rates for special event cleaning, with all calculations formulated to automatically total to the "total yearly price" and five-year contract value. Awards will be made to the lowest-priced compliant bidder, with procurement restricted exclusively to certified Work Centers as defined in 5 MRSA 1826-B.2. Contractors must provide all necessary supplies (including paper products meeting minimum recycled content standards and PFAS-free shower curtains) and equipment (including commercial-grade vacuum cleaners with HEPA filters and specialized floor cleaning equipment), maintain required insurance coverage of $300,000 per occurrence for Workers' Compensation, Commercial General Liability, and Automobile Liability, and pass federal background checks. Monthly billing applies only for successfully completed tasks on net 30 payment terms, with performance evaluated monthly using a comprehensive custodial services evaluation checklist, and three consecutive poor performance evaluations triggering automatic contract termination eligibility.