RFQ 16A 200813-038.pdf

State of Maine RFQ # 16A 200813-038 1

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BUREAU OF BUSINESS MANAGEMENT

DIVISION OF PROCUREMENT SERVICES

RFQ # 16A 200813-038

Custodial PS Troop J, Ellsworth Barracks, Work Centers

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

Only Work Centers who are on the approved Work Center list at the time the bid closes will be allowed to bid.

To learn more about Work Centers visit the State of Maine Procurement Services website.

http://www.maine.gov/purchases/policies/specialized.shtml

Quotations/Responses Due: Friday, August 21, 2020 not later than 4:00 p.m. local time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS).

Note: So all interested bidders receive the same information about the open bid opportunity, all questions and responses must be provided via the State of Maine’s E-Procurement system: AdvantageME / Vendor Self Service (VSS). The Division of Procurement Services will not answer questions unless they are submitted through the VSS.

All questions must be submitted no later than forty-eight (48) hours prior to closure date and time. Not all questions will be answered.

General Instructions on Bidder Questions

It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page. Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Division of Procurement Services (“Division”) is acting on behalf of Public Safety (“Requesting Department”). The Division and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

State of Maine RFQ # 16A 200813-038 2

RFQ REQUIREMENTS

1. Description of Requirements

The following is a description of the goods and/or services sought by the State of Maine under this RFQ.

• The following is a description of the goods and/or services sought by the State of Maine under this

RFQ.

• Custodial Services at 180 Bangor Rd., Ellsworth as described in Appendix B

2. Bid Contents Requirements

In addition to the cost, delivery, and other information required in VSS, all bids should contain the following information as attachments, in the Appendices listed below:

• Appendix A: Bid Cover Page and Debarment Form

• Appendix C: Cost Response / Disaster Recovery Plan

3. Contract Term

In addition to any mutually agreed upon delivery dates for purchases of goods, the contract resulting from this RFQ will have a term, or “Period of Performance”, during which the contract is considered to be in effect. The anticipated contract term is defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFQ and the contracting process. The actual contract start date will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Division, at their discretion, may opt to renew the contract for up to two extension periods of up to one year each.

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

Period Start Date End Date

Initial Period of Performance September 14, 2020 September 30, 2021

Optional Extension Period #1 October 1, 2021 September 30, 2022

Optional Extension Period #2 October 1, 2022 September 30, 2023

4. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern Standard Time

(EST), on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link: http://www.maine.gov/purchases/venbid/rfq.shtml.

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this RFQ.

Vendors are encouraged to submit supporting documentation that aid the requesting department in http://www.maine.gov/purchases/venbid/rfq.shtml http://www.maine.gov/purchases/venbid/rfq.shtml

State of Maine RFQ # 16A 200813-038 3 understanding how the bid conforms to the requirements. The VSS attachment file size limit is 2Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a Bidder’s response should include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

5. General Instructions

a. The Bidder must submit a cost quotation response that covers the goods and term of the contract, including any optional renewal.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of the Division.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale.

Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

6. Quotation Evaluation and Selection

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQ documents are evaluated on a Best Value basis. The term “Best Value” may take into consideration the qualities of the goods or services to be supplied, their conformity with the specifications listed in the RFQ, the purposes for which they are required, the date of delivery, and the best interest of the State. Once the goods or services have been determined to conform to the specifications then the Division will make its award decision based on the lowest price among the Bidders.

b. The State reserves the right to not make an award to the lowest price bidder when that bidder has had documented poor performance and/or a contract terminated or not renewed within the last five years.

c. At the discretion of the Division, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

d. In the event that no Bidder submission conforms to the specifications of this RFQ, then the Division may choose not to make any award. Alternatively, the Division may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then the Division, at its discretion, may make a contract award to the Bidder meeting four requirements.

e. If the specifications provided with this RFQ are of a technical nature, then the Division’s RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

7. Negotiations

a. No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any

Bidder in this procurement process. All Bidders are expected to provide their Best Value pricing with the submission of their quotation.

b. The Division reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. The Division reserves the right to terminate

State of Maine RFQ # 16A 200813-038 4 contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Division may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Division may cancel the RFQ, at its sole discretion.

State of Maine RFQ # 16A 200813-038 5

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Bureau of Business Management (“Bureau”), Division of Procurement Services (“Division”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government. For this competitive Request for Quotations (RFQ) process, the Division is acting on behalf of the Requesting Department listed on the cover page. The Division and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s). Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

1. Issuance of this RFQ does not commit the Division or the Requesting Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFQ. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

2. All responses to this RFQ should adhere to the instructions and format requirements outlined in this RFQ and all written supplements and amendments (such as the Division’s answers to the Bidders’ questions submitted through the VSS), as issued by the Division. Responses are to follow the format and respond to all questions and instructions specified above in the “Submitting a Quotation” section of this RFQ.

3. Bidders shall take careful note that in evaluating a quotation submitted in response to this RFQ, the Department may consider materials provided in the quotation, information obtained through interviews/presentations (if any), and internal information of previous contract history between the Division and the Bidder (if any). The Division also reserves the right to consider other reliable references and publicly available information available in evaluating a Bidder’s experience and capabilities, if needed. All responses to this RFQ shall be considered to be authorized to legally bind the Bidder, and if selected for award, shall contain or be considered to contain a statement that the quotation and the pricing contained therein will remain valid and binding for a period of at least 180 days from the date and time of the bid opening.

4. The RFQ and the selected Bidder’s quotation, including all appendices or attachments, may be incorporated in the final contract.

5. Following announcement of an award decision, all submissions in response to this RFQ will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. §§ 401 et seq.).

http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

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

7. The Division reserves the right to authorize other State Departments to use the contract(s) resulting from this RFQ, if it is deemed to be beneficial for the State to do so.

8. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms http://www.mainelegislature.org/legis/statutes/1/title1sec401.html http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

State of Maine RFQ # 16A 200813-038 6

For the purchase of goods, the Division and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation. Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here:

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: http://www.maine.gov/purchases/policies/120.shtml). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html http://www.maine.gov/purchases/policies/120.shtml http://www.maine.gov/purchases/policies/120.shtml

State of Maine RFQ # 16A 200813-038 7

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Buyer Purchase Order, Contract Agreement to Purchase Services or State of Maine Master Agreement.

The Standard Terms and Conditions used with the aforementioned contract types may be found on the Division of Procurement Services’ website at the following link:

BPO_General_Terms

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider a Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

Other forms and contract documents commonly used by the State can be found on the Division of Procurement Services’ website at the following link: http://www.maine.gov/purchases/info/forms.shtml

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-509 (1): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

https://www.maine.gov/dafs/bbm/procurementservices/sites/maine.gov.dafs.bbm.procurementservices/files/inline-files/BPO_General_Terms.doc?web=1 https://www.maine.gov/dafs/bbm/procurementservices/sites/maine.gov.dafs.bbm.procurementservices/files/inline-files/BPO_General_Terms.doc?web=1 http://www.maine.gov/purchases/info/forms.shtml http://www.maine.gov/purchases/info/forms.shtml

State of Maine RFQ # 16A 200813-038 8

Appendix A

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BID COVER PAGE and DEBARMENT FORM

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: Fax: E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Tel: Fax: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

• Their bid complies with all requirements of this RFQ;

• This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening;

• That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

• That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and

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

Name: Title:

To have your bid accepted, this Appendix MUST have an actual wet signature or utilize DocuSign or Adobe Sign form of documented electronic signature.

Authorized Signature: Date:

State of Maine RFQ # 16A 200813-038 9

Debarment, Performance, and Non-Collusion Certification

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 Bidder’s proposal, at the discretion of the Department.

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.

Name: Title:

To have your bid accepted, this Appendix MUST have an actual wet signature or utilize DocuSign or Adobe Sign form of documented electronic signature.

Authorized Signature: Date:

State of Maine RFQ # 16A 200813-038 10

Appendix B

DETAILED SPECIFICATIONS

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.

Only Work Centers who are on the approved Work Center list at the time the bid closes will be allowed to bid.

It is important for the State of Maine to maintain a current public list of services Work Centers can provide and the communities where Work Centers will provide them Work Centers | Division of Procurement Services . If a work center intends to submit a bid for this bid opportunity and has not listed the service or municipality where the work is to be performed as a Services/Coverage Area on the Work Center Vendor List, they must contact the person listed as the Buyer on the bid opportunity in the Vendor Self Service prior to submitting the bid so the list can be updated.

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.

Work Site: Department of Public Safety, Troop J, 180 Bangor Rd, Ellsworth, Maine 04605

Approximate Cleaning Space: 2,300 square feet

This contract will be for custodial services in a State of Maine leased office space and may be terminated with a thirty=day notice if a lease is not negotiated or the lease is terminated.

LAST CONTRACT INFORMATION:

Contractor: Katahdin Property Services

2019-2020 Thirteen Month Calculated Amount: $14,050.00

Pre-Bid Tour of the Facility: Due to COVID-19 we will not be scheduling a single pre-bid tour of the facility. If you want to tour the facility email wje.allen@maine.gov before 12:00 PM (noon), Monday, August 17, 2020. Requests after that date and time will not be accommodated. NOTE: No more than two (2) attendees can attend the tour and ALL attendees must wear face coverings. Attendees not wearing face coverings will not be allowed into the facility.

https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/work-centers https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/work-centers https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/work-centers https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/work-centers mailto:wje.allen@maine.gov mailto:wje.allen@maine.gov

State of Maine RFQ # 16A 200813-038 11

Improper Termination or Cessation of Contract: If the Contractor terminates the contract or ceases to provide services in violation of any term of this Contract, the Contractor will be held liable for any and all costs to the State as a result of such action, including but not limited to, costs associated entering into a temporary contract to replace services once provided by the Contractor until such time as the service can go through the competitive bid process and a new contract can be executed. The Contractor will not be awarded additional contracts with the State until all costs required pursuant to this Contract have been paid in full to the State of Maine. The State further reserves the right to set off any costs owed pursuant to this Contract from any sums owed to the Contractor pursuant to any contract in effect between any agency of the State and the Contractor. Improper termination or cessation of services will be considered poor performance which the State will take into consideration during any future competitive bid evaluation process.

Certificate of Insurance (COI): 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. The

Contractor will supply a COI to the Department prior to the start of the contract term and must send updates as the

COI’s are revised or new policies are issued. The insurance requirements are covered in Custodial Services

General Specifications. The Department and the facility address covered by this contract will be listed as the

Certificate Holder. All appropriate ADDL INSD boxes must be checked

Infectious Disease Spread Prevention: The Contractor must report to the Agreement Administrator all Contractor employees who are contagious or has come in contact with a person with an infectious disease who may have entered the facility. Reporting must occur within twenty-four (24) hours of Contractor gaining knowledge of the situation.

Disaster Recovery Plan: Each bidding Contractor is required to submit a plan of action with their bid describing how their company will handle the contracted services if an emergency situation occurs where your company has a reduction in work force. These plans will not be evaluated but will become part of the awarded contract. Bids received without them may be rejected. Bidders can enter their plan in Appendix C, after the cost schedule or they can submit a separate document.

Public Facility: Please note that this facility is used by the public. The appearance and cleanliness of the facility are a direct representation of The Department. All cleaning must be performed at the highest level. The contractor will be required to ensure the facility is thoroughly cleaned each day custodial service is provided. Missed or partial cleanings will not be tolerated, will be considered “poor service” and may result in the contract being terminated.

Work Schedule: Unless specified all work is to be performed two days per week (specific days of the week to be negotiated between the contractor and Agreement Administrator) between the hours of 7:00 am and 3:00 pm. A firm schedule, time and days, must be set after award. Hours and days may only change with the approval of the

Agreement Administrator. If employees are unable to be onsite during these agreed upon hours for any reason the

Contractor must notify the Agreement Administrator prior to the start time, failure to do so can be considered poor performance and can be grounds to terminate the contract. If there is a holiday, State closure, the facility needs to restrict outside personnel or if the Contractor’s personnel cannot be at the job site as scheduled the day specific tasks are to be performed, the Contractor must coordinate a time with the Agreement Administrator to accomplish all contractually obligated tasks as soon as possible.

Mandatory Minimum Work Hours: Provider agrees to have an employee dedicated to the facility as described for a minimum of four (4) hours per week.

State of Maine RFQ # 16A 200813-038 12

Contractor Performance Evaluation of Service Tour: The Contractor is required to email the Agreement

Administrator or their designee to select a date and time which can be mutually agreed to for the Evaluation of

Service Tour by the fourteenth of each calendar month. The tour will be documented using an Evaluation of Service

Worksheet (Rider E) that must be signed by the Contractor and the Department’s representative. If the Contractor fails to contact the Department designee as required, it will be documented on the Evaluation of Service Worksheet and noted as poor performance. If the Contractor fails to attend the scheduled Evaluation of Service Tour the level of service will be documented by the Department and the Contractor will not be able to dispute the evaluation. The

Department reserves the right to request additional performance evaluation tours based on performance issues. Written email notification will be given to the Contractor with a minimum of three (3) business days’ notice.

Contractor Performance: If the Contractor receives a combination of four or more negative responses to yes or no questions and Needs Improvement or Unacceptable ratings for services rated during the Evaluation of Service

Tour, it will be documented as poor performance. The Contractor will be given two (2) weeks from the date of the

Evaluation Tour to correct all issues discovered during the Evaluations of Service Tour. If the issues are not resolved during that timeframe the contract will be terminated due to documented poor performance with a thirty (30) day notice. If the Contractor receives three (3) evaluations that receive the poor performance rating for the facility, the contract will be terminated due to documented poor performance. Poor performance may be considered in the evaluation of a subsequent bids submitted by the Contractor. The Contractor will have fifteen (15) calendar days from the date notified to appeal any termination of contract decision based on the Evaluation of Services Tours.

The appeal must be addressed to the Director of the Division of Procurement Services.

Contractor Communications: The Contractor must respond to all emails and phone calls with-in one (1) business day.

Employee’s Information: A contact name and phone number for each of the Contractor’s employees, including supervisors and/or job coaches, who will be or expects to be working in the facility must be provided to the

Agreement Administrator prior to the start of the contract and be kept up to date at all times.

Background Check: A background check is required and is subject to the approval of the Department personnel prior to any company employee/personnel including company supervisors, management or the company ownership team being assigned to, or entering the building. Anyone allowed into the facility by the Contractor’s personnel is considered to be a representative of the Contractor and must have a prior approved Department background check before being allowed into the facility. The Contractor shall supply a list of people who may be either involved in the work effort or present at the facility to the Agreement Administrator within two weeks after the award of the contract or two weeks prior to the beginning of the contract whichever comes first. The list will include name and date of birth for each person. The list must remain current and up to date with the Agreement Administrator for the duration of the contract term, failure to do so can result in contract termination. The Department retains the right to screen and restrict from the facility personnel employed by or represents the Contractor who does not receive a satisfactory/passing background check. A State of Maine photo ID may be required before Contractor’s employees are granted entry to the facility. The Contractor is required to notify the Department when a person who has previously passed a Department background check may no longer meet the background check requirements.

Notification must occur within forty-eight (48) hours of when the Contractor receives the information. This person must not be allowed into the facility until they have been cleared by the Department again. Failure to follow these procedures can result in immediate contract termination.

Background Check Costs: The Department will provide up to four (4) background checks for the Contractor’s personnel at no cost during the initial period of the contract. The Department will provide one (1) additional background check at no cost during each optional extension period if offered. If the Contractor requires additional

State of Maine RFQ # 16A 200813-038 13 background checks above what is allotted during each period of the contract, the Contractor will reduce the next monthly invoice by $50.00 per requested background check regardless if the person is cleared or not.

NOTE: Department may require Contractor’s employees to sign Non-Disclosure Confidentiality document.

Supervision: Supervision of the contractor’s personnel will be the responsibility of the contractor. The Contractor shall instruct the Owner’s Representative how the contractor or its representative can be contacted during other than normal working hours. The Contractor’s employees shall properly display appropriate identification stating the employees name and contractor’s name while working within the State Of Maine space.

NOTE: If the Contractor and approved Sub-contractor(s) are unable to continually provide employees for the duration of the contract that can successfully pass the required background checks and if requested sign a Non-

Disclosure Confidentiality document the contract will be terminated.

Supervision: Supervision of the contractor’s personnel will be the responsibility of the contractor. The Contractor shall instruct the Agreement Administrator how the contractor or its representative can be contacted during other than normal working hours. The Contractor’s employees shall properly display appropriate identification stating the employees name and contractor’s name while working within the State Of Maine space.

On-Site Employee Requirements: The Contractor will determine the level of staffing they feel appropriate to perform all requirements of the resulting contract for the bid they submit. The Department through the Agreement

Administrator reserves the right to require the selected contractor provide additional general custodial worker(s), Working Supervisor and/or a Working Job Coach at no additional cost if the level of service fails to meet or exceed contractual performance levels at any time during the initial contract period and any subsequent extensions. The request if made cannot be rejected and the additional personnel must be on-site at the next scheduled service.

Failure to provide extra personnel in this time frame can be cause to terminate the contract. The additional personnel must remain working the regularly scheduled shifts as long as the Agreement Administrator deems necessary.

Supervision: Supervision of the Provider’s personnel will be the responsibility of the Provider. The Provider shall instruct the Agreement Administrator how the Provider or its representative can be contacted during other than normal working hours. The Provider’s employees shall properly display appropriate identification stating the employees name and Provider’s name while working within the State Of Maine space.

On-Site Employee Requirements: The Provider will determine the level of staffing they feel appropriate to perform all requirements of the contract. The Department, through the Agreement Administrator, reserves the right to require the Provider to supply additional general custodial worker(s), Working Supervisor and/or a Working Job Coach at no additional cost if the level of service fails to meet or exceed contractual performance levels at any time during the initial contract period and any subsequent extensions. The request if made cannot be rejected and the additional personnel must be on-site with-in seven calendar days. Failure to provide extra personnel in this time frame can be cause to terminate the contract. The additional personnel must remain working the regularly scheduled shifts as long as the Agreement Administrator deems necessary.

NOTE: Supervision: The Contractor shall at all times provide Working Supervision or Supervisory Oversight 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 will have a Working Supervisor, Working

Job Coach or provide Supervisory Oversight in the building when the work of the contract is being carried out.

NOTE: For the purpose of this contract, Supervision has been further defined as follows:

State of Maine RFQ # 16A 200813-038 14

Working Supervisor: Working Supervisor will complete cleaning functions alongside general custodial workers without assistance, will supervise and monitor general custodial workers, will be responsible for insuring the strictest confidentiality of materials, insure the facility and its contents are protected against loss or destruction and ensure tasks are being completed to meet or exceed contractual obligations each day of service.

Working Job Coach: Working Job Coach will train and continuously coach general workers to perform custodial tasks, will complete cleaning functions alongside general custodial workers without assistance, will supervise and monitor general custodial workers, will be responsible for insuring the strictest confidentiality of materials, insure the facility and its contents are protected against loss or destruction and ensure tasks are being completed to meet or exceed contractual obligations each day of service.

Supervisory Oversight: A supervisor “observing” non-supervisory staff, will supervise and monitor general custodial workers, will be responsible for insuring the strictest confidentiality of materials, insure the facility and its contents are protected against loss or destruction and ensure tasks are being completed to meet or exceed contractual obligations each day of service

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.

Materials and Supplies: The Department shall furnish 2 ply paper towels, 2 ply toilet paper, plastic liners, hand soap, urinal tablets and sanitary napkins & tampons (when dispensers are provided) and energy efficient lightbulbs and any other materials required for use within this space. The Contractor will supply all other supplies required to successfully complete the contractually obligated tasks. 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.

Germicidal Cleaner: All cleaners must be germicidal cleaners (disinfectant) and must be an approved cleaner for the SARS-COV-2 by the EPA, see link below.

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 https://www.epa.gov/newsreleases/epa-expands-covid-19-disinfectant-list

Safety Data Sheets: The Contractor must maintain on the State’s premises a complete set of Safety Data Sheets

(SDS) for any chemical products used at the facility during the contract period and have them accessible to the

Agreement Administrator, their designee and/or emergency personnel on demand. All contracted personnel must be knowledgeable on how to look up and understand the information provided on a SDS. For more information refer to Custodial General Specifications, Material Requirements.

Floor Care Equipment: The Contractor is required to provide a commercial/industrial grade vacuum cleaner equipped with a HEPA filter, a commercial/industrial grade self-contained carpet cleaning capable of providing a minimum 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift and a commercial/industrial grade floor buffer for use in these facilities. The equipment must be well maintained and operational at all times. Failure to use commercial/industrial equipment from day one of the contract can be cause to terminate the contract.

https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.epa.gov%2Fnewsreleases%2Fepa-expands-covid-19-disinfectant-list&data=02%7C01%7CWJE.Allen%40maine.gov%7C099d7904ef0a4d2155bc08d7cf3d3cea%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C637205734235157781&sdata=P6NBu71%2B6ZFTyGOXnqxYffVjhm5Ktmy1zPQ%2BNGOXPKQ%3D&reserved=0 https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.epa.gov%2Fnewsreleases%2Fepa-expands-covid-19-disinfectant-list&data=02%7C01%7CWJE.Allen%40maine.gov%7C099d7904ef0a4d2155bc08d7cf3d3cea%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C637205734235157781&sdata=P6NBu71%2B6ZFTyGOXnqxYffVjhm5Ktmy1zPQ%2BNGOXPKQ%3D&reserved=0

State of Maine RFQ # 16A 200813-038 15

Dumpsters and Recycle Containers: Provided by the department. The contractor will remove trash each day service is provided and place them into the proper container.

Entry, Walk-off and/or Slush Mats: Mats will be provided by the Contractor. 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.

Storage and Supply Area/Closet: At the discretion of the Agreement Administrator, storage and supply areas, if available, will 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

Daily Checklist: A Daily Checklist may be required for this facility. If required, the Contractor’s personnel performing the tasks will put their initials by each task after it has been performed and will sign the checklist at the end of each week. The Daily Checklist must remain in the facility and must be turned in to the Agreement Administrator or their designee each week.

Failure of the Contractor to continuously perform all scheduled tasks on time and as scheduled, at levels that meet or exceed all contractual performance requirements, can be cause to terminate the contract due to documented poor performance.

All tasks listed are to be performed in ALL facilities covered by this contract. The State of Maine will not pay for service that has not been performed.

ALL work must meet or exceed standards covered in the

Custodial Services General Specifications.

Required Routine Tasks

Each Day of Service

• Complete hygienic cleaning of all restrooms especially sinks, toilets and urinals and the walls and floors around sink, toilet and urinal areas (Cleaning Rest Rooms Specification, Custodial Services General

Specifications), wipe and sanitize handrails, refill toilet paper leaving an extra roll(s) in the restroom, paper towels, soap, urinal tablets, ect.

• Clean tub/shower.

• Disinfect all common touch areas using EPA approved germicidal cleaners (disinfectant) for the SARS-

COV-2.

• Empty waste baskets; collect trash; clean, sanitize and line waste baskets.

• Empty paper shredders and place contents in department supplied receptacle.

• Vacuum and clean area around shredders making sure machine is clean and free of debris.

• Vacuum carpets: remove spots by cleaning or shampooing as necessary.

• Sweep, dry mop or vacuum all non-carpeted floors including all chair mats and ALL entry ways.

• After sweeping damp mop all non-carpeted floors including all chair mats and ALL entry ways.

• Maintain/clean all entry floor mats and runners.

• Clean and disinfect all water fountains using a clean, unused cloth.

• Clean and sanitize telephones.

• Clean and sanitize sinks, tables and counters in kitchen and/or breakrooms.

• Clean interior and exterior of all microwaves, stoves and refrigerators.

State of Maine RFQ # 16A 200813-038 16

• Wash ALL of the following: glass doors (both sides), entry way glass (both sides) interior windows and glass walls.

• Clean and organize classroom and conference rooms when not in use (chairs, tables, chalkboard, dry erase boards, sink and countertops).

• Keep custodial closets clean and free of odors.

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

Monthly

• Wash desk and table tops if cleared.

• Low and mid-level dusting (everything up to six (6) feet).

• Clean mop/base boards.

As Needed / As requested

The following tasks will be performed when the contractor’s personnel notices they need to be done or if the

Agreement Administrator or their designee requests it.

• Replace lightbulbs and wash fixtures.

• Clean, sweep and police all exterior walkway areas.

• Spot clean carpets, walls, systems furniture partitions, vertical window treatments and woodwork.

• Any incidental custodial / janitorial tasks as requested by the Agreement Administrator.

Periodic Tasks

All periodic tasks must be performed in the scheduled months. The Contractor will only be able to charge for the services after the tasks have been successfully performed. All work must be performed between Monday and

Friday.

Four Times a Year – January, April, July, October

• High level dusting (everything above 6 feet).

• Wash all reception areas.

• Metal cleaning and polishing.

February, June, August, December

• Shampoo high traffic carpet areas.

Twice a Year – April & October

• Thoroughly clean both sides of all interior and exterior windows.

• Thoroughly clean ALL entry areas including both sides of all doors.

• Clean all light fixtures.

The following tasks must be scheduled with the Agreement Administrator or their designee minimally four weeks before being performed.

• Strip, seal, and refinish tile floor areas, cleaning walls and baseboards afterwards.

• Clean carpeting using professional cleaning equipment with a minimum temperature of 140 degrees F.

NOTE: Bonnet cleaning alone is not permitted.

Annually – Defined Month

• March – Vacuum and clean systems furniture panels/partitions.

• May – Clean and wash interior walls.

• December – Wash filing cabinets and bookcases.

State of Maine RFQ # 16A 200813-038 17

Appendix C

COST RESPONSE

Special Projects: The contractor may be called upon to provide more general services for special cleaning. An hourly labor rate is required.

It is expected that the winning bidder will minimally provide service on one hundred four (104) days per year plus extra days to accomplish scheduled floor cleaning tasks.

NEW Helpful Tool: There is a Work Sheet to help you calculate the twelve-month price to be entered into the VSS after Appendix C.