RFQ 17A 26031-223_ Rail Materials 2026_Amendment 2.pdf

This is an Amendment 2 to a Request for Quotation (RFQ 17A 26031-223) issued by the State of Maine, Department of Administrative and Financial Services, Office of State Procurement Services, for rail materials in 2026. The procurement encompasses custodial services at the Workers Compensation Board facility located at 658 Main Street, Suites 1 & 2, Caribou, Maine, covering a 3,582-square-foot facility with 1,802 square feet of carpet and 1,780 square feet of other flooring types. Services are to be performed three days per week (Monday, Wednesday, and Friday) and include routine hygienic restroom cleaning, surface sanitization with EPA-approved germicidal disinfectants, floor maintenance, waste and recycling removal, daily carpet vacuuming with HEPA filters, weekly conference room cleaning, and periodic deep-cleaning services including low and high-level dusting twice yearly and annual steam cleaning in April. A mandatory pre-bid facility walk-through is scheduled for Friday, March 27, 2026, at 10:00 a.m., with quotations due by Wednesday, April 1, 2026, at 4:00 p.m. Eastern Standard Time through the State of Maine's Advantage Vendor Self Service system. The contract term runs from May 1, 2026, through April 30, 2027, with four optional one-year renewal periods extending through April 30, 2031.

Bidders must submit pricing on three separate bases: fixed monthly price for routine tasks, per-occurrence pricing for additional services, and hourly labor rates for supplemental work. This procurement is restricted exclusively to certified Work Centers as defined in 5 MRSA 1826-B.2, with only approved Work Centers eligible to submit proposals at bid closing. There is no incumbent contractor for these new custodial services. Contractors must furnish all supplies and equipment, maintain comprehensive insurance coverage including workers' compensation and commercial general liability of $300,000 per occurrence with the State of Maine named as an additional insured, and conduct background checks for all personnel. No more than 15 percent of contractual work may be performed by subcontractors, who must maintain identical insurance requirements as the prime contractor. Contractors must submit a Disaster Recovery Plan addressing workforce reduction scenarios and maintain current Safety Data Sheets for all chemical products on-site. The State reserves the right to terminate the contract with thirty days' notice if the facility lease is not negotiated or is terminated, or for documented poor performance following two weeks of unresolved issues.