RFQ 17D 160830-139 DOT Skowhegan Custodial Work Cntr.doc

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BUREAU OF GENERAL SERVICES

DIVISION OF PURCHASES

RFQ # 17D 160830-139

Custodial DOT Skowhegan Fleet Service, Work Center Only

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

To learn more about Certified Work Centers visit the State of Maine Purchases website.

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

Quotations/Responses Due: Monday Sept 12, 2016, not later than 2:00 p.m. local time

Note: All questions must be asked via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS) no later than forty-eight (48) hours prior to closure date and time. Responses can be located in the same place.

Questions asked any other way will not be answered. 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.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Division of Purchases (“Division”) is acting on behalf of Department of Transportation (“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.

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.

· Custodial Services at 264 Canaan Rd., Skowhegan as described in Appendix B

· Bidder is to completely fill out Appendixes A, C and attach them to their bid in the VSS. Bids without these completed documents may be rejected.

· The State reserves the right to not make an award to a low-cost bidder when that bidder has had a contract terminated or not renewed due to documented poor performance within the last five years.

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

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 may opt to renew the contract for two renewal periods of one year each, the options will be at the discretion of the Department.

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

4. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 2:00 p.m. Eastern Standard Time (EST), on the date listed in VSS. Quotations received after the 2:00 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 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” takes 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 listed, and other Best Value considerations have been made, then the Division will make its award decision based on the lowest price among the Bidders.

b. 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.

c. The State reserves the right to not make an award to a low-cost bidder when that bidder has had a contract terminated or not renewed due to documented poor performance within the last five years.

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 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 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.

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 General Services (“Bureau”), Division of Purchases (“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.).

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 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.

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 Purchases website at the following link:

http://www.maine.gov/purchases/info/forms/BPO_General_Terms.doc

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 Purchases 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 §8-303 (2): 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.”

PART III

APPENDICES

Appendix A State of Maine

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PURCHASES

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Street Address:

City/State/Zip:

· 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.

· 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.

· 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.

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

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:

Authorized Signature:

Date:

Appendix B State of Maine

Department of Administrative and Financial Services

Division of Purchases

DETAILED SPECIFICATIONS

RFQ # 17D 160830-139

Custodial DOT Skowhegan Fleet Service, Work Center Only 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.

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, the contractor’s ability to: fulfill the duties listed under Appendix B and Exhibit B and their responses in Appendix C.

The State reserves the right to not make an award to a low-cost bidder when that bidder has had a contract terminated or not renewed due to documented poor performance within the last five years.

Work Site: Department of Transportation Fleet Services, 264 Canaan Road, Skowhegan, Maine 04976 Approximate Cleaning Space: 900 square feet

LAST CONTRACT INFORMATION:

Contractor: Richen Management LLC

Monthly Amount: $399.00 Bidder Walk Tour of the Facility: Interested bidders are strongly encouraged to attend a walk-through of the work site on Tuesday, September 6, 2016 at 10:00 AM in order to view the expected custodial tasks and work space.

Winning bidder is expected to meet with the Agreement Administrator, Facility Representative or their designee at least two weeks prior to the start date of the contract to go over the performance expectations. Failure to do so can result in the pending contract being terminated.

Background Check: A background check may be required and is subject to the approval of the Department personnel prior to any company employee/personnel being assigned to, or entering the building. Anyone allowed into the facility by the contracted vendor’s personnel is considered to be a representative of the contractor and may be required to 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 with-in 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 Department retains the right to screen and restrict from the facility personnel employed by or represents the provider who do not receive a satisfactory/passing background check.

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: 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 or provide Supervisory Oversight in the building when the work of the contract is being carried out. The Contractor shall also instruct the Owner’s Representative how the Contractor or each of the representatives can be contacted during other than the normal working hours.

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

Working Supervision = Supervisor may complete cleaning functions without assistance or complete cleaning functions alongside assistants; be responsible for insuring the strictest confidentiality of materials.

Supervisory Oversight = A supervisor “observing” non-supervisory staff to insure the strictest confidentiality of materials.

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 lightbulbs for use within this space. All other materials used will be supplied by the Contractor. 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.

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 Exhibit B, Material Requirements.

Vacuum: Custodial / Janitorial 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.

Dumpsters and Recycle Containers: Provided by the Department. The contractor will remove trash and recyclables to the proper container which are on site each day service is provided.

Entry, Walk-off and/or Slush Mats: Mats 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.

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 Liability Insurance: The winning bidder will need to supply a current copy of their Certificate of Liability Insurance with the Minimum Insurance requirements listed in Exhibit B; section L. Insurance and will need to add Department of Transportation as additionally insured.

Hours of work: Unless specified all work is to be performed two days per week, (prefer Tuesday and Thursdays) exact days and time will be negotiated between the Agreement Administrator and the winning bidder. Once set the hours and days may only change with the approval of the Agreement Administrator. A contact name and number for each of the contractor’s employees who will be or expects to be working in the facility must be up to date at all times.

All tasks listed are to be performed in ALL facilities covered by this contract unless otherwise specified. If there is a holiday, State closure or if non-departmental personnel have to be restricted from entering the facility the day specific tasks are to be performed, contractor must make arrangements with the Agreement Administrator to accomplish the tasks as soon as possible. Invoices must be decreased for any scheduled tasks not provided. The State of Maine will not pay for service that has not been performed.

ALL work must meet or exceed standards covered in Exhibit B.

Tasks – Daily

· Complete hygienic cleaning of all restrooms especially walls and floors around sink, toilet and urinal areas (Cleaning Rest Rooms Specification, Exhibit B), wipe and sanitize handrails, refill toilet paper leaving an extra roll(s) in the restroom, paper towels, soap, urinal tablets, ect.

· Empty and reline waste baskets; collect trash and recyclables remove to appropriate dumpster or receptacle.

· Empty paper shredders and place contents in department supplied dumpster or receptacle.

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

· Sweep, dry mop or vacuum all non-carpeted floors including all entry ways and stairwells.

· Sweep, dry mop or vacuum and then damp mop all chair mats.

· Clean ALL conference rooms and breakrooms. Cleaning to include: wipe clean and remove stains from tables, countertops, non-fabric chairs and windowsills, clean up any spills.

· Spot clean systems furniture partitions and window treatments. Remove spots, stains, fingerprints marks on walls, light switches and interior doors.

· Wash both sides of glass doors, entry way glass, interior windows and glass walls.

· Keep custodial closets clean and free of odors.

· Maintain/clean all entry floor mats and runners.

Tasks – As Needed / As requested

· Spot clean file cabinets and bookcases.

· Any incidental custodial / janitorial tasks as requested by the Agreement Administrator or Facility Representative.

Tasks Weekly

· Remove dust, cobwebs and spiders from entry ways, windows, offices, conference room, break room and stairwells.

· Low and mid-level dusting (all surfaces up to six (6) feet) including woodwork, mop or baseboards, all furniture, desks, chairs, tables, bookcases and shelves.

· Vacuum ALL fabric chairs.

Tasks Monthly, Defined Weeks

· First Week – High level dusting (all surfaces above 6 feet).

· Second Week – Vacuum air intake and exhaust grills, summer months only.

· Second Week – Clean exterior of refrigerator, microwaves, cupboards in breakroom and vending machines.

· Third Week – Clean and sanitize all waste baskets.

· Fourth Thursday – Meet with Agreement Administrator or their designee for walk-through tour of facility. Must meet bi-monthly for the first two months as defined in Exhibit B.

Quarterly - March, June, September, December – Defined Weeks

· Buff all tiled floors

Tasks Annually - Defined Months, Weeks

· April, First Week – Clean all light fixtures.

· April, Last Week – Wash inside and outside of ALL ground floor exterior windows and if applicable both sides of storm windows.

Following tasks must be performed on Friday afternoons.

· May, First Friday - Strip, seal, and refinish tile floor areas, cleaning baseboards afterwards.

· May, Second Friday - Clean carpeting using professional cleaning equipment with a minimum temperature of 140 degrees F.

Appendix C State of Maine

Department of Administrative and Financial Services

Division of Purchases Cost Response

RFQ # 17D 160830-139

Custodial DOT Skowhegan Fleet Service, Work Center Only The State reserves the right to not make an award to a low-cost bidder when that bidder has had a contract terminated or not renewed due to documented poor performance within the last five years.

All responses to this RFQ will require a cost quotation response, in a format selected by the State of Maine. That format is described below.

SPECIAL PROJECTS

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

Bidder’s Organization Name:

Name/Title of Authorized Representative:

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.

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

Will your company keep employees on site until all of the regularly scheduled tasks as covered in this bid process and resulting contract have been successfully completed at a level that meets or exceeds the specifications and standards covered in Appendix B and Exhibit B?

____ Yes _____ No

____ Yes with conditions as follows: _____________________________________________________________

Note: Appendix B will become part of Rider A and/or Exhibit A in the final awarded contract.

Subcontractors: 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. ALL BIDS must include a list of subcontractors they expect to use to complete the tasks outlined in this bid. Bids without this information MAY be rejected. If the bidder will not utilize subcontractors they need to write “DOES NOT USE SUBCONTRACTORS.” If the selected contractor choses to use a subcontractor not listed on the bid they must get prior approval from the Agreement Administrator and provide the required Certificates of Insurance before utilizing their services for this contract.

State of Maine RFQ # 17D 160830-139 Rev. 10/2015