RFQ 18A 180129-398 Custodial.docx

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BUREAU OF BUSINESS MANAGEMENT

DIVISION OF PROCUREMENT SERVICES

RFQ # 18A 180129-398

Custodial, LS BMV Ellsworth, Work Centers Only

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 Certified Work Centers visit the State of Maine Procurement Services website.

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

Quotations/Responses Due: Friday, February 9, 2018 not later than 4:00 p.m. local time

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 Division of Leased Space on half of Secretary of State, Bureau of Motor Vehicles (“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

A. 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 Department of Secretary of State, Bureau of Motor Vehicles, 22 School Street, Ellsworth, ME as described in Appendix B

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

· 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 the low-cost bidder when the bidder has had documented poor performance and/or had a contract terminated or not renewed within the last five years due to documented poor performance.

· The bidder is required to agree to provide employees and if used Sub-contractor employees that can successfully pass the required background checks

· 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 B. 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

C. 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 Division reserves the right to not extend the contract, offer probationary contracts instead of the optional extension periods #1 and #2 or to extend for shorter periods than listed below.

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

D. Submitting a Quotation

1. 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.

2. 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.

3. 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.

4. 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.

5. 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 aids 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.

6. 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.

E. General Instructions

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

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

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

4. 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.

5. 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.

F. Quotation Evaluation and Selection Evaluation of the submitted quotations shall be accomplished as detailed below:

1. 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. Delivery days may be a factor in the award.

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

3. 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.

4. 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.

5. 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.

6. Maine Business Consideration for commodities or services valued at $50,000 or more

i) Award will be made to Maine Businesses who propose a cost within 5% of the low cost bid submitted by a non-Maine Business, if they have an equivalent specification. Best value considerations may affect the outcome of the bid evaluation.

ii) Equivalent specification means that bids being considered meet or exceed specifications provided in the RFQ document including any best value considerations, or are equal in specification as described above in section c.

iii) Definition of a Maine Business

(1) A Maine business is one that can certify and show proof of each of the following:

(a) Physical location within the borders of Maine

(b) Employment of at least one Maine resident

(c) Subject to State of Maine taxes such as the following:

(i) Business Income, or Corporate Income

(ii) Property

(iii) Employment – Unemployment, worker’s compensation

iv) Bidders, who want to be considered a Maine Business for evaluation and award purposes, must certify by their signature on the Proposal Cover page that they meet the definition of a Maine Business. Upon the award of a contract on the basis of this consideration, additional proof may be required from an awarded Maine Business.

v) The use of this information in making contract award decisions is required in accordance with Executive Order 2017-003, which states “Evaluators of competitive bids for goods and services shall give consideration to the investment in the State by business enterprises as a best-value criterion. Consideration for Maine business enterprises may result in low cost or top scoring bids not being considered as the best-value for the State of Maine.”

G. 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 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

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 Business Management 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 Business Management, 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

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, based on 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 preclude 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.”

Appendix A

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

BID COVER PAGE and DEBARMENT FORM

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:

By signing below Bidder affirms:

· Their bid complies with all requirements of this RFQ; and

· 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; and

· 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; and

· 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:

Authorized Signature:

Date:

State of Maine RFQ # 18A 180129-398 Form Rev. 10/2/2017 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:

1. 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.

1. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

0. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

0. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

0. 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

0. 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.

1. 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

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

DETAILED SPECIFICATIONS

RFQ # 18A 180129-398

Custodial, LS BMV Ellsworth, Work Centers 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.

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

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.

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

Work Site: Department of Secretary of State, Bureau of Motor Vehicles, 22 School Street, Ellsworth, ME 04605

Approximate Cleaning Space: 4,000 square feet

Bidder Walk Tour of the Facility: The bidder walk through is not mandatory however the Department strongly encourages interested bidders to attend a walk-through of the work site on Monday, February 5, 2018 at 9:00 am to view the expected custodial tasks and work space. This will be the only opportunity for bidders to see the facility so bring everything you will need to get all of the information to formulate your bid. NO FURTHER walk through tours or visits will be provided for any reason. Preference MAY be given to companies that participate in the bidder walk through tour.

Hours of Work: Work will be accomplished daily Monday thru Friday, between the hours of 5:00 PM and 12:00 Midnight. Hours and day of the week once set may only change with the approval of the Agreement Administrator. The winning bidder must keep employees on site until all 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.

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: Goodwill Industries of NNE Annual Calculated Contract Amount: $12,924.00

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.

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 and the service being put back out to bid.

Background Check: A background check is required and is subject to the approval of the Department personnel prior to any company employee/personnel, management or ownership member 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 is 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 does not receive a satisfactory/passing background check.

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

If the winning Contractor and any approved Sub-contractor(s) are unable to continually provide employees for the duration of the contract that can successfully pass requested background checks and if requested sign a Non-Disclosure Confidentiality document the contract may be terminated.

Sign In Sheet: A sign-in sheet may be required and if so will be provided at the employee entrance. Each approved individual will be listed on the sheet. They will be required to enter the date and time they entered the building and the date and time they exited the building, hand printed name and a signature. Any entry to the building by an individual not on the approved list will result in immediate termination of access and termination of the contractual agreement for cleaning services.

On-Site Employee Requirements: The bidding 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 within seven calendar days after the request has been made. 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 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.

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:

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 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.

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.

Materials and Supplies: The Contractor shall furnish all materials and supplies required for cleaning the facility, this is to include, but is not limited to, paper towels, toilet paper, plastic trash can liners, hand soap, urinal tablets and sanitary napkins & tampons (when dispensers are provided), these supplies must be the correct size to fit the existing fixtures. 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 Globally Harmonized System (GHS) Safety Data Sheets (SDS) for any chemical products used at the facility during the contract period and subsequent extensions and have them accessible to the Agreement Administrator, their designee, any department employee 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.

Dumpster: The Contractor will be responsible for providing a two (2) yard dumpster and also for the cost of disposal services once per week.

Walk-off or Slush Mats: These 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.

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 Contractor 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 Maine Division of Leased Space as additionally insured

Contractor Performance Evaluation Tour: Once a month, first thing in the morning at a date and time agreeable to all parties, a member of the Contractor’s management not assigned to perform scheduled tasks in the facility will meet with Agreement Administrator or their designee for a walk-through tour of the facility to document the level of service being provided.

All tasks listed are to be performed in ALL facilities covered by this contract. If there is a holiday, State closure, the facility needs to restrict outside personnel the day specific tasks are to be performed or if the Contractor’s personnel cannot be at the job site as scheduled, the Contractor must coordinate a time with the Agreement Administrator to accomplish all contractually obligated tasks as soon as possible. Invoices must be decreased for any scheduled tasks not provided for any reason. The State of Maine will not pay for service that has not been performed.

Failure of the selected Contractor to continuously perform all the 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 work must meet or exceed standards covered in Exhibit B.

Cleaning Schedule:

TASKS – Each Day of Service

· 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 and door handles, paper towels, soap, urinal tablets, refill toilet paper leaving an extra roll(s) in the restroom, clean all mirrors, etc.

· Empty waste baskets; collect trash; the contractor will be responsible for physically removing and disposing of trash from the facility daily.

· Vacuum carpet: remove spots by cleaning (steam) or shampooing as necessary.

· Sweep, dry mop or vacuum and damp mop all non-carpeted floors.

· Clean and sanitize counters, tables, and hard-surface chairs in the exam rooms, hearings rooms, conference rooms, all offices and lobby areas.

· Wash door glass, interior windows and glass walls in the main entrance and public areas

· Clean and disinfect all water fountains.

· Break down all cardboard boxes and remove them to the recycling area.

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

· Keep custodial closets clean and free of odors.

· Maintain/clean all entry floor mats and runners

AS NEEDED / REQUESTED:

· Spot clean walls, system furniture partitions, vertical window treatments and woodwork as needed.

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

TASKS - MONTHLY: During Defined Week:

· First week - Clean and sanitize counters, sinks, tables, and chairs in the employee lounges.

· Second week - High level dusting (above 6 feet).

· Second week - Low and mid-level dusting (up to 6 feet).

· Third week - Machine buff / polish tiled floor areas.

TASKS - QUARTERLY: March, June, September and December, During Defined Week:

· Second week - Vacuum and damp wipe air intake and exhaust grills.

TASKS – Twice a Year: May, November During Defined Week:

· Fourth week – Clean and sanitize all vinyl chairs

The following tasks must be scheduled with the Agreement Administrator at least four weeks prior to being performed.

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

· Third week - Steam clean carpeting using professional steam cleaning equipment with a minimum temperature of 180 degrees F. NOTE: Bonnet cleaning alone is NOT acceptable.

TASKS – Once a Year: The week and month that the work is to be performed is listed below:

· First week in March - Vacuum systems furniture panels / partitions.

· First week in April - Wash light fixtures and lenses.

· First week in June - Wash inside and outside of exterior windows, both sides of storm windows if utilized, and vacuum window treatments.

· First week in December - Wash file cabinets and bookcases.

Appendix C

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

DIVISION OF PROCUREMENT SERVICES

COST RESPONSE

RFQ # 18A 180129-398

Custodial, LS BMV Ellsworth, Work Centers Only The State reserves the right to not make an award to the low-cost bidder when the bidder has had documented poor performance and/or had a contract terminated or not renewed within the last five years due to documented poor performance.

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 two hundred forty-eight (248) days per year plus extra days to accomplish twice per year tile floor and carpet cleaning scheduled tasks.

The Agreement Administrator can reduce payments for services not provided or not completely provided. The amount deducted will be reasonable, and determined by the Agreement Administrator. It will be the burden of the Contractor to prove that all billed services have been provided at levels that meet or exceed contractually obligated standards. Providing inaccurate billing can result in the contract being terminated.

Bidders are to fill in the Cost Response Sheet on the next page. Bidders may be requested for back-up data to support their bid during the bid review process.

The NEW Cost Response requests prices for each service or set of services being provided. The winning bidder will only be allowed to charge for the services provided each billing cycle. The billing cycle will be one calendar month. The bids will be evaluated on the total calculated three year amount. The submitted bid prices must include providing all services required and must meet all bid requirements. The bid prices once accepted cannot change for the duration of the contract and any subsequent extensions if offered. Bids with missing prices may be rejected.

If the contract begins on anything other than the first day of the month or the first scheduled day of service the first monthly amount paid to the contractor will be prorated to cover the actual services provided.

The bids will be evaluated based on the calculated total three year amount.

Bidders are to fill in each price request box with the price they will charge as indicated.

Bidder’s Organization Name:

Name/Title of Authorized Representative:

Price Per Month

Each Day of Service, and As Needed tasks. See Appendix B for task details

Price Per Occurrence is how much you will charge each time the service is provided.

Price Per Occurrence

Monthly Task - Clean and sanitize counters, sinks, tables, and chairs in the employee lounges

Monthly Task - High level dusting (above 6 feet)

Monthly Task - Low and mid-level dusting (up to 6 feet)

Monthly Task -Machine buff / polish tiled floor areas

Quarterly Task - Vacuum and damp wipe air intake and exhaust grills

Twice Per Year Task - Clean and sanitize all vinyl chairs

Twice Per Year Task - Strip, seal, and wax tile floor areas, cleaning baseboards afterwards

Twice Per Year Task - Shampoo carpeting using professional steam cleaning equipment with a minimum temperature of 140F

Once A Year Task - Vacuum systems furniture panels / partitions

Once A Year Task -Wash light fixtures and lenses

One A Year Task - Wash inside and outside of exterior windows, both sides of storm windows if utilized, and vacuum window treatments

Once A Year Task - Wash file cabinets and bookcases

Although this quotation is written asking for payment for successfully completed 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 project hourly labor rate for work over and beyond the scope listed in Appendix B.

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.

Will your company use subcontractors for contractually obligated tasks covered by this bid?

NO _______________ YES _______________

The following tasks will be performed by Subcontractors:

Task Subcontractor image2.png image1.png