RFQ 18A 260319-240.pdf

State of Maine RFQ# 18A 260319-240 Form Rev. 8/20/2024

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 18A 260319-240

Custodial, Workers Comp Board, Caribou

Quotations/Responses Due: Friday, April 17, 2026 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).

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 in the CGI Vendor Self Service (VSS). 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 Office of State Procurement Services (“OSPS”) is acting on behalf of the Department of Administrative and Financial Servies (“Requesting Department”). OSPS 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. Purpose

The purpose of this RFQ is to create a contract to obtain the services described in Appendix B.

2. Essential Bid Documents

All bids should include the following documentation. The State reserves the right to request supplementary documentation to verify compliance with all bid specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

• RFQ 18A 260319-240 Bid Worksheet. Must be attached as an EXCEL worksheet.

Submissions in any other format will be rejected.

• Appendix A: Bid Cover Page and Responsible Bidder Form

• Appendix D: Subcontractors / 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 and end dates will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, OSPS, at their discretion, may opt to renew the contract for up to four (4) extension periods as defined below.

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

Period Start Date End Date

Initial Period of Performance May 1, 2026 April 30, 2027

Optional Extension Period #1 May 1, 2027 April 30, 2028

Optional Extension Period #2 May 1, 2028 April 30, 2029

Optional Extension Period #3 May 1, 2029 April 30, 2030

Optional Extension Period #4 May 1, 2030 April 30, 2031

The first month’s billing will be prorated, based on the number of services provided, if the contract does not begin on the first day of the month.

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:

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

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 OSPS.

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.

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

6. Quotation Evaluation and Selection

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

a. State of Maine RFQs are evaluated on a Best Value basis. “Best Value” means that bids are assessed for compliance with all specifications, required purposes, delivery timelines, and the overall interests of the State. Once OSPS determines that a bid meets all specifications and requirements, the RFQ award will be made to the lowest-priced qualified Bidder.

b. By submitting a quote, bidders affirm compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

c. 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.

d. At the discretion of OSPS, 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.

e. In the event that no Bidder submission conforms to the specifications of this RFQ, then OSPS may choose not to make any award. Alternatively, OSPS 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 OSPS, at its discretion, may make a contract award to the Bidder meeting four requirements.

f. If the specifications provided with this RFQ are of a technical nature, then OSPS’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. OSPS 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. OSPS 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, OSPS may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized.

Alternatively, OSPS 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”), Office of State Procurement Services (“OSPS”) 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, OSPS is acting on behalf of the Requesting Department listed on the cover page. OSPS 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. From the time the RFQ is issued until award notification is made, all contact with the State regarding the RFQ must be made through the RFQ Coordinator. No other person/State employee is empowered to make binding statements regarding the RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

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

3. All proposals must adhere to the instructions and format requirements outlined in the RFQ and all written supplements and amendments (such as the Posted Questions and Answers in the Vendor Self Service), issued by the Department. Bidders must include the required documents with their bid submission to enable the Department to evaluate whether the bid conforms with all posted specifications in Appendix B.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFQ, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFQ and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFQ will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFQ is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFQ.

10. If awarded a contract resulting from this RFQ, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships. Failure to disclose a known conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the 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, OSPS 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 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F1%2Ftitle1sec401.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C667ee6f851c64355797808ddde8f4d20%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C638911429303325650%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=534d%2Bo%2BubICrkxaVhd4elUP9EkNKkv2npnVhlrAbLwk%3D&reserved=0

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: Chapter 120). 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 Terms and Conditions used with the aforementioned contract types may be found on the Office of State Procurement Services’ website at the following links:

BPO and MA Terms and Conditions Service Contract Terms and Conditions IT Service Contract Terms and Conditions

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 Office of State Procurement Services’ website at the following link:

https://www.maine.gov/dafs/bbm/procurementservices/forms http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120 https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120 https://www.maine.gov/dafs/bbm/procurementservices/forms https://www.maine.gov/dafs/bbm/procurementservices/forms

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.”

Appendix A

STATE OF MAINE

OFFICE OF STATE PROCUREMENT SERVICES

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: Cell: 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: Cell: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

• This bid is compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid;

• 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:

Authorized Signature: Date:

Responsible Bidder Form

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

DETAILED SPECIFICATIONS

Work Site: Workers Compensation Board, 658 Main Street, Suites 1 & 2, Caribou, ME 04736

Approximate Cleaning Space: ,582 square feet, Carpet – 1,802 sq. feet, Other – 1,780 sq.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: None, New Space

Annual Calculated Amount: $000.00

Pre-Bid Tour of the Facility: Interested bidders are strongly encouraged to attend a walk-through of the work site on Friday, April 10,2026 at 10:00am in order to view the expected custodial tasks and workspace. 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.

Contractor is expected to meet with the Agreement Administrator or their designee and

Facility Representative 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.

Hours of Work: Work will be accomplished 3 days per week, Monday, Wednesday and Friday after or before hours is preferred. Contract Administrator /Contractor to Negotiate time of day after award. Hours and days of the week once set 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.

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.

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.

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.

Contractor Performance Evaluation of Service Tour: The Contractor is required to email the facility representative or their designee to select a date and time which can be mutually agreed to for the Evaluation of Service Tour by the fourteenth (14Th) of the first three months of service and then the fourteenth (14Th) each March, June, September and December. The

Contract Administrator can decide not to schedule the tour if they deem it unnecessary. The tour if scheduled will be documented using an Evaluation of Service Worksheet 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 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 or to bypass evaluation tours based on Contractor performance. If additional tours are requested, 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 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, date of birth and photo ID 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. 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 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.

Sign-In Sheet: A sign-in sheet 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. 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.

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

Confidentiality document.

If Contractor and Subcontractor(s) are unable to continually provide employees for the duration of the contract and any subsequent extensions that can successfully pass the required background checks and if requested sign a Non-Disclosure Confidentiality document the contract will be terminated.

On-Site Employee Requirements: The Contractor 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 Contractor 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:

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 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.

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

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

Flooring: Approximately 1200 square feet of carpet in offices. The remaining floors are epoxy.

Epoxy floors only require mopping.

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 https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 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 solution with an extractor capable of 100 inches of water lift. 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.

Dumpster: A dumpster will be provided on site for the Contractor to use.

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.

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 unless otherwise specified. 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 the

Custodial Services General Specifications.

Required Routine 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, Custodial Services General

Specifications) 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.

• Remove spots, stains, fingerprints marks on walls and interior doors

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

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

• Clean all common touch areas using EPA listed germicidal cleaners and disinfectants approved for the SARS-COV-2 cleaning procedures

• Clean and sanitize public area counters and tabletops in the breakroom

• Wash and sanitize desks and table tops if cleared.

• Break rooms - Clean and sanitize counters, sinks, clean tables, chairs & microwave

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

• Maintain/clean all entry floor mats and runners

• Sweep and clean stairways and main entrance

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

• Empty waste baskets; collect trash and remove to appropriate dumpster or container;

clean, sanitize and line waste baskets. Return waste baskets to proper place.

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

• Keep custodial closets clean and free of odors

Once A Week

• Conference Rooms – Clean tables

• Dry mop all non-carpeted floors and then clean/damp mop

As Needed / As Requested

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

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 and documented.

Twice A Year: March, September

• Low, mid-level (up to 6 feet) and high-level dusting (above 6 feet) includes vacuuming air intake and exhaust grills

• Spot Clean carpet using manufacturer’s recommended products and processes/guidelines using professional cleaning equipment as necessary

• Wash inside and outside of exterior windows and both sides of storm windows, and vacuum window treatments

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

Once A Year: April

• Steam clean ALL carpeting, including high traffic areas, using manufacturer’s recommended products and processes/guidelines using professional cleaning equipment. NOTE: Bonnet cleaning is not permitted

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 fifty-six (156) days per year plus extra days to accomplish scheduled floor cleaning tasks.

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

Bidders are to complete and attach RFQ 18A 260319-240 Bid Worksheet. Must be attached as an EXCEL worksheet. Submissions in any other format may be rejected.

Bidders must enter the amount in RFQ 18A 260319-240 Bid Worksheet, Line 24, Column F for the “Contract Amount” in the Vendor Self Service. Enter only numbers and a decimal point.

Example: If you wanted to bid a thousand dollars for the entire sixty-month period you would enter: 1000.00

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 contract will be written so the selected contractor can only charge for services that have been provided during the billing cycle.

• The amount quoted below for “The Price Per Month” shall only include the amount your company will charge for the services designated as “Required Routine Tasks” in Appendix B of this bid opportunity.

• The other tasks in Appendix B will be quoted “Per Occurrence” and can only be charged after the service has been provided.

$0.00Enter this amount for your bid

Bids submitted not as instructed may be rejected.

The State of Maine reserves the right to request supporting information including the number of hours assigned to each task and the products intended to be used in the facility.

Appendix D

SUBCONTRACTORS / DISASTER RECOVERY PLAN

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

Disaster Recovery Plan: Each bidding Contractor is required to submit a detailed 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.