RFQ260312-0226 NMRC-NWC.docx

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 260312*0226

Custodial Services Northern Maine Readiness Center Presque Isle 6 Edgemont Dr. Presque Isle, ME 04740

Quotations/Responses Due: 1 May 2026 not later than 4:00 p.m. local time Questions Due Date: 27 April 2026 Walk Through will be held 9am 22 April 2026 Please contact Steve Hartley at 207-430-5433 to coordinate the walk-thru and meeting place by noon on 21 April 2026.

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. All questions must be submitted prior to the listed question due date, shown above. Not all questions will be answered.

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 Defense, Veterans and Emergency Management – Military Bureau (“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 TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFQ, shall have the meanings indicated below:

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.

· Please see Appendix B on page 11

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:

· Quote on Company Letterhead: This document will be used to evaluate your bid. Please make sure it contains information demonstrating your bid meets the posted specifications.

· Cost Response Sheet, Excel Format Provided/Preferred

· Insurance Information: as requested (See Appendix B for COI) on the industry ACORD Form

· Appendix A: Bid Cover Page and Responsible Bidder Certification

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 two two-year extension periods as defined below.

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 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.

6. Quotation Evaluation and Selection

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

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

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

c. At the discretion of 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.

d. 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.

e. 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

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

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

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:

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

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, State of Maine Vendor VC/VS#, 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

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 260312*0226

Custodial Services Northern Maine Readiness Center Presque Isle 6 Edgemont Dr. Presque Isle, ME 04740

BID COVER PAGE and RESPONSIBLE BIDDER CERTIFICATION

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;

· 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:

State of Maine RFQ# 260312*0226 Rev. 9/12/2024 Responsible Bidder 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

OFFICE OF STATE PROCUREMENT SERVICES

DETAILED SPECIFICATIONS

RFQ # 260312*0226

Custodial Services Northern Maine Readiness Center Presque Isle 6 Edgemont Dr. Presque Isle, ME 04740

Work Site: Northern Maine Readiness Center Presque Isle, 6 Edgemont Dr. Presque Isle, ME 04740

Approximate Cleaning Space: Note the plans show more square footage than is indicated below. This is due to the cleaning is for the “shaded common areas” on the maps only.

· There is approximately 6,421 sq ft to be cleaned at the NMRC.

· There is approximately 5.250 sq ft to be cleaned at the NMRC Drill Hall.

LAST CONTRACT INFORMATION: This is a new service contract for this location and therefore we don’t have any previous vendors or costs to provide.

Pre-Bid Tour of the Facility: Bidders are encouraged to attend the walk-through of the worksite on Tuesday, 22 April 2026 at 9:00am. This will be the only opportunity for bidders to see the facility so bring everything you will need to get all the information to formulate your bid. NO FURTHER walk-through tours or visits will be provided.

Please contact Steve Hartley at 207-430-5433 to coordinate the walk-thru and meeting place by noon on 21 April 2026.

Hours of work:

· The facilities are open between the hours or 7:30 am and 3:45 pm Daily. Exact hours to be negotiated between the Program Administrator (or their designee) and the Contractor after the contract has been awarded.

· All work must be performed while staff is present. If the exact time cannot be negotiated the low bid will be rejected.

· If there is a holiday, State closure, the facility needs to restrict outside personnel or if the Provider’s personnel cannot be at the job site as scheduled the day specific tasks are to be performed, the Provider must coordinate a time with the Program Administrator to accomplish all contractually obligated tasks as soon as possible.

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.

· This is to be provided on the standard ACORD form

· Department and the facility address covered by this contract will be listed as the Certificate Holder. All appropriate ADDL INSD boxes must be checked.

Minimum Insurance required:

a. Workers' Compensation and Employer's Liability as required by law; and

b. Commercial General Liability: ISO Broad Form, $300,000 per occurrence, including contractual liability and products and completed operations coverage; and

c. Automobile liability, $300,000 per occurrence extending to insure any owned, hired and non-owned autos to be used in fulfilling the contract; and

d. Any other insurance as may be required by law. The Provider shall furnish the State with certificates of insurance (COI). All certificates and endorsements are to be received and approved by the State before work commences, and annually thereafter. The State reserves the right to require complete, certified copies of all required insurance policies at any time. Unless this requirement is waived by the State, the liability policies are to contain, or be endorsed to contain, the following provisions: the State, its officers, agents, and employees are to be covered as additional insured’s as respects: liability arising out of activities performed by or on behalf of the Provider, including the insured's general supervision of the Provider; and automobiles owned, leased, hired, or borrowed by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to the State, its officers, agents and employees. All certificates of insurance must name The State of Maine and the Department of Defense, Veterans and Emergency Management – Military Bureau as the Certificate Holder and check the appropriate boxes that The State of Maine is additionally insured.

Military Facility: Please note that this facility is used by both the public and the military. 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.

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 could 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 could 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.

· Attached is the current Evaluation Checklist used as of 3/14/2025.

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

Contractor Payment:

· The contractor will only be paid for the services which have been successfully provided during each billing cycle.

· The billing cycle is one calendar month.

· Invoices cannot be submitted until the billing cycle has closed.

· Invoices must contain Vendor Contract #, Vendor VC#, location of services, services performed (daily, quarterly or yearly etc) to be considered acceptable.

· Invoices must be decreased for any scheduled tasks not provided. The State of Maine will not pay for service that has not been performed.

· Deductions will be made for days when service is not provided for any reason. It will be the burden of the Contractor to prove that all billed services have been provided at levels that meet or exceed all contractually obligated standards.

· At the Execution of the contract the Provider will be provided with the email address to send all invoices to for the contract.

The contractor is expected to meet with the Program Administrator (Ken Merrifield) 207-430-6335, or his designee at least TWO weeks prior to the start date of the contract to go over performance expectations. Failure to do so can result in the pending contract being terminated and the service being put back out to bid.

· At this time there will be an agreed upon schedule for periodic performance evaluation tours, at a minimum of monthly.

· If additional evaluations are deemed necessary this will be scheduled by the Program Administrator, or their designee via written email notification a minimum of three (3) business days prior to requested meeting.

Disaster Recovery Plan

a. 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.

b. These plans will not be evaluated but will become part of the awarded contract.

c. Bids received without them may be rejected. Bidders can enter their plan in Appendix D, after the cost schedule or they can submit a separate document.

Infectious Disease Spread Prevention: The Contractor must report to the Program 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.

Vetting:

a. The Department retains the right to screen and restrict from the facility personnel employed by or representing the provider who do not receive a satisfactory/passing background check.

b. All persons must pass a federal background check conducted by the Department of Defense, Veterans and Emergency Management (DVEM) before being allowed into/onto the facility grounds. This applies for all Maine National Guard facilities and grounds.

c. The Contractor must supply a list of people who may be either involved in the work effort, accompanying the Contractor, subcontracted, or present at the facility to the Vetting Coordinator. This must happen within two weeks after the award of the contract or two weeks prior to the beginning of the contract whichever comes first. This also applies to any “new” employees that become part of the project for the contract’s length.

d. The list will include first name, middle initial, last name, date of birth, maiden name, social security number or another federal issued identification number and driver’s license number & state issued for each person.

e. The Department will provide to the Provider the names of those personnel that are acceptable for access, and those that are not acceptable for unescorted access into/onto our facilities. The Department will not be legally allowed to share any specifics regarding why certain personnel are considered unacceptable for any access.

Sign-in/Sign-out Sheet: A sign-in / sign-out 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.

On-Site Employee Requirements:

a. The Contractor will determine the level of staffing they feel appropriate to perform all requirements of the contract.

b. The Department though the Program 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 within 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 Program 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 ensuring the strictest confidentiality of materials, ensure 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 ensuring the strictest confidentiality of materials, ensure 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.

Lost, Found or Missing Articles: All unclaimed articles found in or about the work areas by the Contractor will be turned in immediately to the Program Administrator, giving location where article was found.

Compliance with State and Federal Regulations: The Provider and employees will be subject to all applicable State and Federal regulations for the conduct of personnel.

Equipment for completing tasks:

a. 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.

b. Equipment considered by the Program Administrator (or their Designee) to be improper or inadequate for this purpose shall be removed from the work site and replaced by Contractor with satisfactory equipment.

Materials and Supplies:

The Contractor shall furnish:

· paper towels

· 2 ply toilet paper

· trash bags

· all liquid bathroom soap (for dispensers)

· urinal tablets

· PFAS free Shower Curtains All other materials and supplies must be provided by the Department.

Fixture deodorant/ sanitizers or other odor masking materials are not acceptable and shall not be used. If such products are needed, then the area has not been cleaned and disinfected/ deodorized satisfactorily.

Contractor must purchase products with the following recycled content:

· Toilet Paper with at least 20% post-consumer fiber

· Paper Towel with at least 40% post-consumer fiber

· Trash Bags with at least 10% post-consumer content unless products meeting or exceeding those recycled content goals are unavailable or cost greater than 4% more than equivalent products with lower recycled content.

Pre and Polyfluorinated Substances (PFAS): MEARNG’s procurement preference is to avoid or minimize all other products with intentionally added PFAS. PFAS is commonly found in waterproof and/or stain resistant materials, floor waxes, furniture polishes, and paper products including toilet paper.

Safety Data Sheets: The Contractor must maintain on the State’s premises (posted in janitorial closet) 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 Program 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 the SDS. For more information refer to Custodial Services General Specifications, Material Requirements.

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

State Facilities:

a. Damage or Loss of State-Owned Property: The Provider will be held liable for any damage or loss of use of State of Maine owned property caused by the Provider’s employees’ or personnel allowed into the facility by the Provider’s employees. The Provider will be required to pay for all repairs, replace the property with the exact same piece of property or pay for a replacement at current market prices.

b. Storage and Supply Area/Closet: At the discretion of the Program 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.

c. Securing the Facility: Upon completing work in each area within the building, the Provider’s personnel shall ensure that all windows are closed, lights are off, and all entrance doors are locked prior to leaving the area. The preceding would not apply if the Provider has completed work substantially prior to the end of the normal work day for State employees. Any office that was locked prior to servicing must be relocked when finished. Work areas with secured entrances and exits must not be unlocked or trigged to stay open at any time.

d. Loss of Facility Security: If a facility becomes unsecure due to actions of a Provider’s employee, representative or subcontractor, the cost of securing the facility will be the responsibility of the Provider. The Agreement Administrator will determine what needs to be done to secure the facility.

e. Parking: Provider employees shall park only in areas designated by the Program Administrator (or their designee) and will park at their own risk.

Trash: Contractor will collect trash and put it into a designated dumpster area for regular scheduled trash pick-up provided by the Department.

Recycling: Contractor will collect recycling and put it into a designated dumpster area for regular scheduled recycling pick-up provided by the Department.

Damage

a. The contractor is responsible for damage to any of the facility or its grounds that occur in the execution of this custodial contract.

b. The contractor is responsible for the repair being completed within 10 working days from the date of damage.

Standards and Services:

a. Standards: The following standards shall be used in inspecting custodial services:

i. Plumbing Fixtures and Dispenser Cleaning - Plumbing fixtures and dispensers are clean when free of all deposits and stains so that item is left without dust streaks, film, odor, or stains.

ii. Dusting - A properly dusted surface is free of all dirt and dust, dust streaks, lint and cobwebs.

iii. Sweeping - A properly swept floor is free of all dirt, dust, grit, lint, and debris except imbedded dirt or grit.

iv. Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits, and is substantially free of cleaning marks.

v. Damp Mopping - A satisfactorily damp mopped floor is without dirt and dust, marks, film, streaks, debris, and standing water.

vi. Metal Cleaning - When cleaned, all surfaces are without deposits or tarnish, and with a uniformly bright appearance. Cleaner is removed from adjacent surfaces.

vii. Glass Cleaning - Glass is clean when all accessible glass surfaces are without streaks, film, deposits, and stains and has a uniformly bright appearance and adjacent surfaces have been wiped clean. Extreme care and correct materials must be used to avoid damage and scratching on all surfaces.

viii. Finish Removal - Finish removal is accomplished when surfaces have all finish dirt removed down to the floor material, floor is left free of all dirt, stains, deposits, debris, cleaning solution, and standing water, and the floor has a uniform appearance when dry. Plain water rinse and pickup must follow removal operation immediately.

ix. Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without imbedded dirt, cleaning solution, film, debris, stains, marks, and standing water in all areas and floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately.

x. Light Fixture Cleaning - Light fixtures are clean when all components, including bulbs and tubes are without insects, dirt, lint, film, and streaks. All articles removed must be replaced immediately.

xi. Buffing of Finished Surfaces - Finished surfaces shall be buffed sufficiently to obtain maximum gloss and have a uniform appearance free of surface dirt.

xii. Baseboard Cleaning - After cleaning, the surfaces of all baseboards (wood, resilient, ceramic) will have a uniformly clean appearance, free from dirt, stains, streaks, and cleaning marks.

xiii. Window Cleaning – Shall consist of cleaning the entire window area, which includes the glass and vinyl or wooden part of the window frame, sash and any blinds attached to the windows. Cleaning shall be accomplished with a glass or all-purpose cleaning agent and is considered clean when all surfaces have a uniformed surface free from dirt, stains, streaks and cleaning marks.

xiv. Entryway Cleaning - Shall consist of cleaning the entire exterior and interior of the entryway to include on the exterior the area of the door, the doorframe the exterior wall area encompassed by the overhang, and concrete stoop. Cleaning shall be by use of a cleaning solution or warm soap and water and is considered clean when all surfaces have a uniformed surface free from dirt, stains, bugs or any part of bugs or vermin, cobwebs, streaks, or cleaning marks.

b. Services: The following services shall be performed, complying with the standards detailed in item a.:

i. Preliminary Cleaning - The facility will be given a complete top to bottom cleaning of all rooms, floors, rugs, walls, doors and windows, (both exterior and interior), entryways, and moldings.

ii. Cleaning Restrooms - This work includes a complete hygienic cleaning all plumbing fixtures, lavatories, toilet bowls, dispensers, wainscots, grout lines, doors, mirrors, handicapped accessible handrails, stall partitions as required, and filling all paper/soap dispensers as needed. Scouring powder may be used on plumbing fixtures or may be used for water closets and urinals, if required, on approval by the Agreement Administrator. All stains, spots, mold and/or mildew shall be removed from wainscots, grout lines and stall partitions, using a damp cloth with detergent. Floors shall be dry-swept and then damp mopped using a department approved germicidal cleaner. Water used in cleaning restrooms must be clean at the start of the cleaning process and disposed of once cleaning is complete. The water cannot be used in cleaning other areas of the building. Rags and mops used in cleaning restrooms cannot be used in other areas of the building until washed using a germicidal cleaner.

iii. Cleaning Slop Sinks, Vending Machines, and Drinking Fountains - All items will be cleaned using detergent or scouring powder, if required. Water cabinets, water chillers or drinking fountains shall be wiped using a clean, unused damp cloth. Do NOT use a cloth, already used for cleaning these items.

iv. Sweeping - All tile, wood, or concrete floors, stairways, landings, and stoops shall be swept with brush or mop or mechanical brush-vacuum sweeping without damage or disfigurement of furniture, doors, or base trim. Oil treated mops shall not be used. Dust, dirt, and debris shall be removed to receptacles provided for this purpose on the building exterior. Reset furniture upon completion of sweeping.

v. Vacuuming - Carpeting and furniture shall be vacuumed and the dirt, dust and debris removed to receptacles provided by the Provider on the building exterior. Spots shall be removed from rugs and carpets as they occur. A commercial/industrial vacuum cleaner equipped with a HEPA filter must be utilized.

vi. Carpet Shampooing - Carpeting shall be cleaned using commercial/industrial grade self-contained equipment capable of providing 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift and shall use water with a minimum temperature of 140 degrees F. Turbo drying of the shampooed carpet shall be performed utilizing a high-speed fan(s). Bonnet cleaning is NOT acceptable (other than for spot cleaning).

vii. Damp Mopping Floors - Damp mop all resilient tile floors, terrazzo, quarry tile, ceramic tile, and concrete floors, including stairs and landings, using cotton or sponge mops, appropriate stain removal agents, unheated water and detergent, if required, using as small amount of water as possible. Follow with clean water rinse and pick up again using as small amount of water as possible. Where floor drain exists, water will be added periodically to prevent traps from becoming dry.

viii. Floor Scrubbing - Scrub floors by use of deck brush, cylindrical or disc type machine or automatic machine scrubber and detergent solution using as small amount of water as possible followed by plain water rinse and pick up. This scrubbing will be followed by the application of a floor finish system applied in accordance with the manufacturer’s specifications. Baseboards shall be thoroughly cleaned after buffing.

ix. Finish Removal - Removal or stripping of all finish down to the flooring material, using compound specifically prepared for this purpose, with steel wool or brush agitation as required, followed by rinsing with plain water to remove all finish material, solution, dirt and film form baseboard edge to baseboard edge.

x. Floor Waxing and Finishing – Floors must be completely free of anything that will become part of the finish before starting. All floor waxes or finishes (i.e., carnauba, acrylic, polymeric) will be compatible with floors on which applied and shall be applied in accordance with the manufacturer’s recommendations.

xi. Floor Touchup - Application of finish material and buffing in heavy traffic areas between primary refinishing as required.

xii. Buffing - All finished and terrazzo floors shall be buffed periodically to remove traffic marks, heavy soil, etc., to be followed by sweeping, vacuuming, or dust mopping to pick up loose residue.

xiii. Turned-Out Lights - Turn off all lights when not in use. Only specific areas being worked in will be illuminated.

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