RTI Bid Phase I II 2-6.docx

THIS IS A STATE OF MAINE SOLICITATION FOR CUSTODIAL SERVICES.

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

Dear Bidder:

The State of Maine the, Department of Defense, Veterans and Emergency Management, hereby requests quotations from certified Work Centers for the performance of Custodial Services at the Regional Training Institute office located at 289 Hildreth Street, Bangor, Maine 04401 for the period of February XX, 2013 through February XX, 2016 with the option to renew one additional year.

The office consists of approximately 52,454 square feet and requires five day per week service. The service to be completed under this assignment shall be in compliance with the specifications in Exhibit A and shall meet the requirements of Exhibit B.

A bid response to this solicitation signifies that the bidder understands and agrees that the contract shall cover the actual square footage, whether it is more or less than the amount stated in Exhibit A, and the bidder is encouraged to attend a walk-through of the facility in advance of submitting a bid. A SITE visit is scheduled for February 5, 2013 at 10:00 am at the Regional Training Institute, 289 Hildreth Street, Bangor, Maine 04401. If you need directions call LTC Brian Veneziano at (207) 430-5577. A contract award will be made based upon the proposed price and the bidder’s ability to fulfill the duties listed under Exhibit A and meet the requirements of Exhibit B.

A RESPONSE TO THIS SOLICITATION MUST CONTAIN THE INFORMATION REQUESTED BELOW AND BE ATTACHED TO A BID IN THE STATE OF MAINE’S VENDOR SELF SERVICE (VSS) SYSTEM. IF NOT, THEN THE BID WILL BE DISQUALIFIED.

DO NOT MAIL, HAND DELIVER, FAX OR E-MAIL A BID RESPONSE TO THIS SOLICITATION.

PRICING MUST BE ENTERED BELOW AND ON THE BID IN THE VENDOR SELF SERVICE (VSS) SYSTEM. ENTER TOTAL COST OF THREE (3) YEAR CONTRACT UNDER UNIT COST.

· Name of Bidder Organization: __________________________________________________________________

· Total Bid Amount for Three-Year Contract: $______________________________________________________

· Bid Price per Month: $_____________________________Yearly Price: $_______________________________

· If the Department decided to have the contractor supply the paper towels, toilet paper, plastic liners & hand soap (as referenced in Exhibit B, E-1), what would be the additional cost per year?

· Name & Title of Bidder’s Authorized Representative: _______________________________________________

· Bidder’s Address:__________________________________________________

· Date: _____________________

· Phone Number: __________________________________ E-Mail Address: _____________________________

This request does not constitute a commitment on the part of the Department to award a contract. If a contract is awarded, the awardee will be required to sign a State of Maine Agreement to Purchase Services (BP54), a copy of which is attached to this document.

All interested and certified Work Centers, as defined in 5 MRSA §1826-B.2., are encouraged to submit a bid in response to this requirement for custodial services. As noted above, non-Work Center organizations should not submit a bid under this solicitation. Bids will be evaluated in accordance with 5 MRSA §1826. Bids received from certified Work Centers will be evaluated, and if the proposed costs are determined to be fair and reasonable in comparison to previously known market rates from non-Work Center organizations, then award will be made to the certified Work Center with the most advantageous bid. The award decision will be based upon the proposed price and an ability to fulfill the duties listed under Exhibit A and meet the requirements of Exhibit B.

If, at the discretion of the Director of the Division of Purchases, the proposed costs of certified Work Centers are found to not be fair and reasonable in comparison to previously known market rates from non-Work Center organizations, then the Director reserves the right to complete the competitive award process in accordance with 5 MRSA §1826-C.5. This statute specifies that the Director may confer with the Department of Corrections to perform the services, and if no such arrangement can be made, then a standard competitive bid process will be carried out among all interested vendors.

The Division of Purchases reserves the right to accept or reject any or all bids and at its sole discretion in addition recognize and waive minor informalities and irregularities found in bids submitted in response to this solicitation.

Sincerely, Sherrill L. Hallett, Buyer II Directorate of Facilities Engineering Camp Keyes, Bldg # 8 194 Winthrop Street Augusta, Maine 04330

(207) 430-5694 Fax (207) 626-4553 E-mail: Sherrill.L.Hallett.nfg@mail.mil

Agreement No: #CT 15AXXXXXXXXXXXXX

DEPARTMENT OF

DEFENSE, VETERANS AND EMERGENCY MANAMENT

Military Bureau Joint Force Headquarters, Maine National Guard Camp Keyes, Augusta, Maine 04333-0033

Request for Bid

For

Custodial Services Regional Training Institute

Bangor, Maine

Prepared by:

The Military Bureau Building #8, Camp Keyes Directorate of Facilities Engineering January 24, 2013

Agreement No: #CT 15AXXXXXXXXXXXXX

STATE OF MAINE

DEPARTMENT OF DEFENSE, VETERANS AND EMERGENCY MANAGEMENT

Agreement to Purchase Services

THIS AGREEMENT, made this , is by and between the State of Maine, Department of Defense, Veterans and Emergency Management, hereinafter called "Department", and ___________ _______, located at telephone number 207- 000-0000, hereinafter called "Provider", for the period of one year beginning on March XX, 2013 through March XX, 2016 with the option to renew (1) one additional year.

The Employer Identification Number of the Provider is VC00000000000.

WITNESSETH, that for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the Department. The Provider hereby agrees with the Department to furnish all qualified personnel, facilities, materials and services, and in consultation with the Department, to perform the services, study or projects described in Rider-A, under the terms of this Agreement. The following riders are hereby incorporated into this Agreement and made part of it by reference:

Rider A - Specifications of Work to be Performed Section 2-B – Vendor Bid Rider B - Payment and Other Provisions Rider C - Exceptions Rider D - Additional Requirements Rider E - Rider E – Environmental Policy Statement Rider F – Federal Acquisition Regulations – FAR Clauses Rider G- Identification of Country in Which Contracted Work will be Performed

IN WITNESS WHEREOF, the Department and the Provider, by their representatives duly authorized, have executed this agreement in 4 original copies.

Department of Defense, Veterans and Emergency Management

By:_____________________________________

Timothy Bowman, Superintendent of Buildings

And

XXXXXXXXXXXXXXXXXX

By:______________________________________

XXXXXXXXXXXXXXXX

Total Agreement Amount: Not to exceed (3) three years with the option to renew for (1) one additional year.

Approved:

State Controller__________________________________________ Chair, State Purchases Review Committee______________________

Accounting Code

STATE FY 2013 RTI (Bangor)

VC NUMBER

ORDER

BUDGET FY

15A

M

STATE FY 2014 RTI (Bangor)

ORDER

BUDGET FY

15A

79E0

BUSO

STATE FY 2015 RTI (Bangor)

ORDER

BUDGET FY

15A

79E0

BUSO

M

Rider A

Custodial Service Specifications

Approximately 35,158 square feet of cleaning space

Phase I - Cleaning Activities

Rooms 101, 117, 121,122, 148, 150, 155, 157 Entry vestibule and Lobby

Quarterly- Refinish and buff vinyl tile floors.

Yearly- Scrub and seal ceramic tile floors.

151, 152 Corridors 1 & 2

Rooms 119 and 138 (Test control and A/V storage) MWF- Remove finger prints from exterior doors.

Quarterly- Refinish and buff vinyl tile floors.

Rooms 124, 128,129, 130, 131, 132, 135, 136, 137, 139, 141, 144,145, 146, Office and classroom space

Rooms 108 (external supply room) 125, 134, 140, Break rooms and Medical Training room

Semi Annually-Clean exterior of all windows (Spring/fall).

Room 120 Auditorium

As needed-Clean exterior of windows.

*special cleaning requests pending event scheduling

Room 110, Training Device

Janitorial closets Daily- Keep janitorial closets clean, organized and free of odors.

Room 126, 127, 114, 116 Washrooms and locker rooms (Monday through Friday)

Room 115 Physical Training

Spring/fall-Clean exterior of all windows.

(Staff will clean gym equipment).

107 Multi-purpose room Quarterly- Clean interior of all windows.

Spring/fall-Clean exterior of all windows.

Spring/fall-Clean sky lights

Phase II – Cleaning Activities

Approximately 17,296 square feet of cleaning space

Entry way to Dinning facility from Administrative building

D100 Dinning

Weekly - Dispensers provided – product provided by contractor

D101 Kitchen Responsibility of kitchen staff

D102 Scullery Responsibility of kitchen staff

D103 Dish drop off

Semi-annually- Scrub and seal ceramic tile floor with D100.

D104 Serving

D105, 106 Office Responsibility of kitchen staff

D107 Janitorial closets Daily- Keep janitorial closets clean and free of odors.

D108 LAV

D111 Corridor

D112 Men’s bathroom

D113 Corridor

D114 Woman’s bathroom

Weekly- Remove spots and stains from all areas adjacent to hand sinks

D115 Vestibule & Enclosed Walkway

West Wing

W100 Lobby and Stairs

W102 Laundry

W127 Corridor

W128 Lounge

W129 Corridor

W130 Stairs

W200 Stairs

W227 Corridor

W228 Stairs

NORTH

N100, 108, 130, 200, 227 Vestibule

N101 Lounge

N115, 116, 117, 212, 213, 214 Corridor

N109, 208, Stairs

N121, 218 Laundry

N126, 207 Janitor Daily- Keep janitorial items clean and free of odors.

EAST

E101, 125,200, 225 Stairs

E111 Lounge

E124, 223 Corridor

E114 Janitor Daily- Keep janitorial items clean and free of odors.

E113 Laundry

MONTHLY

Polish wood trim.

QUARTERLY

Refinish and buff vinyl tile floors.

High level dusting (above 6 feet) as needed.

Vacuum air intake and exhaust grills throughout the building

SEMI-ANNUALLY

Strip, seal, and refinish vinyl tile floor areas.

Shampoo all carpeting. Treat carpeting with approved Carpet Protector to maintain appearance and resist staining.

Note: Janitorial contractor is expected to provide a commercial/industrial vacuum cleaner equipped with a HEPA filter. They are also to provide self-contained carpet cleaning capable of providing 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift.

The Regional Training Institute Point of Contact and Contractor shall meet Monthly to go over custodial service specifications. If needed, the Contract Administrator should be contacted to intervene.

EXHIBIT B

Custodial Services General Specifications

In addition to what is listed in Exhibit A, the contractor agrees to complete the project described below in accordance with these specifications and conditions.

A. Scope: These specifications provide for accomplishing custodial services as described in Exhibit A. These services must be completed in a professional manner in strict accordance with the standards, schedules and conditions set forth herein. The work covered by these terms consists of furnishing all labor, equipment, supplies, supervision, tools and materials.

B. Description of Work and Frequency: The work to be accomplished consists of performing custodial services at the work site listed in Exhibit A, and according to specific frequencies listed in Exhibit A. Frequency may be increased, if needed, by mutual agreement and through written change requests, but may not be decreased without written approval/acceptance by the State’s Agreement Administrator.

C. General Relationship and Supplemental Services: Although this contract is organized with a monthly payment for scheduled and reoccurring custodial services, it is possible that the State will request the Contractor to provide supplemental custodial services on an as-needed basis. Contractor shall submit its hourly labor rate for work over and beyond the scope listed in Exhibit A: $______________/hour. If possible, State will give a (48) hour lead time before asking contractor for supplemental custodial services.

Contractor shall list number of employees which are guaranteed to be actively engaged in custodial services under this contract on a daily basis: _______________ Full Time Equivalents (FTEs).

Any employee of the Contractor who may, in any manner, be unsatisfactory to the State (either because of dress, mannerisms, crude habits, criminal records, or other reasons) shall immediately be replaced by another employee upon request of the State.

The Contractor, or any of its representatives or agents, agrees to treat with the strictest confidence any and all material information, written/verbal or otherwise, kept or maintained in the premises being cleaned. Any violation of this confidentiality will make the contract with the Contractor null and void at the discretion of the State, and the Contractor will be held responsible for any damages caused by any violation of this confidentiality.

If, in the judgment of the Agreement Administrator, the appearance of the area under contract does not meet the standards as set forth herein, it will be the Contractor’s responsibility to take immediate corrective action, and all regular payments for services shall cease until the level of custodial services required has been attained.

E. Supplies and 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.

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.

1. Materials and Supplies: The Department will supply paper towels, toilet paper, plastic liners, hand soap, hand sanitizer for dispensers and interior and exterior entry mats. The Contractor shall furnish all other materials, supplies and tools required for cleaning the facility Fixture deodorant/sanitizers or other odor masking materials are not acceptable and shall not be used.

2. Material Requirements: All supplies/materials used shall have the necessary Under-writers seal of approval, be OSHA approved, be non-slip (if applicable) and shall otherwise create no harmful or hazardous conditions. Any flammable or otherwise harmful materials must be submitted to the State for analysis upon request. The Contractor may be asked at any time to submit a complete listing, by manufacturer’s name and/or number, of the cleaning supplies, chemicals, and floor finishes furnished for this contract. If any of these materials are found to be unsatisfactory by the State, then said materials shall not be used, and substitute materials must be provided and approved before use. The Contractor must maintain on the State’s premises a complete set of Material Safety Data Sheets (MSDS) and have them accessible to the Agreement Administrator. Contractor must purchase “Green” Environmentally Preferred Products.

3. Samples: The Agreement Administrator may require samples of supplies before the Contractor commences work, or at any time during the work, to determine compliance with the standards required by these specifications. Any item failing to meet these specifications shall be replaced by the Contractor with supplies meeting the itemized specifications or required standards.

4. Dumpster: The Contractor will be responsible for providing a dumpster of an appropriate size and also for the cost of disposal services.

F. Use of State Facilities:

1. Janitorial Closet: The janitorial closet is available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. Contractor shall be responsible for the orderliness and cleanliness of this closet at all times.

2. Contractor-owned Property: The Contractor brings its property into a State facility at its own risk. The State will not be responsible in any way for damage to the Contractor’s supplies, materials, equipment, or the Contractor’s employees’ personal belongings brought into the building.

3. Securing the Facility: Upon completing work in each area within the building, the Contractor’s personnel shall assure 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 Contractor has completed work substantially prior to the end of the normal work day for State employees.

4. Parking: Contractor employees shall park only in areas designated by the Agreement Administrator.

G. Contractor Personnel:

1. State-owned Equipment: Contractor’s employees shall not utilize or operate State-owned equipment of any type without specific authorization of the Agreement Administrator. This is to include, but is not limited to, all office machines, telephones, etc.

2. Suitability: The Contractor shall screen all personnel to assure the State that all employees are of good character. The Contractor shall employ only personnel skilled or capable of becoming skilled in janitorial work.

3. Notifications: Contractor’s personnel shall notify the Agreement Administrator of inoperative water fixtures, lights, commodes, damage to buildings and fixtures, or any vermin such as cockroaches, water bugs, silver fish, mice, rats, etc.

4. Safety: The Contractor shall be responsible for instructing its employees in safety measures considered appropriate. The Contractor shall not permit placing or use of mops, brooms, or equipment in traffic lanes or other locations in such manner to create safety hazards and shall provide appropriate warning signs for slippery floor areas caused by cleaning or waxing operations. Contractor’s employees shall be required to interrupt their work at any time to allow passage of personnel. Contractor must comply with all Federal or State safety laws and regulations (including OSHA/MSDS requirements).

5. Identification: Contractor’s employees shall be provided with an appropriate nametag identifying the person and employer. The Contractor’s employees shall properly display the nametag during working hours.

H. Supervision: The Contractor shall at all times provide adequate supervision 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 shall have a responsible supervisor in the building when the work of the contract is being carried out. The Contractor shall also instruct the Agreement Administrator how the Contractor or its representative can be contacted during other than normal working hours.

I. Clean Up: The Contractor shall keep all supplies, equipment, and machines clear of traffic lanes or other areas where they might be hazardous and the Contractor shall secure such supplies, equipment, and machines at the end of each work period in lockers or other areas provided for the purpose. The Contractor shall store or dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition outside the building in tight metal containers, to be furnished by the Contractor. The Contractor shall dispose of all dirt and debris resulting from work under this contract each day at the completion of work at the work site. Where allowed by State and Federal regulations, the Contractor shall dispose of used cleaning solutions in slop sinks provided, and the Contractor shall adequately flush down any flammable cleaning solutions. The Contractor shall place covers on trash receptacles at all times.

J. 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 Agreement Administrator, giving location where article was found.

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

L. Hours of Work: Unless otherwise specified (see Exhibit A), the Contractor shall perform work on a one-day-per-week basis, Monday through Fridays, between the hours of 7:30 am. - 3:30 pm. Should occasion arise that work must be performed on other than the above mentioned schedule the Contractor shall notify the Agreement Administrator in advance. This time schedule is subject to change at the convenience of the State. Custodial maintenance services will not be required on observed Federal and State Holidays.

M. Work Schedule: The detailed specification for the work site, Exhibit A, requires work to be done on a periodic basis. The Contractor shall supply a schedule of the intended work on all elements other than those which are daily requirements. The schedule will be as follows:

5. Annual Requirements - The month that the work is to be performed. (Suggested months are provided in Exhibit A, or the Agreement Administrator may suggest months for this purpose.)

N. Insurance: 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. Minimum insurance requirements are listed below.

Minimum Insurance required:

O. Subcontracts: 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.

P. Inspection by the State: Inspection of the Contractor’s work will be made by the Agreement Administrator or designee. The Agreement Administrator or designee has authority to point out to the Contractor’s personnel incomplete or defective work and necessary corrective measures, but does not have authority to alter the terms of conditions of the contract without a mutually agreeable Amendment or Change Order to the contract. No payment shall be made for services which are not performed in accordance with the specifications.

The Agreement Administrator will tour the facilities approximately once each month with the Contractor or representative and review the State’s check rating form to determine future corrective actions required, if any.

Q. Storage: The building has a supply area for routine storage of chemicals, toilet tissue, etc., but bulk storage of large quantities of paper goods or cleaning chemicals, etc., is not available, nor permitted. The definitions of “bulk” and “large” will be determined solely by the Agreement Administrator, in accordance with the space available at the work site.

R. Standards and Services: The following standards shall be used in inspecting custodial services:

1. Standards:

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

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.

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

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

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

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

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.

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.

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.

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.

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

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.

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.

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.

2. Services:

The following services shall be performed to comply with the herein before specified standard:

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.

Cleaning Toilet Rooms - This work includes cleaning all plumbing fixtures, lavatories, toilet bowls, dispensers, wainscots, doors, and 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 Owner’s Representative. All stains or spots shall be removed from wainscots or stall partitions, using a damp cloth with detergent. Floors shall be dry-swept and damp mopped daily using a germicide.

Cleaning Slop Sinks, Vending Machines, and Drinking Fountains - All items will be cleaned using detergent or scouring powder, if required. Cabinets or water chillers shall be wiped clean with a damp cloth. Any spillage on floors or walls adjacent to fixture shall be wiped clean with a damp cloth.

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.

Vacuuming - Carpeting and furniture shall be vacuumed and the dirt, dust and debris removed to receptacles provided by the Contractor 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.

Carpet Shampooing - Carpeting shall be cleaned by 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).

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.

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.

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.

Floor Waxing and Finishing - 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.

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

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.

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

Dusting Horizontal Surfaces Other Than Furniture, Fixtures, and Equipment - Dust with treated dust cloth or vacuum all horizontal surfaces of windows, window ledges, radiators, stair rails, baseboards, tops of acoustical panels, exterior wall mounted electrical conduit and other horizontal surfaces.

Glass Cleaning - Clean all mirrors, glass cases, desk tops, windows and glass at building entrances using plain water or cleaning solution prepared for the purpose. Adjacent trim shall be wiped clean with a damp cloth. Scouring powder shall not be used.

Metal Cleaning and Polishing - Hardware, bars on doors, kick plates, and all other bright work shall be polished using approved polishing compound.

Dusting Interior Walls and Ceilings - Beginning at the highest point, dust shall be first removed room all surfaces and exposed overhead pipes and equipment with untreated dusters or by vacuuming. Cobwebs shall be removed with an upward stroke to avoid streaking.

Cleaning Doors and Trim - Clean doors and adjacent trim not otherwise cleaned.

Cleaning Light Fixtures - Dust all accessible components of light fixtures, including bulbs and tubes with a cloth or yarn duster. On a rotation basis, each fixture shall be washed not less than twice per year.

Empty Recycling Bins – Empty all recycle bins, when recycling program is practiced, located in corridors and other areas where specifically noted and remove recyclable (paper, cardboard, etc.) items from building or deposit in collection facility/area provided for this purpose. Any recyclable products will be reduced and sorted by the department prior to removal.

Empty Waste Receptacles - Empty all waste receptacles located in corridors and other areas where specifically noted and remove trash from building and deposit in collection facilities provided for this purpose.

Washing Waste Receptacles - Wash all waste receptacles to keep in sanitary condition. Washing shall be accomplished with brush and detergent solution. Use of cleaning agents harmful to paint or receptacle material will not be permitted. Receptacles will be left free of deposits, dirt, streaks.

Cleaning and Polishing Furniture - Wood and finished metal surfaces shall receive furniture polish with rubbing as necessary for cleaning, followed by polishing with a clean, dry cloth or electric buffer. Leather coverings shall be thoroughly cleaned with a combination cleaner and polish followed by polishing with a clean, dry cloth. When cleaned or polished, all surfaces shall be of uniform appearance, free of deposits, streaks or film. All spillage shall be wiped clean with a damp cloth.

Vacuum All Upholstered Furniture - Vacuum all upholstered surfaces to remove dust and lint (includes acoustical panels/systems furniture partitions).

Mat Cleaning - Remove mats at entrances and remove all dirt and dust deposits underneath. Clean mats and replace in proper location.

S. Payment: State will pay in equal monthly installments upon receipt of invoices for services rendered for the preceding month. The monthly statements are to be submitted to the State of Maine’s Agreement Administrator, identified in Exhibit A.

T. Deductions: Deductions may be made for items listed in this specification and on the Contractor’s work schedule which are not accomplished, as well as those credits allowed because of a shortage of assigned number of employees on any given day/night shift. The amount deducted will be reasonable, and determined by the Agreement Administrator.

RIDER B

METHOD OF PAYMENT AND OTHER PROVISIONS

1. AGREEMENT AMOUNT.

2. INVOICES AND PAYMENTS. The Department will pay the provider as follows:

The Department proposes to pay in Monthly installments upon receipt of invoices for services rendered for the preceding month.

Payments are subject to the Provider's compliance with all items set forth in this Agreement and subject to the availability of funds. The Department will process approved payments within 30 days.

INVOICING: An invoice for service or delivery must be sent to:

Department of Defense, Veterans and Emergency Management

1. Invoices are to be submitted with an invoice number and contract number clearly identified on invoice.

1. All invoices should be submitted within 15 working days of service or delivery.

1. Only original invoices will be paid. DVEM will not accept statements for payment.

1. Service contracts for Custodial Contracts must indicate dates of service performed on the invoice. Flat rate contracts are the exception to this rule.

1. If a discount is offered, please clearly identify on the invoice.

3. BENEFITS AND DEDUCTIONS. If the Provider is an individual, the Provider understands and agrees that he/she is an independent contractor for whom no Federal or State Income Tax will be deducted by the Department, and for whom no retirement benefits, survivor benefit insurance, group life insurance, vacation and sick leave, and similar benefits available to State employees will accrue.