Custodial, Workers Comp Board, Caribou

The State of Maine, through the Department of Administrative and Financial Services, Office of State Procurement Services, is issuing a Request for Quotation (RFQ 18A 260319-240) for custodial services at the Workers Compensation Board facility located at 658 Main Street, Suites 1 & 2, Caribou, Maine. The procurement encompasses comprehensive custodial maintenance services for a 3,582-square-foot facility, including 1,802 square feet of carpet and 1,780 square feet of other flooring types, to be performed three days per week (Monday, Wednesday, and Friday) during or outside regular business hours as negotiated post-award. Required routine tasks include hygienic restroom cleaning, surface sanitization with EPA-approved germicidal disinfectants effective against SARS-COV-2, floor maintenance, waste and recycling removal, and daily carpet vacuuming using commercial-grade vacuum cleaners with HEPA filters, supplemented by weekly conference room cleaning and periodic deep-cleaning services such as low and high-level dusting twice yearly (March and September) and steam cleaning of all carpeting annually in April using professional equipment with minimum 50 PSI cleaning solution delivery capability. Bidders must submit pricing on three separate bases: fixed monthly price for required routine tasks, per-occurrence pricing for additional services, and hourly labor rates for supplemental work beyond the defined scope. Contractors must furnish all supplies and equipment, maintain comprehensive insurance coverage including workers' compensation and commercial general liability of $300,000 per occurrence with the State of Maine named as an additional insured, and conduct background checks for all personnel (with the State providing up to four checks at no cost during the initial period). The contract runs from May 1, 2026, through April 30, 2027, with four optional one-year renewal periods extending through April 30, 2031, and quotations are due by Wednesday, April 1, 2026, at 4:00 p.m. Eastern Standard Time through the State of Maine's Advantage Vendor Self Service electronic procurement system. A mandatory pre-bid facility walk-through is scheduled for Friday, March 27, 2026, at 10:00 a.m., with preference potentially given to companies participating in the tour. Bids will be evaluated on a best value basis comparing proposed costs to previously known market rates from non-Work Center organizations.

This procurement is restricted exclusively to certified Work Centers as defined in 5 MRSA 1826-B.2, and only Work Centers on the approved list at bid closing are eligible to submit proposals, constituting a designated set-aside for this entity classification. There is no incumbent contractor for this procurement, as these represent new custodial services with no previous contractor in place. No more than 15 percent of contractual work may be performed by subcontractors, all of whom must maintain identical insurance requirements as the prime contractor. Contractors must submit a Disaster Recovery Plan addressing workforce reduction scenarios and maintain current Safety Data Sheets for all chemical products on-site accessible to state personnel. The State reserves the right to terminate the contract with thirty days' notice if the facility lease is not negotiated or is terminated, or to terminate for documented poor performance following two weeks of unresolved issues identified during service evaluations. The anticipated calculated annual amount from previous contracting is listed as $000.00, indicating no established baseline budget; however, the contract spans a potential five-year period (one initial year plus four optional one-year extensions) with pricing to be submitted across all contract periods using the standardized RFQ 18A 260319-240 Bid Worksheet in Excel format.