FMS #5 Caribou Custodial

The State of Maine Department of Administrative and Financial Services is issuing a Request for Quotations (RFQ #15A260226-0212) on behalf of the Department of Defense, Veterans and Emergency Management - Military Bureau for custodial and janitorial services at the Maine Army National Guard Field Maintenance Shop #5 in Caribou, located at 20 North Street, Caribou, Maine 04736. The procurement encompasses approximately 523 square feet of work center cleaning space requiring daily, weekly, monthly, quarterly, semi-annual, and annual custodial tasks including restroom sanitization, floor maintenance, carpet care, dusting, trash and recycling removal, and specialized surface treatments for various flooring types. The contractor must furnish all supplies and equipment, including PFAS-free products and paper goods meeting specified recycled content requirements (minimum 20 percent post-consumer fiber for toilet paper, 40 percent for paper towels, and 10 percent for trash bags), and must perform all work during facility operating hours of 7:30 a.m. to 4:00 p.m., excluding state and federal holidays. Required qualifications include Commercial General Liability insurance of $300,000 per occurrence, Workers' Compensation and Employer's Liability coverage, Automobile Liability insurance of $300,000 per occurrence, and passage of federal background checks for all personnel. Performance will be evaluated monthly through service tours with established standards for facility cleanliness; contractors receiving four or more negative ratings or three poor performance evaluations may face contract termination with thirty days' notice. A mandatory facility walk-through is scheduled for March 17, 2026, at 11:00 a.m. (advance notice to Ken Merrifield at 207-430-6335 by noon on March 16, 2026, is required), questions are due by March 20, 2026, at 12:00 p.m. local time, and quotations must be submitted through the State of Maine's Vendor Self Service e-procurement system by 4:00 p.m. Eastern Standard Time on March 31, 2026.

This procurement is restricted to certified "Work Centers" as defined under 5 MRSA 1826-B.2, with only organizations appearing on the approved Work Center list at bid closing eligible to submit bids; this set-aside designation significantly limits competition to qualified work center entities. The contract is anticipated to commence May 1, 2026, and conclude April 30, 2027, with two optional renewal periods extending from May 1, 2027, through April 30, 2029, and from May 1, 2029, through April 30, 2031, resulting in a total possible contract period of five years. Bidders must submit quotations including a company letterhead quote, cost response sheet in Excel format utilizing the provided bid breakdown worksheet, insurance information, Appendix A (Bid Cover Page and Responsible Bidder Certification), and Appendix D (Subcontractors and Disaster Recovery Plan). No incumbent vendor or current contractor information is identified in the available solicitation documents. Evaluation will be conducted on a best-value basis, and the contractor will be responsible for all facility damage or grounds damage incurred during contract performance. While specific budget or award values are not stated in the solicitation documents, pricing is requested on a monthly basis with annual calculations, allowing prospective bidders to structure their cost proposals accordingly based on the detailed task frequency and scope outlined in the bid worksheets.