RFQ for Waterville WMD /CST custodial

The State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, issued this Request for Quotation on behalf of the Department of Defense, Veterans and Emergency Management—Military Bureau, seeking custodial and janitorial services for the Waterville WMD/CST facility located at 1 Armory Road, Waterville, Maine. The procurement encompasses comprehensive cleaning services covering approximately 3,769 square feet, including daily and weekly tasks (trash and recycling removal, carpet vacuuming, floor sweeping and mopping, restroom cleaning and sanitization, entrance mat maintenance), monthly tasks (refrigerator and microwave exterior cleaning, light fixture maintenance, baseboard washing), quarterly deep cleaning and high-level dusting, semi-annual carpet shampooing and ceramic tile cleaning, and annual floor stripping and repolishing. The contractor must furnish all supplies and equipment, including environmentally compliant materials such as paper towels with at least 40 percent post-consumer fiber, toilet paper with at least 20 percent post-consumer fiber, trash bags with at least 10 percent post-consumer content, PFAS-free shower curtains, and all specialized cleaning equipment including a HEPA-filter-equipped vacuum and commercial-grade floor buffer. Work must be performed between 7:30 a.m. and 4:00 p.m. on non-holiday weekdays, with all personnel required to pass federal background checks before facility access and maintain detailed sign-in/sign-out documentation. The State will evaluate bids on a best-value basis considering conformity with specifications and lowest price among conforming bidders, with performance evaluations conducted monthly at minimum using a standardized checklist assessing daily, weekly, monthly, quarterly, semi-annual, and annual tasks. A mandatory pre-bid walk-through is scheduled for 9:00 a.m. on Tuesday, April 28, 2026, with coordination required by noon on April 27, 2026; questions must be submitted by May 8, 2026 at 12:00 p.m., and quotations are due by 4:00 p.m. Eastern Standard Time on May 27, 2026.

The RFQ does not specify any set-aside designations for disadvantaged enterprises or restrictions on organization types eligible to respond. The incumbent contractor is Central Maine Cleaning, Inc., with an approximate annual cost of $17,340.00, establishing the baseline budget for this procurement. Bidders must provide quotations in Excel format through the State's AdvantageME Vendor Self Service system, submit quotes on company letterhead, provide insurance information on ACORD forms, and include required certifications as Appendix A; minimum insurance requirements include Workers' Compensation and Employer's Liability as required by law, Commercial General Liability with $300,000 per occurrence, and Automobile Liability with $300,000 per occurrence. The contract term begins July 1, 2026 and extends through June 30, 2027, with two optional two-year extension periods available (July 1, 2027 through June 30, 2029, and July 1, 2029 through June 30, 2031) for a potential total contract term of five years. Payment terms are net 30 upon receipt of acceptable invoices, and contractors must respond to all emails and phone calls within one business day; three documented poor performance evaluations trigger potential contract termination with thirty days' notice, though contractors may appeal within fifteen calendar days to the Director of the Division of Procurement Services.