Sanford Armory Custodial

The State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, acting on behalf of the Department of Defense, Veterans and Emergency Management—Military Bureau, is soliciting custodial and janitorial services for the Sanford Armory located at 88 William Oskar Emery Drive in Sanford, Maine through Request for Quotation (RFQ) #15A260304*0218. The scope of work encompasses comprehensive custodial services for approximately 7,715 square feet of facility space, including 1,865 square feet of common areas and 5,850 square feet of drill hall space, with services including daily, weekly, monthly, quarterly, semi-annual, and annual cleaning and maintenance tasks. Required deliverables and tasks include weekly trash and recycling removal, carpet vacuuming, floor sweeping and mopping, restroom sanitation, equipment cleaning, and mat maintenance; monthly refrigerator and microwave exterior cleaning and light fixture maintenance; quarterly deep cleaning of tile floors and high-level dusting; semi-annual ceramic tile cleaning and carpet shampooing; and annual VCT stripping and refinishing and tile sealing. The contractor must furnish all supplies and equipment including commercial-grade vacuum cleaners with HEPA filters, carpet cleaning equipment, floor buffers, paper towels, toilet paper, trash bags, liquid bathroom soap, urinal tablets, and PFAS-free shower curtains meeting specified recycled content minimums. Bidders must attend a mandatory walk-through scheduled for March 25, 2026, at 1:00 p.m. (coordination required by noon on March 24, 2026), submit questions by noon on March 30, 2026, and submit quotations no later than 4:00 p.m. on April 6, 2026. The initial contract period runs from June 1, 2026, through May 31, 2027, with two optional two-year extension periods (June 1, 2027–May 31, 2029, and June 1, 2029–May 31, 2031) available at the State's discretion. Evaluation will be conducted on a best-value basis, prioritizing conformance to specifications and lowest price among compliant bidders. Required qualifications include proof of workers' compensation and employer's liability insurance, commercial general liability of $300,000 per occurrence, automobile liability of $300,000 per occurrence, and all contractor personnel must pass federal background checks conducted by the Department of Defense before facility access.

This solicitation is restricted to certified "Work Centers" as defined in 5 MRSA 1826-B.2, limiting eligible bidders to organizations meeting this specific work center designation requirement. No incumbent bidder information is available, as this is a new contract. Contractors must comply with strict environmental and operational requirements, including PFAS-free products and materials with specified recycling content for paper products and trash bags, and all work must be performed between 7:30 a.m. and 4:00 p.m. during standard business hours, excluding state and federal holidays. No Work Center can perform more than 15 percent of contracted work through subcontractors, and the State reserves the right to require additional staffing at no cost if service levels fail to meet contractual standards. Performance evaluations will be conducted monthly at minimum, with contractors receiving ratings of Excellent, Good (Meets Expectations), Needs Improvement, or Not Applicable; contractors receiving four or more negative responses or poor performance ratings must correct identified deficiencies within two weeks or face contract termination with thirty days' notice. Bid pricing must be submitted using the provided Sanford RFQ Custodial Breakdown Bid Worksheet with costs broken down by task frequency (daily/weekly/monthly tasks multiplied by 12, quarterly tasks by 4, semi-annual tasks by 2, and annual tasks), with a potential five-year cumulative contract value; specific award values or budget ranges are not disclosed in the solicitation documents.