FMS # 3 Bangor Bldg 250 Custodial Services - Work center only

2026-11-03

For this competitive Request for Quotations ( RFQ ) process , the State of Maine Office of State Procurement Services (“ OSPS ”) is acting on behalf of the Department of Defense , Veterans and Emergency Management – Military Bureau (“ Requesting Department ”). OSPS and the Requesting Department seek quotations ( also referred to as “ bids ” or “ responses ” herein ) to provide the goods / services listed above . This document provides instructions and descriptions of requirements for this competitive process . Work Site : Maine Army National Guard , FMS # 3 Bangor Bldg 250 , 167 Florida Ave ., Bangor , ME 04401 Approximate Cleaning Space : The Square Footage to be cleaned is 2 , 212sqft . Note the facilities are larger than this but the area for cleaning , as marked on the drawings is approx . 2 , 212sqft . LAST CONTRACT INFORMATION : This is a brand new contract so we do not have previous bidder cleaning information . Pre - Bid Tour of the Facility : Bidders are encouraged to attend the walk - through of the worksite at 11 : 00am on 17 March 2026 . This will be the only opportunity for bidders to see the facility so bring everything you will need to get all the information to formulate your bid . NO FURTHER walk - through tours or visits will be provided . Please contact Ken Merrifield at 207 - 430 - 6335 to coordinate the walk - thru and meeting place by noon on 16 March 2026 . Hours of work : The facilities are open between the hours or 7 : 30 am and 4 : 00 pm Daily . Exact hours to be negotiated between the Program Administrator ( or their designee ) and the Contractor after the contract has been awarded . All work must be performed while staff is present . If the exact time cannot be negotiated the low bid will be rejected . If there is a holiday , State closure , the facility needs to restrict outside personnel or if the Provider ’ s personnel cannot be at the job site as scheduled the day specific tasks are to be performed , the Provider must coordinate a time with the Program Administrator to accomplish all contractually obligated tasks as soon as possible . Certificate of Insurance ( COI ): 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 . The Contractor will supply a COI to the Department prior to the start of the contract term and must send updates as the COI ’ s are revised or new policies are issued . This is to be provided on the standard ACORD form Department and the facility address covered by this contract will be listed as the Certificate Holder . All appropriate ADDL INSD boxes must be checked . Minimum Insurance required : Workers ' Compensation and Employer ' s Liability as required by law ; and Commercial General Liability : ISO Broad Form , $ 300 , 000 per occurrence , including contractual liability and products and completed operations coverage ; and Automobile liability , $ 300 , 000 per occurrence extending to insure any owned , hired and non - owned autos to be used in fulfilling the contract ; and Any other insurance as may be required by law . The Provider shall furnish the State with certificates of insurance ( COI ). All certificates and endorsements are to be received and approved by the State before work commences , and annually thereafter . The State reserves the right to require complete , certified copies of all required insurance policies at any time . Unless this requirement is waived by the State , the liability policies are to contain , or be endorsed to contain , the following provisions : the State , its officers , agents , and employees are to be covered as additional insured ’ s as respects : liability arising out of activities performed by or on behalf of the Provider , including the insured ' s general supervision of the Provider ; and automobiles owned , leased , hired , or borrowed by the Provider . The coverage shall contain no special limitations on the scope of protection afforded to the State , its officers , agents and employees . All certificates of insurance must name The State of Maine and the Department of Defense , Veterans and Emergency Management – Military Bureau as the Certificate Holder and check the appropriate boxes that The State of Maine is additionally insured . Military Facility : Please note that this facility is used by the military . The appearance and cleanliness of the facility are a direct representation of the Department . All cleaning must be performed at the highest level . The Contractor will be required to ensure the facility is thoroughly cleaned each day custodial service is provided . Missed or partial cleanings will not be tolerated , will be considered “ poor service ” and may result in the contract being terminated . Contractor Performance : If the Contractor receives a combination of four or more negative responses to yes or no questions and Needs Improvement or Unacceptable ratings for services rated during the Evaluation of Service Tour , it will be documented as poor performance . The Contractor will be given two ( 2 ) weeks from the date of the Evaluation Tour to correct all issues discovered during the Evaluations of Service Tour . If the issues are not resolved during that timeframe the contract could be terminated due to documented poor performance with a thirty ( 30 ) day notice . If the Contractor receives three ( 3 ) evaluations that receive the poor performance rating for the facility , the contract could be terminated due to documented poor performance . Poor performance may be considered in the evaluation of a subsequent bids submitted by the Contractor . The Contractor will have fifteen ( 15 ) calendar days from the date notified to appeal any termination of contract decision based on the Evaluation of Services Tours . The appeal must be addressed to the Director of the Division of Procurement Services . Contractor Communications : The Contractor must respond to all emails and phone calls within one ( 1 ) business day . Contractor Payment : The contractor will only be paid for the services which have been successfully provided during each billing cycle . The billing cycle is one calendar month . Invoices cannot be submitted until the billing cycle has closed . Invoices must contain Vendor Contract #, Vendor VC #, location of services , services performed ( daily , quarterly or yearly etc ) to be considered acceptable . Invoices must be decreased for any scheduled tasks not provided . The State of Maine will not pay for service that has not been performed . Deductions will be made for days when service is not provided for any reason . It will be the burden of the Contractor to prove that all billed services have been provided at levels that meet or exceed all contractually obligated standards . At the Execution of the contract the Provider will be provided with the email address to send all invoices to for the contract . The contractor is expected to meet with the Program Administrator ( Ken Merrifield ) 207 - 430 - 6335 , or his designee at least TWO weeks prior to the start date of the contract to go over the performance expectations . Failure to do so can result in the pending contract being terminated and the service being put back out to bid . At this time there will be an agreed upon schedule for periodic performance evaluation tours , at a minimum of monthly . If additional evaluations are deemed necessary this will be scheduled by the Program Administrator , or their designee via written email notification a minimum of three ( 3 ) business days prior to requested meeting . Disaster Recovery Plan Each bidding Contractor is required to submit a plan of action with their bid describing how their company will handle the contracted services if an emergency situation occurs where your company has a reduction in work force . These plans will not be evaluated but will become part of the awarded contract . Bids received without them may be rejected . Bidders can enter their plan in Appendix D , after the cost schedule or they can submit a separate document . Infectious Disease Spread Prevention : The Contractor must report to the Program Administrator all Contractor employees who are contagious or has come in contact with a person with an infectious disease who may have entered the facility . Reporting must occur within twenty - four ( 24 ) hours of Contractor gaining knowledge of the situation . Vetting : The Department retains the right to screen and restrict from the facility personnel employed by or representing the provider who do not receive a satisfactory / passing background check . All persons must pass a federal background check conducted by the Department of Defense , Veterans and Emergency Management ( DVEM ) before being allowed into / onto the facility grounds . This applies for all Maine National Guard facilities and grounds . The Contractor must supply a list of people who may be either involved in the work effort , accompanying the Contractor , subcontracted , or present at the facility to the Vetting Coordinator . This must happen within two weeks after the award of the contract or two weeks prior to the beginning of the contract whichever comes first . This also applies to any “ new ” employees that become part of the project for the contract ’ s length . The list will include first name , middle initial , last name , date of birth , maiden name , social security number or another federal issued identification number and driver ’ s license number & state issued for each person . The Department will provide to the Provider the names of those personnel that are acceptable for access , and those that are not acceptable for unescorted access into / onto our facilities . The Department will not be legally allowed to share any specifics regarding why certain personnel are considered unacceptable for any access . Sign - in / Sign - out Sheet : A sign - in / sign - out sheet will be provided at the employee entrance . Each approved individual will be listed on the sheet . They will be required to enter the date and time they entered the building and the date and time they exited the building . Any entry to the building by an individual not on the approved list will result in immediate termination of access and termination of the contractual agreement for cleaning services . On - Site Employee Requirements : The Contractor will determine the level of staffing they feel appropriate to perform all requirements of the contract . The Department though the Program Administrator , reserves the right to require the Contractor to supply additional general custodial worker ( s ), Working Supervisor and / or a Working Job Coach at no additional cost if the level of service fails to meet or exceed contractual performance levels at any time during the initial contract period and any subsequent extensions . The request if made cannot be rejected and the additional personnel must be on - site within seven calendar days . Failure to provide extra personnel in this time frame can be cause to terminate the contract . The additional personnel must remain working the regularly scheduled shifts as long as the Program Administrator deems necessary . NOTE : Supervision : The Contractor shall at all times provide Working Supervision or Supervisory Oversight 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 will have a Working Supervisor , Working Job Coach or provide Supervisory Oversight in the building when the work of the contract is being carried out . NOTE : For the purpose of this contract , Supervision has been further defined as follows : Working Supervisor : Working Supervisor will complete cleaning functions alongside general custodial workers without assistance , will supervise and monitor general custodial workers , will be responsible for ensuring the strictest confidentiality of materials , ensure the facility and its contents are protected against loss or destruction and ensure tasks are being completed to meet or exceed contractual obligations each day of service . Working Job Coach : Working Job Coach will train and continuously coach general workers to perform custodial tasks , will complete cleaning functions alongside general custodial workers without assistance , will supervise and monitor general custodial workers , will be responsible for insuring the strictest confidentiality of materials , insure the facility and its contents are protected against loss or destruction and ensure tasks are being completed to meet or exceed contractual obligations each day of service . Supervisory Oversight : A supervisor “ observing ” non - supervisory staff , will supervise and monitor general custodial workers , will be responsible for ensuring the strictest confidentiality of materials , ensure the facility and its contents are protected against loss or destruction and ensure tasks are being completed to meet or exceed contractual obligations each day of service . 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 Program Administrator , giving location where article was found . Compliance with State and Federal Regulations : The Provider and employees will be subject to all applicable State and Federal regulations for the conduct of personnel . Equipment for completing tasks : 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 Program Administrator ( or their Designee ) to be improper or inadequate for this purpose shall be removed from the work site and replaced by Contractor with satisfactory equipment . Materials and Supplies : The Contractor shall furnish : paper towels 2 ply toilet paper trash bags all liquid bathroom soap ( for dispensers ) urinal tablets PFAS free Shower Curtains All other materials and supplies must be provided by the Department . Fixture deodorant / sanitizers or other odor masking materials are not acceptable and shall not be used . If such products are needed , then the area has not been cleaned and disinfected / deodorized satisfactorily . Contractor must purchase products with the following recycled content : Toilet Paper with at least 20 % post - consumer fiber Paper Towel with at least 40 % post - consumer fiber Trash Bags with at least 10 % post - consumer content unless products meeting or exceeding those recycled content goals are unavailable or cost greater than 4 % more than equivalent products with lower recycled content . Pre and Polyfluorinated Substances ( PFAS ): MEARNG ’ s procurement preference is to avoid or minimize all other products with intentionally added PFAS . PFAS is commonly found in waterproof and / or stain resistant materials , floor waxes , furniture polishes , and paper products including toilet paper . Safety Data Sheets : The Contractor must maintain on the State ’ s premises ( posted in janitorial closet ) a complete set of Globally Harmonized System ( GHS ) Safety Data Sheets ( SDS ) for any chemical products used at the facility during the contract period and subsequent extensions and have them accessible to the Agreement Administrator , their designee , any department employee and / or emergency personnel on demand . All contracted personnel must be knowledgeable on how to look up and understand the information provided on an SDS . Floor Care Equipment : The Contractor is required to provide a commercial / industrial grade vacuum cleaner equipped with a HEPA filter , a commercial / industrial grade self - contained carpet cleaning capable of providing a minimum 50 PSI ( pounds per square inch ) of cleaning solution with an extractor capable of 100 inches of water lift and a commercial / industrial grade floor buffer for use in these facilities . The equipment must be well maintained and operational at all times . Failure to use commercial / industrial equipment from day one of the contract can be reason to terminate the contract . State Facilities : Damage or Loss of State - Owned Property : The Provider will be held liable for any damage or loss of use of State of Maine owned property caused by the Provider ’ s employees ’ or personnel allowed into the facility by the Provider ’ s employees . The Provider will be required to pay for all repairs , replace the property with the exact same piece of property or pay for a replacement at current market prices .

Maine

2026-05-01