Cleaning Services

PORTLAND WATER DISTRICT September 25, 2026
225 Douglass Street, P.O. Box 3553, Portland, ME 04104-3553
(207) 774-5961 - FAX (207) 761-8325
REQUEST FOR BID
This is NOT an order.
All Bids must be submitted
By: 2:00 pm, October 30th, 2026
Cleaning Services 2027-2029
To Potential Contractors
Thank you for your interest in this Portland Water District (PWD) Request for Bid (RFB). The purpose of
this RFB is to establish the vendor who shall perform those services, the rate the PWD shall pay, and the
terms and conditions of those services. Bids are subject to the terms & conditions included in this RFB.
Evaluation will be based on price. The PWD will execute an agreement and issue a purchase order
upon award. Please see Attachment One for a sample of the agreement. Any exceptions to the
agreement must be stated in the vendor's bid.
PWD will hold a non-mandatory pre-bid site visit Tuesday, October 6, 2026, at 9:00 am, beginning at 225
Douglass Street, Portland, ME. From there, attendees will proceed to 500 Marginal Way, Portland, ME; 2 White
Rock Road, Standish, ME; and 1 White Rock Road, Standish, ME. All questions related to this RFB must be
submitted in writing before the deadline listed below. When submitting a question, please include the name of
your organization and contact information. The answers to all questions will be provided to all bidders.
Bids must be submitted electronically to wgilbert@pwd.org via an email attachment or link to a secure FTP
site. Bids must be received by PWD by deadline listed above and below. Signed copies of Attachment Three
and Attachment Four must be included in the bid. Late or incomplete bids will not be accepted.

RFB SCHEDULE & DETAILS
ATTACHMENTS:
Attachment 1: Sample Agreement for Services (executed upon award, do not sign)
Attachment 2: Instructions & Conditions sign and submit with bid (RETURN WITH BID)
Attachment 3: Bid sheet sign and submit with bid (RETURN WITH BID)
Attachment 4: Scope of Work
RFB SCHEDULE:
9/28/26- Email RFB to vendors
9/28/26 to 10/15/26 - Question and answer period, questions sent to wgilbert@pwd.org
Answers to all questions will be shared
10/6/2026: Non-mandatory pre-bid site visit Tuesday, October 6, 2026, at 9:00 am, beginning at 225 Douglass
Street, Portland, ME. From there, attendees will proceed to 500 Marginal Way, Portland, ME; 2 White Rock
Road, Standish, ME; and 1 White Rock Road, Standish, ME.
10/30/26 by 2:00PM - Bids Due
POINT OF CONTACT:
All questions and bid must be submitted to contact listed below:
Please use email for all questions.
Portland Water District
Wesley Gilbert, Purchasing Agent
225 Douglass Street
Portland, ME 04102
(e)wgilbert@pwd.org
(t) 207.523.5203

ATTACHMENT 1
COMPANY_NAME
9/25/26
AGREEMENT BETWEEN THE
PORTLAND WATER DISTRICT
AND
(CONTRACTOR)
AGREEMENT entered into this day of, MONTH, 2026 by and between the
PORTLAND WATER DISTRICT, a quasi-municipal corporation, with a mailing address of P.O. Box
3553, Portland, ME 04104-3553 (hereinafter "PWD"), and COMPANY_NAME, a Maine
corporation located at ADDRESS (hereinafter the "CONTRACTOR").
W I T N E S S E T H:
WHEREAS, PWD has solicited bids for PROJECT_TITLE; and
WHEREAS, after review of the bids, PWD has determined that the CONTRACTOR has the
requisite knowledge and expertise to perform the work needed by PWD;
NOW, THEREFORE, in consideration of the mutual promises made by each party to the
other, the parties covenant and agree as follows:
1. The CONTRACTOR will furnish the materials, supplies, equipment and labor (hereinafter
the "Work"), in accordance with the specifications and instructions issued to the
CONTRACTOR by PWD and in accordance with CONTRACTOR's proposal, copies of which
are attached hereto and incorporated herein as Exhibits A and B.
In the event of a conflict between the attachments and this Agreement, this agreement
shall govern.
2. CONTRACTOR covenants and agrees that all Work performed and furnished hereunder
shall be free from all defects, and that all Work shall be performed in a good workmanlike
manner. Unless a longer warranty period is specified by CONTRACTOR, all Work provided
hereunder shall be warranted by CONTRACTOR for one (1) full year from the date of
completion of all Work hereunder and acceptance thereof by the PWD.
3. CONTRACTOR will supply PWD with waivers of lien for labor and materials prior to the
issuance of final payment by the PWD.
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COMPANY_NAME
9/25/26
4. Prior to the execution of this Agreement, CONTRACTOR will procure and maintain
insurance coverage as required by PWD in the amounts shown on Exhibit C, attached
hereto and incorporated herein by reference. PWD shall be named as additional insured
on CONTRACTOR's general liability coverage. CONTRACTOR shall furnish and thereafter
maintain certificates evidencing such coverage, which certificates shall guarantee thirty
(30) days' notice to PWD of termination of insurance from insurance company or agent.
5. To the fullest extent permitted by law, the CONTRACTOR shall defend, indemnify and
hold harmless PWD, its officers and employees, from and against all claims, damages,
losses, and expenses, just or unjust, including, but not limited to, the costs of defense and
attorney's fees arising out of or resulting from the performance of this Agreement,
provided that any such claims, damage, loss or expense (1) is attributable to bodily injury,
sickness, disease, or death, or to injury to or destruction of tangible property, including
the loss of use therefrom, and (2) is caused in whole or in part by any negligent act or
omission of the CONTRACTOR, anyone directly or indirectly employed by it, or anyone for
whose act it may be liable.
6. Work performed under this Agreement shall be completed by (date), unless the time for
performance is otherwise extended by PWD.
7. The PWD shall compensate the CONTRACTOR a sum not to exceed
TOTAL_COST_WORDS ($TOTAL_COST). In no event shall the total amount paid by
the PWD exceed the above amount, unless prior approval is obtained from PWD.
8. CONTRACTOR shall keep accurate records of all Work performed and furnished under this
Agreement and shall submit such information on monthly invoices. Payment for such
work shall be made to CONTRACTOR not more than thirty (30) days after receipt of said
invoices and acceptance of the work by PWD.
PWD shall have the right to review CONTRACTOR's records related to services performed
under this Agreement upon reasonable notice to CONTRACTOR.
9. PWD may terminate this Agreement for cause by written Notice to the CONTRACTOR. In
the event of such termination, CONTRACTOR shall not be entitled to any further payment
under this Agreement from the date of receipt of said Notice.
10. PWD shall have the right to terminate this Agreement at any time for its convenience on
thirty (30) days prior written Notice to CONTRACTOR. If Agreement is terminated by PWD
for convenience, PWD shall pay CONTRACTOR for all Work performed and all materials
purchased pursuant to this Agreement prior to receipt of such Notice.
11. All work performed by CONTRACTOR shall be in conformance with pertinent OSHA, local,
state and federal government regulations. In addition, CONTRACTOR shall comply with
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COMPANY_NAME
9/25/26
PWD's motor vehicle idling policy, a copy of which will be provided to CONTRACTOR upon
request.
IN WITNESS WHEREOF, the said PORTLAND WATER DISTRICT has caused this Agreement
to be signed and sealed by Scott Firmin, its General Manager, thereunto duly authorized and
CONTRACTOR has caused this Agreement to be signed and sealed by _____________________,
its _______________________, thereunto duly authorized, the day and date first above written.
SAMPLE - DO NOT SIGN
WITNESS: PORTLAND WATER DISTRICT
By: ________________________________
Scott Firmin
Its General Manager
WITNESS: CONTRACTOR
By: ________________________________
Printed name: ________________________________
Its: ________________________________
Approved as to form: Approved:
___________________________________
Corporation Counsel Purchasing Agent
3

ATTACHMENT 1
Portland Water District Insurance Requirements
1) General Requirements:
a) The vendor shall file appropriate Certificates of Insurance with the DISTRICT. All Certificates
of Insurance shall provide that notice shall be given to the DISTRICT at least thirty (30) days
prior to the expiration or termination of any insurance and shall name the DISTRICT as an
additional insured. This notice shall be in writing.
b) All Certificates of Insurance provided to the DISTRICT shall be issued by companies licensed
and registered to do business in the State of Maine.
c) All Certificates of Insurance coverage shall be delivered to the District prior to the
work commencing.
d) Prior to the expiration date of any insurance, the vendor shall furnish to the DISTRICT a
certificate showing the insurance then maintained by or on behalf of the vendor pursuant to
these requirements.
2) Specific Coverage. Insurance to be carried by the vendor shall, as a minimum, include:
a) Commercial general liability insurance with a minimum combined single limit for bodily injury and
property damage of $1,000,000 and $2,000,000 aggregate to include completed operations
coverage. The DISTRICT must be named additional insured on this insurance. The vendor shall also
require that all subcontractors carry this same insurance with the same limits.
b) Automobile liability insurance, including but not limited to, coverage for owned, non-owned,
and hired vehicles with limits of not less than a combined single limit of $1,000,000 for bodily
injury and property damage. The vendor shall also require that all subcontractors carry this
same insurance with the same limits.
c) Workers' Compensation Insurance providing statutory benefits, in each case as required by law. The
vendor shall also require that all subcontractors carry this same insurance with the same limit.
d) Other insurance appropriate to the work, e.g.: Diving, Aircraft, Umbrella,
Professional, Environmental Impairment.

ATTACHMENT 2
INSTRUCTIONS AND CONDITIONS
PORTLAND WATER DISTRICT
1. The District reserves the right to evaluate the submitted bids, waive any irregularity therein, and to select any
firm which submits a bid to do the work and/or reject any or all bidders should it be deemed in the best interest
of the District. The District reserves absolute discretion in reviewing the qualifications of the Vendor and may
reject any prospective Vendor at the District's sole option. In submitting its RFB Response, the Vendor agrees
and acknowledges that the District has the right to exercise its absolute and sole discretion in its consideration
of any responses and in the conduct of the evaluation and selection process. Specifically, the District retains
the right to reject any or all bids, to accept any bid which is deemed most favorable to the District, including the
selection of a Vendor whose fee arrangements may not be the lowest, or the waiver of any informality or
failure to meet any of the requirements or qualifications set forth in this Request.
2. Alternate bids must be clearly identified.
3. If the time within which the bids must be accepted is not stated, it is understood and agreed that the District
shall have sixty days to accept.
4. Proof of Insurance will be required prior to work.
5. Vendor shall indemnify, defend and hold harmless the District from all claims, suits actions, losses, damages,
liabilities, cost and expenses of any nature whatsoever resulting from, arising out of, or relating to the activities
of your company or its officers, employees, subcontractors, or agents under the Purchase Order resulting from
this RFB.
6. Vendor agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 and the
standards and regulations issued there under, and certifies that all actions furnished under this order will
conform to and comply with said standards and regulations. Supplier further agrees to indemnify and hold
harmless the District for all damages assessed against the District as a result of Vendors' failure to comply
with the Act and standards issued there under.
7. Subcontracting will not be allowed unless the District has given written approval.
8. Any exceptions to PWD's proposed contract must be noted in vendor's bid.
9. PWD has adopted a Vehicle Idling Policy which applies to contractor as well as PWD owned vehicles. The
policy may be viewed/printed from http://www.pwd.org/account/terms/idling_policy.php
----------------------------------------------------------- BID -------------------------------------------------
In compliance with the above request for bid, and subject to all the conditions thereof, the undersigned offers and
agrees, if this bid is accepted, to furnish any or all of the items and/or services upon which prices are bid, at the price
set opposite each item/service or the lump sum.
Submitting Firm Name Address
By Title
Signature of Person Bidding

ATTACHMENT 3
Bid Pricing Sheet
(Sign and return with bid)
1) Provide annual lump sum pricing to complete entire Scope of Work (Attachment 4) listed
in this RFB.
2027 Bid: $_________________
2028 Bid: $_________________
2029 Bid: $_________________
----------------------------------------------------------- BID - - - -------------------------------------------------
In compliance with the above Request For Bid, and subject to all the conditions thereof, the undersigned offers and
agrees, if this bid is accepted, to furnish any or all of the items and/or services upon which prices
are bid, at the price set opposite each item/service or the lump sum.
Submitting Firm Name Address
Title
By
Signature of Person Bidding

ATTACHMENT 4
Portland Water District
Office Building Cleaning at 225 Douglass St.
Areas to be cleaned
First Floor: All areas (1 lunch room)
Second Floor: All areas
Third Floor: All areas (1 lunchroom)
Basement: 1 training room(Monthly)
Stairwells: 4 Stairwells
Nixon Training Center: All areas and uniform locker hallway
Restrooms: 6 small men's restrooms, 1 large locker room with 3 showers, 4 small women's restrooms, 1 large women's
restroom with 1 shower.
Note: PWD will provide the following supplies:
Hand Soap
Industrial strength hand soap
Toilet Paper
Paper towels
Trash bags (lg and sm)
All other cleaning supplies & equipment provided by vendor. The use of "green products" preferred. Supplies &
equipment can be stored on site.
Daily
General Office Areas
Vacuum carpets at traffic areas, including stairs
Sweep or dust mop tile areas
Clean elevator
Empty waste baskets; insert liners provided by PWD. PWD will empty recycle bins. Dumpster on site for daily
use.
Clean and sanitize drinking fountains and sinks in cafeterias/lunch rooms
Clean tables and counters in cafeterias/lunch rooms
Refill towel dispensers
Wash tiled floors in traffic areas and buff as needed

Restrooms
Clean, sanitize, and polish all fixtures, including toilets, urinals, and hand basins
Wash and sanitize floors and partitions
Clean all mirrors
Stalls - inspect and clean walls as needed
Men's showers - check daily, clean weekly or as needed
Women's shower - check daily, clean as needed
Nixon Training Center
Restrooms - clean as described above
Vacuum throw rugs and clean glass door
Conference room - check daily, vacuum, dust, and clean sink as needed
Remove trash
Weekly
Clean interior doors and frames, light switches, railings
Dust furniture (do not remove paper on desks), bookcases, file cabinets, sills, top of cubicle rails,
moldings, picture frames, and radiators
Vacuum all carpets
Sweep uniform locker hallway behind the Nixon Room
Power buff Nixon Room entry foyer
Dust window blinds as needed
Clean off all white boards in all 5 conference rooms
Semi-annually
Strip and wax, neutralize, seal coat and finish all tile floors
Clean and polish baseboards
Power Scrub locker room
Wash all windows inside and out-spring and fall
Nixon Room entry tile floors-strip and refinish
Clean refrigerators 3 times a year
Clean all HVAC diffusers and intakes annually
Carpet Cleaning (19,675 sqft)
Spring and fall complete (19,675 sq ft) carpet steam cleaning (April and September)
Clean all traffic areas (4360 sq ft) 3 times a year (February, July, December)
Spot clean as needed throughout the year
Towel Service
Provide launder service for towels (appox. 30 towels per week)
Keep towel lockers stocked with clean towels.
Towels provided by PWD (extras kept in the stockroom)