ITB-2026-03_Custodial_and_Janitorial_Services_-_Solicitation.pdf

Invitation to Bid (ITB)

CITY OF MILTON

MILTON, FL 32570

BID NO. 2026.03 ITB Custodial and Janitorial Services

Solicitation Published Date: All Questions Due:

03/19/2026 at 6:00 AM (CST) 03/26/2026 by 4:00 PM (CST)

Pre-Bid Conference: Questions and Answers Posted:

03/25/2026 at 10:00 AM (CST) 03/30/2026 by 4:00 PM (CST)

Pre-Bid Conference Location: Bid Due and Opening Date:

Milton City Hall 04/01/2026 at 2:00 PM (CST) 6738 Dixon Street Milton, FL 32570

SUBMIT SEALED BIDS TO:

City of Milton

Purchasing Department ATTN: Michele Williams

Purchasing Officer

(850) 983-5480 mwilliams@miltonfl.org mailto:mwilliams@miltonfl.org

ADVERTISEMENT FOR BIDS

Bid No. 2026.03 ITB Custodial and Janitorial Services

SECTION 1 – AUTHORITY

The City of Milton (“City”) issues this Invitation to Bid (“ITB”) pursuant to Article VIII, Section 2(b) of the Florida Constitution; Chapter 166, Florida Statutes, including §166.021, F.S.; and the City of Milton Purchasing Policy 9.0, as may be amended.

This ITB solicits sealed bids from qualified Contractors to provide routine custodial services for designated City facilities, as more particularly described in the Solicitation Documents.

Award, if made, shall be to the lowest responsive and responsible Bidder whose Bid conforms in all material respects to the requirements of this ITB, in accordance with applicable Florida law and the City’s Purchasing Policy.

The City reserves the right to reject any or all Bids and to waive minor irregularities that do not affect price, competition, or the substantive rights of the parties, as permitted by law.

SECTION 2 – DEFINITIONS

For purposes of this Invitation to Bid and the resulting Contract, the following terms shall have the meanings set forth below:

2.1 “ITB” or “Solicitation” means this Invitation to Bid, and all addenda issued by the City prior to Bid opening.

2.2 “Addendum” means a written clarification, modification, or revision to the ITB issued by the City prior to Bid opening.

2.3 “Bid” means the written offer submitted by a Bidder in response to this ITB to perform the Work described in the Contract Documents for the price(s) stated therein.

2.4 “Bidder” means a firm, partnership, corporation, or other legal entity that submits a Bid in response to this ITB and is legally authorized to conduct business in the State of Florida.

2.5 “Vendor” or “Contractor” means the successful Bidder that enters into a Contract with the City to provide the goods or services described in the Solicitation Documents.

2.6 “Base Bid” means the Bidder’s stated price for performing the Work described in the ITB, exclusive of any separately priced optional services or renewal term pricing, if applicable.

2.7 “Responsive Bid” means a Bid that conforms in all material respects to the requirements of this ITB and the Contract Documents, including submission of all required forms, pricing, acknowledgments, certifications, and other required documentation, without material deviation, reservation, or irregularity.

2.8 “Responsible Bidder” means a Bidder who has the capability, integrity, financial capacity, relevant experience, supervision, personnel, and other resources necessary to fully perform the Contract requirements and to assure good faith performance.

2.9 “Notice of Award” means the written notice issued by the City informing the successful Bidder that it has been selected for award of the Contract.

2.10 “Agreement” or “Contract” means the written agreement executed between the City and the successful Bidder, including all Contract Documents incorporated therein.

2.11 “City” means the City of Milton, Florida.

2.12 “Work” means the routine custodial services to be performed by the Contractor under the Contract Documents, including all labor, supervision, and services necessary to complete the required custodial tasks for the City Facilities in accordance with the Contract Documents.

2.13 “Services” means the routine custodial cleaning services required by the Solicitation Documents and Contract Documents.

2.14 “Scope of Services” means the detailed description of the custodial services, tasks, frequencies, service locations, and performance requirements set forth in the Solicitation Documents and any exhibits or attachments incorporated into the Contract.

2.15 “City Facilities” or “Facilities” means the City buildings and locations identified in the Solicitation Documents where the Work is to be performed.

2.16 “Consumables” means paper products, trash liners, hand soap, cleaning products, and other expendable supplies furnished by the City for use in performance of the Work.

2.17 “Contract Documents” means the documents forming the agreement between the City and the Contractor, including the Agreement, this ITB and all addenda, the Bid Form, the Scope of Services, specifications, and any written amendments or change orders.

2.18 “Change Order” means a written amendment to the Contract executed by the City and the Contractor authorizing a change in the Work, Contract Price, Contract Time, or any combination thereof.

2.19 “Calendar Day” means every day shown on the calendar, including weekends and legal holidays.

2.20 “Business Day” means any day other than a Saturday, Sunday, or legal holiday observed by the City of Milton.

2.21 “Deficiency” or “Deficient Services” means Work that fails to comply with the requirements of the Contract Documents, including failures in cleanliness, completeness, timeliness, quality, or performance.

3.1 Solicitation Overview

Solicitation Overview The City of Milton ("City") is soliciting sealed bids from qualified Contractors to provide routine custodial services for designated City facilities in accordance with the requirements of this Invitation to Bid ("ITB") and the Contract Documents. The services generally consist of furnishing all labor, supervision, and services necessary to perform routine custodial cleaning services at the following City facilities:

Facility Address Square Footage

Milton City Hall 6738 Dixon Street, Milton, FL 32570 18,387 sq. ft.

Milton Utilities 5438 Alabama Street, Milton, FL 32570 17,305 sq. ft.

Milton Police Department

5451 Alabama Street, Milton, FL 32570 5,996 sq. ft.

Milton Gas 5755 Washington Street, Milton FL 32570 288 sq. ft.

The Work generally includes routine custodial cleaning services, including, without limitation, dusting, sweeping, mopping, vacuuming, trash removal, cleaning and sanitizing restrooms, cleaning interior and exterior windows, and restocking City-furnished consumable supplies, together with such other related custodial services as are specified in the Solicitation Documents and Scope of Services, all as necessary to maintain the facilities in a clean, sanitary, and orderly condition.

The City shall furnish all necessary cleaning products, cleaning items, equipment, paper products, trash liners, hand soap, and other consumable supplies required for performance of the Work. The Contractor shall furnish all labor, supervision, transportation, and small tools necessary to perform the Work.

Detailed service requirements, schedules, performance standards, and City-furnished items are set forth in Section 4 – Scope of Services and Exhibit 2 – Custodial Service Schedule.

3.2 Issuing Office

This Solicitation is issued by the City of Milton Purchasing Division. All communications regarding this ITB shall be directed only to the designated Purchasing Officer identified in this Section 3.

SECTION 3 – GENERAL INFORMATION

3.3 Administrative Details and Dates

Bid No.: 2026.03

Bid Title: 2026.03 ITB Custodial and Janitorial Services

Date of Issuance: Thursday, March 19, 2026

Description of Goods or Services: The City of Milton, Florida (City”) is actively seeking a qualified and experienced Contractor capable of providing Custodial and Janitorial services to (4) City of Milton buildings.

Delivery Location: Milton City Hall 6738 Dixon Street, Milton, FL 32570 Attn: Purchasing Department

Purchasing Officer: Name: Michele Williams Phone: (850) 983-5480 Email: mwilliams@miltonfl.org

Contract Coordinator: Name: April Taylor Phone: (850) 983-5400 x 1308 Email: ataylor@miltonfl.org

Pre-Bid Conference:

Pre-Bid Conference will be held.

Bid Conference is Mandatory.

Pre-Bid Conference will not be held.

Date: Wednesday, March 25, 2026

Time: 10:00 AM (CST)

Location: Milton City Hall Address: 6738 Dixon Street, Milton, FL 32570

Reference: Instructions to Bidder: Section 11 (Pre- Bid Conference)

Bid Submittal Deadline: Wednesday, April 1, 2026, at 2:00 PM (CST)

Questions Due By: Thursday, March 26, 2026 mailto:ataylor@miltonfl.org

3.4 Addenda

All changes to this Solicitation shall be issued by written addendum. Verbal statements or interpretations shall not be binding.

Bidders are responsible for acknowledging receipt of all addenda in the Bid Form.

3.5 Bid Validity

Bids shall remain valid for ninety (90) calendar days after bid opening, unless extended by mutual written agreement of the parties.

3.6 Communications Restrictions

From the date of advertisement for this ITB until the City issues a Notice of Award or otherwise withdraws the Solicitation, all communications regarding this Solicitation shall be directed solely to the Purchasing Officer, Michele Williams at mwilliams@miltonfl.org identified herein.

Unauthorized contact with City officials or employees regarding this Solicitation may result in the Bid being deemed non-responsive or the Bidder being determined non-responsible if the City determines that such contact has resulted in an unfair competitive advantage or otherwise compromised the integrity of the procurement process.

3.7 Form of Agreement

The Form of Agreement is attached to this Solicitation as Exhibit 1 – Form of Agreement and is incorporated herein by reference. The successful Bidder shall execute the Agreement without material alteration unless approved in writing by the City.

Submission of a Bid constitutes acknowledgment of, and agreement to execute, the Form of Agreement if awarded.

3.8 No Negotiation

This Solicitation is issued as a competitive sealed bid procurement. Except as permitted by law or the City’s Purchasing Policy, the City shall not negotiate price with the lowest responsive and responsible Bidder.

SECTION 4 – SCOPE OF SERVICES

4.1 Scope of Services

The Contractor shall provide complete routine custodial services for the City facilities identified in the Solicitation Documents and Contract Documents. The Work shall be performed in accordance with the requirements of this ITB, the resulting Contract, and Exhibit 2 – Custodial Service Schedule, which is incorporated into and made part of the Contract.

4.2 Service Locations

The Work shall be performed at the City facilities identified in Section 3 and in Exhibit 2 – Custodial Service Schedule.

4.3 Service Schedule

Unless otherwise authorized in writing by the City, routine custodial services shall be performed Monday through Friday, excluding City-observed holidays, and shall begin no earlier than 3:00 p.m., or as otherwise stated in the Solicitation Documents, the Contract Documents, or Exhibit 2 – Custodial Service Schedule.

The specific tasks, service areas, service days, service hours, and required frequencies for each facility shall be as set forth in Exhibit 2 – Custodial Service Schedule, which is incorporated into and made part of the Contract.

The Contractor shall perform the Work in a manner that does not unreasonably interfere with City operations and shall coordinate access and performance with the City’s designated representative as necessary.

4.4 Detailed Services Required

The Contractor shall perform the custodial services required by the Solicitation Documents, including the detailed task descriptions, and required frequencies applicable to each City facility, all as set forth in Exhibit 2 – Custodial Service Schedule. Such services may include, without limitation, the following, as applicable to the specific facility and service area:

1. Dusting furniture, fixtures, ledges, sills, and other surfaces;

2. Sweeping, vacuuming, and mopping floors and floor surfaces;

3. Emptying trash and replacing City-furnished trash liners;

4. Cleaning and sanitizing restrooms, including toilets, urinals, sinks, counters, mirrors, and related fixtures;

5. Cleaning interior and exterior windows and other glass surfaces as required;

6. Restocking City-furnished paper products, hand soap, and other consumable supplies;

7. Cleaning breakroom, lobby, hallway, office, conference room, and common-area surfaces and fixtures;

8. Maintaining entrances and other designated areas in a clean, sanitary, and orderly condition; and

9. Performing such other related custodial services as are expressly required by the Solicitation Documents and Contract Documents.

The specific tasks, service areas, and required frequencies for each facility shall be as set forth in the Scope of Services and any associated exhibits or attachments incorporated into the Contract.

4.5 City-Furnished Items

The City shall furnish all necessary cleaning products, cleaning items, equipment, paper products, trash liners, hand soap, and other consumable supplies required for performance of the Work.

The Contractor shall use such City-furnished items solely for performance of the Work under the Contract and shall notify the City’s designated representative when replenishment is reasonably needed.

4.6 Contractor Responsibilities

The Contractor shall furnish all labor, supervision, and services necessary for complete performance of the Work.

The Contractor shall ensure that all personnel assigned to perform the Work are competent, properly supervised, and capable of performing the required services in accordance with the Contract Documents.

The Contractor shall be responsible for coordinating its personnel, maintaining orderly performance of the Work, and promptly reporting any condition observed at a City facility that materially affects performance of the Work or the cleanliness, safety, or condition of the premises.

4.7 Standards of Performance

All services provided under the Contract shall be performed in a professional, competent, and workmanlike manner by qualified personnel and in accordance with the standards set forth in the Contract Documents.

The Contractor shall maintain the City facilities and all areas within the Scope of Services in a clean, sanitary, safe, and orderly condition and shall perform all required services in accordance with the task frequencies and performance expectations established by the City.

4.8 Inspection and Correction of Deficiencies

The City reserves the right to inspect the Work at any time to determine compliance with the Contract Documents.

If the City determines that any portion of the Work is deficient, incomplete, unsatisfactory, or otherwise nonconforming, the Contractor shall, upon notice from the City, promptly correct such deficient Work at no additional cost to the City within the time specified by the City or, if no time is specified, within a reasonable time considering the nature of the deficiency.

Repeated failure to perform the Work in accordance with the Contract Documents may constitute a default under the Contract and may result in the exercise of any rights or remedies available to the City under the Contract or applicable law.

4.9 Coordination with the City

The Contractor shall coordinate performance of the Work with the City’s designated representative regarding access, service scheduling, facility conditions, inspections, correction of deficiencies, and other operational matters necessary for proper performance of the Contract.

4.10 Unauthorized Services

The Contractor shall not perform services beyond the scope of the Contract without prior written authorization from the City. The City shall not be responsible for payment for services performed without such prior written authorization.

4.11 Compensation for Services

Bidders shall submit pricing in accordance with Section 5 – Compensation and Pricing and the Bid Schedule. Compensation for the Services under the resulting Agreement shall be paid in accordance with the pricing submitted by the successful Bidder and accepted by the City.

4.12 Personnel Screening, Background Checks, and CJIS Compliance

All Contractor personnel, including temporary or sub-contracted staff, must comply with the Federal Bureau of Investigation's Criminal Justice Information Services (CJIS) Security Policy and submit to background checks including:

1. Statewide criminal history check;

2. National fingerprint-based criminal history check via the FBI;

3. Check of the National Sex Offender Public Website; and

4. Verification of identity.

All personnel must receive a favorable suitability determination from the Milton Police Department prior to entering any City facility or performing Services. Personnel must have a clean criminal record for the preceding ten (10) years (no felony or misdemeanor convictions).

Personnel with convictions within ten years, current sex offender registry listings, or who fail to receive suitability approval will not be eligible for assignment. The Milton Police Department may apply additional disqualifying criteria based on FBI CJIS Security Policy requirements.

Background check requests must be submitted at least fifteen (15) business days prior to proposed assignment with complete information including name, date of birth, social security number, addresses, and fingerprints. The City will pay actual costs of criminal history and sex offender registry checks upon submission of complete documentation. Bidders shall not include these costs in bid pricing. The Contractor will be responsible for fingerprinting service fees, re-processing costs due to incomplete information, personnel/administrative costs, and costs for personnel who fail approval or leave before assignment.

Bidders must plan for processing time and ensure sufficient qualified personnel with favorable suitability determinations are available to commence Services on the required start date.

Delays due to background check processing, suitability determinations, or personnel disqualification will not excuse timely performance or entitle the Contractor to additional compensation. Personnel may be required to complete CJIS security awareness training and comply with FBI CJIS Security Policy requirements as determined by the Milton Police Department.

Detailed requirements are set forth and included in Exhibit 1 – Form of Agreement, Article IX.

Bidders are responsible for reviewing all requirements prior to submitting a bid.

SECTION 5 – COMPENSATION AND PRICING

5.1 Contract Price

The Bidder shall state its price in the Bid Form as the Monthly Price for performance of the Work described in the Solicitation Documents and Contract Documents, together with the corresponding Annual Price. The Annual Price shall be equal to the Monthly Price multiplied by twelve (12).

The Bidder shall also state the Monthly Price and corresponding Annual Price for each renewal term. For each renewal term, the Annual Price shall be equal to the Monthly Price multiplied by twelve (12).

In the event of a discrepancy between the Monthly Price and the Annual Price, the Monthly Price shall govern, and the Annual Price shall be adjusted accordingly by the City for evaluation and contract administration purposes.

The Contract Price shall consist of the pricing awarded by the City as set forth in the Bid Form, subject only to any authorized Contract amendments, Change Orders, or other written modifications permitted by the Contract Documents.

5.2 Basis of Payment

Payment for routine custodial services shall be made in equal monthly installments for services properly performed and accepted by the City in accordance with the Contract Documents.

The Contractor shall submit invoices monthly in arrears unless otherwise stated in the Contract Documents.

The City shall have no obligation to pay for services that are not performed, are deficient, or are performed outside the scope of the Contract without prior written authorization.

5.3 Included Compensation

The Contract Price shall constitute full compensation for all labor, supervision, administration, overhead, profit, transportation, and all other costs incurred by the Contractor in performing the Work, except for those items expressly stated in the Contract Documents to be furnished by the City.

5.4 Additional or Non-Routine Services

Any services outside the routine custodial services required by the Contract shall be performed only if authorized in writing by the City.

If the Bid Form requires pricing for additional or non-routine services, such services shall be compensated at the applicable rates stated in the Bid Form, but only to the extent authorized in writing by the City.

5.5 No Estimated Quantities

The routine custodial services solicited under this ITB are not based on estimated quantities.

Payment for the base Contract shall be based on the fixed monthly price bid and accepted by the City for the required services at the designated facilities.

SECTION 6 – MINIMUM QUALIFICATIONS

6.1 Minimum Requirements

To be considered for award, the Bidder must meet the following minimum qualifications at the time of Bid submission:

1. Legal Authorization The Bidder must be legally authorized to conduct business in the State of Florida prior to execution of any resulting Contract.

2. Relevant Experience The Bidder must demonstrate experience providing routine custodial or janitorial services of similar size, scope, and complexity to those described in this ITB.

3. References The Bidder shall provide a minimum of three (3) references for comparable custodial or janitorial services performed within the past five (5) years. Each reference shall include the client’s name, description of services provided, dates of service, and client contact information.

4. Insurance Capability The Bidder must demonstrate the ability to obtain and maintain the insurance coverage required by Section 7 of this ITB and the resulting Contract.

5. Statutory Eligibility The Bidder must not be disqualified from public contracting pursuant to §§ 287.133 and 287.135, Florida Statutes, and must comply with § 448.095, Florida Statutes.

6. Ability to Perform The Bidder must demonstrate the ability to provide the personnel, supervision, and resources necessary to perform the Work in accordance with the Solicitation Documents and Contract Documents.

Failure to meet any of the above minimum qualifications may result in the Bidder being determined non-responsible and ineligible for award.

SECTION 7 – SPECIAL REQUIREMENTS

7.1 Business Tax Receipt

The successful Bidder shall obtain and maintain all business tax receipts, local occupational licenses, and other business authorizations required by applicable law to conduct business and perform the Work prior to execution of the Contract and commencement of services, if applicable.

7.2 Insurance

The successful Bidder shall obtain and maintain, at its sole expense, the minimum insurance coverages and limits specified in this Section 7 and in the resulting Contract and shall maintain such coverages in full force and effect for the duration of the Contract.

Certificates of insurance, and any endorsements required by the Contract Documents, shall be submitted to and approved by the City prior to execution of the Contract and commencement of services.

Minimum Insurance Coverages and Limits:

a. The Contractor shall maintain, at its sole cost and expense, the following minimum insurance coverage issued by insurers authorized to do business in the State of Florida and rated no less than A- by A.M. Best, unless otherwise approved in writing by the City:

1. Commercial General Liability (occurrence form)

i. General Aggregate: $1,000,000

ii. Each Occurrence: $1,000,000

iii. Personal & Advertising Injury: $1,000,000

iv. Damage to Rented Premises (Fire Legal Liability): $50,000

2. Commercial Automobile Liability (owned, non-owned, and hired vehicles)

i. Combined Single Limit: $1,000,000 per accident

3. Workers’ Compensation

i. Statutory limits per Chapter 440, Florida Statutes

4. Employer’s Liability

i. Each Accident: $100,000

ii. Disease – Each Employee: $500,000

iii. Disease – Policy Limit: $500,000

b. The City shall be named as an additional insured on all liability policies except Workers' Compensation and Employer's Liability.

c. All liability insurance shall be primary to, and non-contributory with, any insurance or self-insurance maintained by the City.

d. The Contractor shall provide certificates of insurance and any required endorsements evidencing compliance with this Article prior to commencement of Services and upon request thereafter. The City reserves the right to require copies of applicable policies or endorsements.

7.3 Availability of Funds

The City’s performance and obligation to pay under any resulting Contract shall be contingent upon the lawful appropriation and availability of funds for this purpose.

In the event sufficient appropriate funds are not available to continue performance of the Contract, the City may terminate the Contract upon written notice to the Contractor without penalty or further liability to the City, except for payment for services properly performed and accepted prior to the effective date of termination.

No provision of this ITB or any resulting Contract shall be construed to create a pledge of the City’s taxing power or to require the City to appropriate funds in any future fiscal year.

7.4 Public Records

Pursuant to Chapter 119, Florida Statutes, all documents submitted in response to this ITB are subject to public inspection and copying unless exempt from disclosure by law.

Sealed bids are exempt from public disclosure until the City provides notice of an intended decision or as otherwise provided by §119.071(1)(b), Florida Statutes.

If a Bidder claims that any portion of its Bid is exempt from disclosure, the Bidder shall identify the specific information claimed to be exempt and cite the applicable statutory basis. The City shall determine whether any claimed exemption applies.

By submitting a Bid, the Bidder acknowledges that the City is subject to Chapter 119, Florida Statutes and cannot guarantee the confidentiality of submitted information.

IF THE RESPONDENT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE RESPONDENT’S DUTY TO PROVIDE PUBLIC

RECORDS RELATING TO ANY RESULTING CONTRACT, CONTACT THE CUSTODIAN

OF PUBLIC RECORDS AT:

Molly Turnes, Phone: (850) 983-5402, Email: mturnes@miltonfl.org, Address:

6738 Dixon Street, Milton, FL 32570

7.5 Local Vendor Preference

Pursuant to the City of Milton Purchasing Policy 9.0, the City encourages participation by local vendors and may consider a Local Vendor Preference in determining the lowest responsive and responsible Bidder, provided such preference is not prohibited by applicable state or federal law or funding requirements.

For purposes of this Solicitation, a “Local Vendor” means a business entity that maintains a physical business location within the corporate limits of the City of Milton.

Bidders seeking consideration as a Local Vendor must identify such status in their Bid and provide documentation sufficient to establish eligibility.

mailto:mturnes@miltonfl.org

SECTION 8 – EVALUATION AND BASIS OF AWARD

8.1 Evaluation

This Solicitation is issued as a competitive sealed bid in accordance with the City of Milton Purchasing Policy 9.0.

Award, if made, shall be to the lowest responsive and responsible Bidder whose Bid conforms in all material respects to the requirements of this ITB.

For this Solicitation, the lowest responsive and responsible Bidder shall be determined based on the Total Evaluated Bid Amount derived from the pricing submitted in the Bid Form for the base term.

Renewal term pricing shall not be evaluated for purposes of award but shall be used for contract administration if the City exercises a renewal option in accordance with the Agreement.

8.2 Responsiveness

The City will review each Bid to determine whether it is responsive to the requirements of this

ITB.

A responsive Bid is one that conforms in all material respects to the Solicitation Documents without material deviation, reservation, or irregularity.

Failure to submit required forms, failure to acknowledge addenda, or failure to comply with material requirements of this ITB may result in the Bid being deemed non-responsive.

8.3 Responsibility

The City shall determine whether the lowest responsive Bidder is responsible.

In determining responsibility, the City may consider factors including, but not limited to:

1. Relevant experience providing comparable custodial or janitorial services;

2. Financial capacity and ability to perform the Contract;

3. Availability of personnel, supervision, and other resources necessary to perform the

Contract;

4. Past performance on contracts with public or private entities;

5. Ability to comply with the required service schedule, performance standards, and

Contract requirements;

6. Compliance with applicable statutory and legal requirements; and

7. Ability to obtain and maintain required insurance and business authorizations.

The City may request additional information to assist in its responsibility and determination.

Failure to provide requested information within the time specified by the City may result in a determination of non-responsibility.

8.4 Clarifications

The City may request clarification of information submitted in a Bid for the purpose of resolving ambiguities or confirming compliance with the requirements of this ITB.

Clarifications shall not constitute negotiations and shall not permit modification of price, scope, or other material terms of the Bid.

Clarifications shall not be used to cure a material defect, omission, or non-responsiveness.

8.5 Rejection of Bids

The City reserves the right to:

1. Reject any or all Bids;

2. Waive minor irregularities or informalities that do not affect price, competition, or the substantive rights of the parties;

3. Verify references, qualifications, and other information submitted by a Bidder;

4. Conduct such investigations as permitted by law and deemed necessary by the City to determine responsiveness or responsibility; and

5. Reject a Bid where the City determines the Bidder is non-responsive or non-responsible.

The City’s determination of responsiveness and responsibility shall be final, subject to applicable protest procedures set forth in the City of Milton Purchasing Policy 9.0.

8.6 Tie Bids

In the event of a tie between two or more lowest responsive and responsible Bidders, the tie shall be resolved in accordance with the City of Milton Purchasing Policy 9.0.

SECTION 9 – AWARD PROCESS AND CONTRACT

9.1 Notice of Intended Award

Following completion of the evaluation described in Section 8, the City will post a Notice of Intended Award identifying the apparent lowest responsive and responsible Bidder.

The Notice of Intended Award shall be posted in accordance with the City of Milton Purchasing Policy 9.0.

9.2 Protest Procedures

Any actual or prospective Bidder who is aggrieved in connection with this Solicitation or the intended award may file a protest in accordance with the procedures and timeframes set forth in the City of Milton Purchasing Policy 9.0.

The protest period shall commence upon posting of the Notice of Intended Award. Failure to timely file a protest in accordance with Purchasing Policy 9.0 shall constitute a waiver of all protest rights.

9.3 Notice of Award

If no timely protest is filed, or upon resolution of any timely protest, the City may issue a Notice of Award to the successful Bidder.

Issuance of the Notice of Award does not authorize commencement of services and does not, by itself, constitute a binding Contract between the parties.

9.4 Contract Execution

Within the time specified in the Notice of Award, the successful Bidder shall:

1. Execute the Form of Agreement; and

2. Provide all required insurance documentation and any other documents required by the

Solicitation Documents as conditions precedent to Contract execution.

Execution of the Agreement and approval of required insurance by the City are conditions precedent to commencement of services.

9.5 Failure to Execute Contract

Failure of the successful Bidder to timely execute the Agreement or provide the required documentation may result in withdrawal of the award.

In such event, the City may, in its discretion, award the Contract to the next lowest responsive and responsible Bidder, reject all Bids, or re-solicit.

9.6 Contract Term

The Contract shall become effective upon full execution by both parties and shall remain in effect for the term stated in the Agreement, unless earlier terminated in accordance with the Contract Documents.

9.7 Contract Renewal

Any renewal of the Contract shall be subject to the terms of the Agreement, the City’s Purchasing Policy 9.0, and Section 7.3 – Availability of Funds.

9.8 Contract Administration

After execution of the Contract, the Contractor shall perform the Work in accordance with the Contract Documents, including the required service schedule, performance standards, and all other applicable requirements.

The City’s designated representative shall administer the Contract on behalf of the City.

9.9 Remedies and Contract Remedies

If the Contractor fails to perform the Contract in accordance with its terms, the City reserves the right to exercise any rights or remedies available under the Contract Documents or applicable law, including termination or other remedies expressly provided in the Agreement.

SECTION 10 – BID SUBMITTAL REQUIREMENTS

10.1 Bid Submittal Deadline

Bids must be received by the City no later than the date and time stated in Section 3. Bids received after the stated deadline will not be accepted.

10.2 Bid Submittal Location

Bids shall be submitted in a sealed envelope, one (1) original and one (1) copy, to the Delivery Location stated in Section 3.3 – Administrative Details and Dates.

10.3 Public Bid Opening

Bids will be publicly opened and read aloud at the time and location stated in the Solicitation Documents.

10.4 Required Bid Contents

The Bidder shall include the following fully completed and executed documents in its sealed Bid submission:

1. Appendix A:

a. Bid Form

b. Bid Schedule

c. Bidder’s Qualification Statement

d. Bidder’s Certification and Addenda Acknowledgement

2. Appendix B:

a. Subcontractor List

b. Anti-Human Trafficking Compliance Affidavit

c. Certification Regarding Nondiscrimination

d. Conflict-of-Interest Disclosure and Certification

e. Drug-Free Workplace Certification

f. E-Verify Compliance Certification

g. Non-Collusion Affidavit

h. Prompt Payment Compliance Certification

i. Public Entity Crime Affidavit

j. Scrutinized Companies Certification

All required forms shall be properly executed. Forms requiring notarization must be notarized.

Failure to submit all required documents at the time of Bid opening may result in the Bid being deemed non-responsive.

10.5 Addendum Acknowledgement

Failure to properly acknowledge receipt of all issued addenda in the Bid Form or other required addenda acknowledgment form may result in the Bid being deemed non-responsive.

10.6 Withdrawal or Modification

A Bid may be modified or withdrawn prior to the Bid submittal deadline by written notice received by the City from the Bidder or its authorized representative.

10.7 Required Envelope Markings

The sealed envelope shall clearly display:

To: C i ty of Milton

VENDOR Name:

SEALED BID * DO NOT OPEN

Sealed ITB #2026.03

Title: ITB 2026.03 Custodial and Janitorial Services

DUE DATE/TIME: Wednesday, April 01, 2026 / 2:00 p.m. (CST)

10.8 Responsibility for Delivery

It is the sole responsibility of the Bidder to ensure that its Bid is received at the designated location on or before the stated deadline. The City shall not be responsible for delays caused by mail, courier service, or other delivery methods.

Bids submitted by telephone, email, facsimile, or other electronic transmission will not be accepted unless expressly authorized in this Solicitation.

Failure to comply with the submission requirements of this ITB may result in the Bid being deemed non-responsive.

SECTION 11 – INSTRUCTIONS TO BIDDER

11.1 General

This Invitation to Bid (“ITB”) is issued as a competitive sealed bid for routine custodial services as described in the Solicitation Documents. Bidders shall submit sealed Bids in strict accordance with the requirements of this ITB.

All documents issued in connection with this Solicitation, including the ITB, appendices, exhibits, and addenda, collectively comprise the Solicitation Documents and are complementary to one another.

It is the responsibility of each Bidder to monitor the City’s designated solicitation platforms and website for the issuance of addenda. Failure to acknowledge addenda as required may result in the Bid being deemed non-responsive.

11.2 Official Posting Platforms

The City utilizes BidNet Direct, DemandStar, and the City’s official website for publication of solicitation opportunities and addenda. Bidders are solely responsible for monitoring these platforms and ensuring receipt of any addenda issued.

11.3 Bid Forms

Bidders shall submit their Bid on the forms furnished by the City. All blank spaces shall be completed in ink or typed. Where required, amounts shall be stated in both words and figures.

Bidders shall not modify, alter, or substitute the City's Bid Form or Bid Schedule. All required forms, certifications, and affidavits shall be submitted as provided. If additional space is necessary to complete any required form, clearly labeled supplemental pages may be attached.

11.4 Signature Requirements

The Bid shall be signed by an individual authorized to bind the Bidder. If the Bid is submitted by a corporation, limited liability company, partnership, or other legal entity, the person signing the Bid shall certify that they are authorized to execute the Bid on behalf of the entity.

If the Bid is signed by an agent, written evidence of the agent’s authority to bind the Bidder shall be submitted with the Bid. Electronic signatures are accepted.

11.5 Addenda

Addenda may be issued to clarify, modify, or revise the Solicitation Documents. Addenda shall be issued in writing and posted on the City’s designated solicitation platforms.

Verbal statements, interpretations, or clarifications shall not be binding.

Each Bidder is responsible for determining whether any addenda have been issued and for acknowledging receipt of all addenda in the Bid Form or other required addenda acknowledgment form.

11.6 Examination of Solicitation Documents and Site

Each Bidder is responsible for:

1. Thoroughly examining the Solicitation Documents, including Exhibit 2 – Custodial Service Schedule;

2. Reviewing applicable federal, state, and local laws, regulations, permits, and ordinances that may affect performance of the Work;

3. Visiting the City facilities and becoming familiar with the conditions, access requirements, layout, and other circumstances that may affect performance of the Work, if a site visit or pre-bid conference is scheduled or otherwise permitted by the City;

4. Studying and correlating its observations with the requirements of the Solicitation Documents; and

5. Promptly notifying the City of any conflicts, errors, ambiguities, or discrepancies discovered in the Solicitation Documents.

Submission of a Bid constitutes the Bidder’s representation that it has carefully examined the Solicitation Documents and has satisfied itself as to the conditions affecting performance of the Work.

11.7 Pre-Bid Conference and Site Visit

A mandatory pre-bid conference and site visit shall be held on the date, time, and at the location stated in Section 3. Attendance by an authorized representative of the Bidder is mandatory.

The purpose of the mandatory pre-bid conference and site visit is to allow Bidders to examine the City facilities, ask questions regarding the Solicitation Documents, and ensure familiarity with the conditions affecting performance of the Work. A Bid submitted by a Bidder that does not attend the mandatory pre-bid conference and site visit may be deemed non-responsive.

Statements made at the pre-bid conference or during the site visit are not binding unless confirmed by written addendum issued by the City.

11.8 Pre-Bid Questions and Interpretations

All questions regarding the meaning or intent of the Solicitation Documents shall be submitted in writing to the Procurement Representative identified in Section 3.

Questions must be received no later than the deadline stated in this ITB. Responses deemed necessary by the City shall be issued by written addendum.

Only written addenda issued by the City shall be binding. No verbal interpretation or clarification shall modify the Solicitation Documents.

11.9 Compliance with Applicable Laws

Bidders shall comply with all applicable federal, state, and local laws, rules, and regulations in the preparation and submission of their Bid.

Any resulting Contract shall be subject to all applicable legal requirements, including, without limitation, Florida public records requirements and E-Verify requirements applicable to public contracts.

11.10 Mathematical Errors

In the event of a discrepancy between the Bid Form total and the sum of individual pricing entries, the sum of the individual pricing entries shall govern.

11.11 Word vs. Figure Discrepancy

In the event of discrepancy between words and figures, the amount stated in words shall govern.

11.12 Americans with Disabilities Act (ADA)

The City of Milton complies with the Americans with Disabilities Act.

Any person requiring special accommodations to participate in this solicitation process should contact the City’s Purchasing Department at least seventy-two (72) hours prior to the scheduled event.

11.13 Reservation of Rights

The City reserves the right to waive minor irregularities, request clarifications, verify information, reject any or all Bids, cancel the Solicitation, re-advertise the Solicitation, and take any other action authorized by applicable law.

No contractual relationship shall exist until a written Agreement is fully executed by authorized representatives of both parties.

11.14 Withdrawal After Bid Opening

After the time set for Bid opening, a Bid may not be withdrawn except as permitted by applicable law or the City of Milton Purchasing Policy 9.0.

APPENDIX A

• Bid Form

• Bid Schedule

• Bidder Qualification Statement

• Bidder Certification and Addenda

Acknowledgement

• Personnel Screening Certification

MUST BE SUBMITTED WITH THE BID.

FAILURE TO DO SO WILL RENDER BID NON-RESPONSIVE.

BID FORM

The undersigned Bidder, having carefully examined the Solicitation Documents, including all addenda, hereby submits this Bid to provide the routine custodial services described in the Solicitation Documents in accordance with the requirements of the ITB and Contract Documents.

The Bidder certifies that this Bid is made without collusion, fraud, or connection with any other Bidder and is submitted in good faith.

The Bidder further certifies that it has reviewed the Solicitation Documents and all addenda, has examined the requirements of the ITB and Contract Documents, and is familiar with the conditions and requirements necessary to perform the Work.

The Bidder agrees, if awarded the Contract, to execute the Agreement and provide all required insurance and documentation within the time specified in the ITB.

The Bidder acknowledges that failure to execute the Agreement or provide the required documentation within the time specified may result in withdrawal of the award.

BASE BID PRICING

The Bidder agrees to provide the Work for the following Base Bid pricing for the initial term of the Contract:

Monthly Price: $________________________ (Written Amount: ________________________________________________)

Annual Price: $________________________ (Written Amount: ________________________________________________)

The Annual Price shall be equal to the Monthly Price multiplied by twelve (12). In the event of a discrepancy, the Monthly Price shall govern and the Annual Price shall be adjusted accordingly by the City for evaluation and contract administration purposes.

If renewal term pricing is requested in the Bid Schedule, the Bidder agrees to provide such renewal term pricing as stated therein.

BIDDER INFORMATION

Legal Name of Bidder (exactly as registered):

If under a fictitious name (d/b/a):

Entity Type (check one):

Corporation

LLC

Partnership

Sole Proprietorship

Other ___________________________________________________________________

Business Address: ___________________________________________________________

City, State, Zip: _____________________________________________________________

Phone: ______________________________

Email: ________________________________

Federal I.D. No. (FEIN): ________________________________

AUTHORIZED SIGNATURE

The undersigned certifies that the individual signing this Bid is duly authorized to execute it on behalf of the Bidder and that the Bidder agrees to be bound by the terms of this Solicitation.

Authorized Signature: ________________________________________

Printed Name: ______________________________________________

Title: _____________________________________________________

Date: _______________________________________

BID SCHEDULE

The Bidder shall provide pricing for each facility listed below for the initial term of the Contract.

The Monthly Price for each facility shall include all labor, supervision, and services necessary to perform the Work in accordance with the Solicitation Documents and Contract Documents. The City shall furnish all necessary cleaning products, cleaning items, equipment, paper products, trash liners, hand soap, and other consumable supplies required for performance of the Work.

The Annual Price for each facility shall be equal to the Monthly Price multiplied by twelve (12).

In the event of a discrepancy between the Monthly Price and the Annual Price, the Monthly Price shall govern and the Annual Price shall be adjusted accordingly by the City for evaluation and contract administration purposes.

BASE TERM PRICING

Item no.

Facility Name Facility Address Square Footage

Monthly Price Annual Price

1. Milton City Hall 6738 Dixon Street, Milton, FL 32570

18,387 $___________ $____________

2. Milton Utilities 5438 Alabama Street, Milton, FL 32570

17,305 $___________ $____________

3. Milton Police Department

5451 Alabama Street, Milton, FL 32570

5,996 $___________ $____________

4. Milton Gas 5755 Washington Street, Milton, FL 32570

288 $___________ $____________

TOTAL BASE TERM PRICE (COLLECTIVE PRICE FOR ALL FACILITIES)

Total Monthly Price: $ ________________ Total Annual Price: $ _________________

RENEWAL TERM 1 PRICING

no.

Facility Name Facility Address Square Footage

Monthly Price

Annual Price

1. Milton City Hall 6738 Dixon Street, Milton, FL 32570

18,387 $_________ $___________

2. Milton Utilities 5438 Alabama Street, Milton, FL 32570

17,305 $_________ $___________

3. Milton Police Department

5451 Alabama Street, Milton, FL 32570

5,996 $_________ $___________

4. Milton Gas 5755 Washington Street, Milton, FL 32570

288 $_________ $___________

TOTAL RENEWAL TERM 1 PRICE (COLLECTIVE PRICE FOR ALL FACILITIES)

RENEWAL TERM 2 PRICING

no.

Facility Name Facility Address Square Footage

Monthly Price

Annual Price

1. Milton City Hall

6738 Dixon Street, Milton, FL 32570

18,387 $_________ $___________

2. Milton Utilities 5438 Alabama Street, Milton, FL 32570

17,305 $_________ $___________

3. Milton Police Department

5451 Alabama Street, Milton, FL 32570

5,996 $_________ $___________

4. Milton Gas 5755 Washington Street, Milton, FL 32570

288 $_________ $___________

TOTAL RENEWAL TERM 2 PRICE (COLLECTIVE PRICE FOR ALL FACILITIES)

RENEWAL TERM 3 PRICING

no.

Facility Name Facility Address Square Footage

Monthly Price

Annual Price

1. Milton City Hall 6738 Dixon Street, Milton, FL 32570

18,387 $_________ $___________

2. Milton Utilities 5438 Alabama Street, Milton, FL 32570

17,305 $_________ $___________

3. Milton Police Department

5451 Alabama Street, Milton, FL 32570

5,996 $_________ $___________

4. Milton Gas 5755 Washington Street, Milton, FL 32570

288 $_________ $___________

TOTAL RENEWAL TERM 3 PRICE (COLLECTIVE PRICE FOR ALL FACILITIES)

CERTIFICATION

The undersigned Bidder certifies that the prices stated in this Bid Schedule include all labor, supervision, overhead, profit, transportation, administration, and all other costs necessary to perform the Work in accordance with the Solicitation Documents and Contract Documents, except for those items expressly stated to be furnished by the City.

Bidder: ___________________________________________________________________

Authorized Signature: ________________________________________ Printed Name: ______________________________________________ Title: ____________________________________ Date: ____________________________________

BIDDER QUALIFICATION STATEMENT

The following information is required for the City to determine responsiveness, responsibility, and statutory eligibility in accordance with applicable law and the Solicitation Documents.

Failure to provide complete and accurate information may result in the Bidder being determined non-responsible or ineligible for award.

1. BUSINESS INFORMATION

Legal Name of Bidder (as registered with the Florida Division of Corporations):

State of Incorporation/Organization: __________________________

Date of Formation: __________________________________________

FEIN: _______________________________________________________

Primary Business Address:

Street: ______________________________________________________ City, State, Zip: _____________________________________________

Phone: _________________________ Email: __________________________

Website (if applicable): ______________________________________

If an out-of-state Corporation currently authorized to do business in Florida, give date of such authorization: ______________________________________

2. BUSINESS EXPERIENCE

Number of years the Bidder has been engaged in providing similar goods or services: _______

Number of years under present business name: _______

If the Bidder has operated under a different name within the past five (5) years, provide details:

3. COMPARABLE EXPERICEN AND…