ITB_FAC260159_Citywide_Dry_Carpet_Cleaning_-Mandatory_Pre-Bid_Sign_in_Sheet_4.7.26.pdf

This document is a Mandatory Pre-Bid Meeting Sign-in Sheet for Invitation to Bid (ITB) #FAC/260159 issued by the City of Ocala, Florida, for Citywide Dry Carpet Cleaning services. The pre-bid meeting was held on April 7, 2026, at 10:00 AM at the Customer Service Center, 201 SE 3rd Street, Ocala, Florida 34471. Attendance at this mandatory pre-bid meeting was required for prospective bidders to participate in the solicitation. The sign-in sheet captures attendees' names, affiliations, and contact information. Key personnel identified include Gary Crews, identified as Division Head of Facilities and Project Manager, and Caley Conard, identified as Buyer in Procurement (contact: cconard@ocalafl.gov, 352-629-8399). The sheet reflects multiple attendees from various organizations, though several entries are handwritten and partially legible. Bid submissions were due by April 16, 2026, with award to be made to the lowest responsive and responsible bidder. The contract term spans three years with one optional two-year renewal term, with standard working hours from 5:00 PM to 9:00 PM Monday through Friday excluding holidays.

The solicitation encompasses carpet cleaning services for 34 distinct City locations organized into five maintenance groups, with cleaning frequencies ranging from one to four times annually and square footages varying from 120 to 18,233 square feet. Bidders were required to submit pricing on a unit price basis using the Excel format Exhibit B Price Proposal, with any alternative formats resulting in automatic bid rejection. The City pays only for actual services rendered, not estimated quantities. Required qualifications include a minimum of five years of experience in low moisture encapsulation cleaning, commercial general liability insurance of $1,000,000 per occurrence/$2,000,000 aggregate, workers' compensation insurance per Florida statutory requirements, and performance of a minimum of 30 percent of work with the bidder's own forces. No set-aside designations or restrictions limiting responses to specific organization types were identified. Price increases for contract renewal are capped at three percent annually unless mitigating market conditions exist, which must be justified through Consumer Price Index-Urban documentation submitted 90 days prior to term end.