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 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 pre-bid meeting was mandatory for all bidders wishing to participate in the solicitation. The sign-in sheet documents attendee names and contact information from representatives of prospective bidding organizations. Bid submissions were due by April 16, 2026, with contract 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 of 5:00 PM to 9:00 PM Monday through Friday excluding holidays.

The City seeks a qualified contractor to provide professional carpet cleaning services utilizing the Low Moisture Encapsulation method across 34 distinct City facilities organized into five maintenance groups, with cleaning frequencies ranging from one to four times annually. Bidders must submit pricing on a unit price basis using the Excel format Price Proposal (Exhibit B), with proposals in alternative formats automatically rejected. Award will be made based on lowest bid price meeting all specified requirements. 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 and $2,000,000 aggregate, commercial automotive liability of $1,000,000, workers' compensation insurance per Florida statutory requirements, performance of a minimum of 30 percent of work with the bidder's own forces, and Level II background checks for all employees and subcontractors. 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.