ITB08202600000119 - Cemeteries - Ground Maintenance Services.pdf

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Time left: 22d 02:11:06

Transaction Fee:

Yes Format:

Client Purchase

ProRFx ID:

ITB08202600000119

Solicitation No:

ITB# PWD/261083

ProRFx Type:

ITB: Services

Listing Category:

Bid Name:

Cemeteries - Ground Maintenance Services

Scope of Work:

BACKGROUND1. The City of Ocala requires the services of an experienced contractor to provide grounds maintenance services for the City maintained cemeteries in the northeast and northwest sections of the City, as noted herein, in Exhibit “B”- Price Proposal 2. These services include maintaining City-owned rights-of-way, cemeteries, parcels, and o... VIEW ALL

Listing Image:

(JPG, 93 KB)

Listed By:

CITY OF OCALA

Industry Type:

City and town managers' offices

Contact Name:

Caley Conard

Contact Email:

cconard@ocalafl.gov

Contact Phone:

(352) 629-8234 Ship to Location:

110 SE Watula Avenue Address1:

110 SE Watula Avenue Address2:

CITY HALL

City: Ocala State: FL Zip/Postal: 34471 Listing Class.:

ITB Invitation To Bid

Listing Start Date:

8/20/2026 3:57:02 PM EST

Listing Ends After:

End Date/Time reached

Listing End Date:

9/16/2026 2:00:00 PM EST

Bid Closes:

9/16/2026 2:00:00 PM EST

IMPORTANT COMMENTS EXIST

View Answers & Comments

IMPORTANT BID DOCUMENT(S)

1. Exhibit A – Scope of... MORE (349.9 KB - PDF)

2. Exhibit B - Price Pr... MORE (36.9 KB - XLSX)

3. Exhibit C - Cemetery... MORE (721.0 KB - PDF)

4. Exhibit D - Cemetery... MORE (169.4 KB - PDF)

Formal Question Due By:

9/11/2026 @ 5:00 PM EST

PreBid Meeting Exists (Physical Attendance):

Mandatory:

What does this mean?

Date: 9/3/2026 9:00:00 AM EST

Action:

REGISTER Location Name:

Public Works Conference Room Address1: 1805 NE 30th Ave Address2: Bldg 300 City, State, ZIP: Ocala, FL, 34471 Room Number:

[70111706] Lawn care services [70111710] Mowing services [72102905] Exterior grounds maintenance

Show Category Details mowing_734fd5c2.jpg

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ProRFx Item 1 of 1

Description of what is needed:

Qty: 1 Unit of Measure: EACH Type of Product: Total Bid Amount Please enter your total 3-year bid amount as calculated in Exhibit B - Price Proposal.

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Terms & Conditions for listing Informational Purposes Only READ ME

Instruction for use

1. Response Requirements

1.1. Contract Value

*1.2. General Terms & Conditions

1.3. Anti-Lobbying/Communication

*1.4. Vendor Agreements

*1.5. SPECIAL CONDITIONS

The ESTIMATED initial contract value is: $ AS BID

One or more items in this section are required.

* By checking this box you have read and agree to abide by the City's Terms & Conditions.

Click to open and read the General Terms and Conditions this transaction will be governed by.

Enter your full name (Owner/Authorized Company Representative only):

ANTI-LOBBYING/COMMUNICATION WITH CITY STAFF AND OFFICIALS:

To ensure fair consideration for all proposers/bidders, the City strictly prohibits any communication, whether or not written, verbal, or through a third party, relative to this solicitation with any department, City official, City Council member, or employee during the submission process, except inquiries directly made to the Procurement and Contracting Department, Contracting Officer, or as provided in the protest policy located at: Protest Policy

Additionally, the City prohibits communications initiated by a proposer/bidder, agent, or third party of proposer/bidder to any City official(s), City Council member(s), or employee(s) evaluating or considering the proposals/bids prior to, and up to the time an award decision is made at a scheduled City Council meeting.

*** Any prohibited communications initiated by a proposer/bidder, or a third party on behalf of proposer/bidder, will be grounds for disqualifying the offending proposer/bidder from consideration for award of the solicitation >AND< will face a three (3) year debarment from doing any business with the City of Ocala. ***

One or more items in this section are required.

Compliance Certification:

As an authorized company representative, I certify my firm or corporation:

Agrees to comply the requirements of Florida Statute 287.087 for a Drug Free Workplace.

Agrees to comply with the requirements of Florida Statute 448.095 for Employment Eligibility. Employers, contractors and their subcontractors are required to register and use the Department of Homeland Security’s E-Verify system when hiring new employees for the term of the contract. Violations will result in contract termination. (E-Verify is operated by the U.S. Department of Homeland Security).

Owner/Authorized Company Representative initials:

Bidder Certification (Non-Construction):

By my submission of a bid response, and in accordance with your solicitation, I hereby submit this proposal and agree, if my proposal is accepted, to provide goods and services to the City of Ocala in accordance with the solicitation and proposer response. I certify I have read, and will be bound by, all the terms and conditions of this solicitation and any resulting addenda and amendments, in its entirety and understand the scope of work and specification requirements.

Owner/Authorized Company Representative initials:

One or more items in this section are required.

OFFER AND ACCEPTANCE:

Any submitted bid or proposal is your contractual, legally bound obligation in the absence of a written contract when said offer is accepted by the City. The City reserves the right to request modification of the Bidder's offer to more fully meet the needs of the City, and any further offer is binding upon the Bidder.

In case of default by the Bidder after acceptance by the City, the City may take action as it deems appropriate including legal action for damages or specific performance.

Owner/Authorized Company Representative Initials:

ADA NEEDS:

Please call the procurement professional shown on this listing forty-eight (48) hours in advance so arrangements can be made if reasonable accommodations are needed for you to participate in any meeting.

AWARDED CONTRACT FAILURE - BIDDING SUSPENSION

I understand and agree to the following:

Bidders who submit a bid to the City of Ocala and fail to fulfill the contract term, for any reason, will be subject to future bidding suspension for year (1), and up to a possible three (3) year bid debarment for serious contractual failures.

Owner/Authorized Company Representative initials:

The City reserves the right to re-open bidding for a Best-and-Final offer.

BIDDER CONTRACTS:

Bidder contracts/agreements will not be accepted in most cases. If a contract is required, only City of Ocala contracts will be used for all goods and services. The requirement of bidder contracts and/or bidder written terms and conditions may result in bid rejection. The City will consider adding appropriate bidder clauses into our contract; please upload any desired clauses with your solicitation response.

CLARIFICATIONS AND CORRECTIONS:

The City of Ocala reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from bidders/proposers, or to allow corrections of errors or omissions.

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL:

Bids or quotes received by the City pursuant to its solicitations are exempt from public disclosure until such time that the City provides notice of an intended

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Bids or quotes received by the City pursuant to its solicitations are exempt from public disclosure until such time that the City provides notice of an intended decision or until thirty (30) days after opening the bids or quotes, whichever is earlier. If the City rejects all bids or quotes pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected bids or quotes remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A bid, quote, or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all bids, quotes, or replies.

ANY MATERIAL SUBMITTED IN RESPONSE TO THIS SOLICITATION WILL BECOME A PUBLIC RECORD PURSUANT TO CHAPTER 119, FLORIDA STATUTES. THIS INCLUDES MATERIAL WHICH THE RESPONDING BIDDER MAY CONSIDER TO BE CONFIDENTIAL, PROPRIETARY, OR A TRADE SECRET. ANY CLAIM OF CONFIDENTIALITY SHALL BE WAIVED UPON SUBMISSION, EFFECTIVE AFTER OPENING PURSUANT TO CHAPTER 119, FLORIDA STATUTES.

Owner/Authorized Company Representative initials:

CONFLICT OF INTEREST:

Disclose the name(s) of any employee, officer, director, shareholder, or agent of your firm that is also a City of Ocala employee or public official:

Disclose the name(s) of any City of Ocala employee or public official that is a known relative of an employee, officer, director, shareholder, or agent of your firm:

Failure to disclose known conflicts of interest may result in bid rejection and/or contract termination, if awarded.

City of Ocala employees who have a 5% or more interest in a bidder's firm must also complete an "Officer and Employee Disclosure Statement" which can be obtained at www.bidocala.com under Vendor Resources. This form includes instructions and relative Florida statutes. Failure to complete this form, if applicable, may result in bid rejection.

CONTRACT LENGTH:

The term of any resulting contract will be for 3 year(s).

CONTRACT RENEWAL:

The resulting contract may be renewed for up to 2 times, with each renewal a 1 year term with the written consent of both parties.

LOCAL VENDOR PREFERENCE:

Preference in solicitations:

* Applies to bids in excess of $50,000.

* Local vendor within 5% of low bid has the option to contract for 1% less than the low bid amount.

* Any tie between local vendors will be settled with a best and final offer (BAFO) from each local vendor.

* GRANT FUNDED PROJECTS DO NOT ALLOW LOCAL PREFERENCE.

Details of the Local Vendor Preference are available at: Vendor Resources

Every Bidder MUST select "Yes" or "No."

YES, I am a local vendor. (If you selected Yes, you must also confirm the requirements below to receive local preference) NO, I am not a local vendor.

If you desire to receive local preference for this solicitation, you must confirm your business meets the following requirements:

1. Has its headquarters, manufacturing facility, home office, locally-owned franchise, or an operating branch physically located within Marion County, Florida;

2. Has been in operation in Marion County for a minimum of one year prior to the issuance of the city’s formal bid solicitation; and

3. Before the issuance of the city’s formal bid solicitation has paid commercial real property tax, paid/filed a tangible personal property tax form with Marion

County; has received a City of Ocala Home Occupation Permit, or has received a City of Ocala business tax certificate.

Vendor will be required to submit a Local Vendor Preference Affidavit immediately upon notification from Procurement if the local preference will affect the outcome of this solicitation.

Local Vendor will be required to agree to a contract with the City in an amount 1% less than the low bid amount within two (2) business days of notification from City.

Owner/Authorized Company Representative initials:

PERFORMANCE EVALUATION:

At the end of the service period, the City may evaluate vendor performance. This evaluation will become public record.

FLORIDA STATUTE 287.133: Public Entity Crime; denial or revocation of the right to transact business with public entities.

Vendor on its behalf and its affiliates agrees and affirms that it has not been placed on the convicted vendor list following a conviction of a public entity crime as provided for in Section 287.133(2)(a), Florida Statutes, which states:

a person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases or real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO, for a period of 36 months from the date of being placed on the convicted vendor list.

Owner/Authorized Company Representative initials:

I understand and agree to the following:

FLORIDA STATUTE 448.095: E-VERIFY. Pursuant to section 448.095, Vendor shall register with and use the U.S. Department of Homeland Security’s (“DHS”) E-Verify System verify the work authorization status of all newly hired employees. Vendor shall obtain affidavits from any and all subcontractors in accordance with paragraph 2(b) of section 448.095, Florida Statutes, and maintain copies of such affidavits for the duration of this Agreement. By entering into any subsequently awarded contract, Vendor certifies and ensures that it utilizes and will continue to utilize the DHS E-Verify System for the duration of the contract and any subsequent renewals of same. Vendor understands that failure to comply with the requirements of this section shall result in the termination of the contract and Vendor may lose the ability to be awarded a public contract for a minimum of one (1) year after the date on which the contract was terminated.

Vendor shall provide a copy of its DHS Memorandum of Understanding upon City’s request. Please visit www.e-verify.gov for more information regarding the E- Verify System.

Owner/Authorized Company Representative initials:

REFERENCES:

References within the previous three years are preferred.

REFERENCE #1

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Company Name:

Contact Person:

Phone Number:

Email Address:

Date of Service:

to

Contract Value:

$0.00

Contract Details and/or Description:

REFERENCE #2

Company Name:

Contact Person:

Phone Number:

Email Address:

Date of Service:

to

Contract Value:

$0.00

Contract Details and/or Description:

Upload

REQUESTED AND ADDITIONAL DOCUMENTS

Upload any requested and additional documents here:

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Not Uploaded Max. File Size you can upload is: 50MB. *.exe files will not be accepted

REQUIRED LICENSES AND CERTIFICATIONS:

My firm and/or sub-contractors can comply with the license and certification requirements in the scope and/or this listing.

Vendor shall upload all licenses and/or certifications with their response and must submit required licenses and certifications immediately upon request from the City.

Owner/Authorized Company Representative initials:

SAFETY AND ENVIRONMENTAL:

Vendor will be responsible at all times for precautions to achieve the protection of all persons including employees and property throughout the resulting contract term. The Vendor shall make an effort to detect hazardous conditions and shall take prompt action where necessary to avoid accident, injury or property damage.

EPA, DEP, OSHA, and all other applicable safety laws and ordinances shall be followed as well as American National Standards Institute Safety Standards. All hazardous spills, accidents, injuries or claims or potential claims shall be reported promptly to the City Risk Management Department at 352-401-3989, or cell

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Scope Of Work

BACKGROUND

1. The City of Ocala requires the services of an experienced contractor to provide grounds maintenance services for the City maintained cemeteries in the northeast and northwest sections of the City, as noted herein, in Exhibit “B”- Price Proposal

2. These services include maintaining City-owned rights of-way, cemeteries, parcels, and other designated areas indicated in Exhibit C – Map of Cemetery Locations.

3. Vendors must attend the mandatory pre-bid meeting at the below date, time and location to be eligible to bid on this project. Vendors must be on time and no more than 10 minutes past the start time, or they will not be considered for bidding.

MANDATORY PRE-BID MEETING:

Thursday, September 3, 2026, at 9:00AM Public Works Conference Room 1805 NE 30th Avenue, Building 300 Ocala, FL 34471

EQUIPMENT AND LOCATION REQUIREMENTS

1. Contractor shall own the following ground maintenance equipment and must provide photos with serial numbers when submitting bid: Two (2) zero-turn mowers, three (3) gas-powered weed-eaters, two (2) gas-powered edgers, two (2) chemical sprayers, hedge clippers and various other handheld ground maintenance tools.

2. Contractor must be located within 50 miles of City of Ocala City Hall Building, located at 110 SE Watula Ave, Ocala, FL 34471. Proof of business address must be submitted with bid. Any contractor who is not located within these limits will be disqualified from bidding.

CONTRACT TERM/DELIVERY TIMELINE

1. Term: The resulting contract will be for an original term of three (3) years.

2. Renewals: Two (2) optional, one-year renewal terms.

Qty Unit of Measure Type of Product MFG Name MFG Part No Description of what is needed Price (Interest Percent) Price (Unit Cost in $) Price (Margin in $) Price (Margin in %)

1 EACH Total Bid Amount

Please enter your total 3-year bid amount as calculated in Exhibit B - Price Proposal.

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If you wish to respond to the listing, click on the "Bid on this item" link and complete the fields presented to you.

1.6. Electronic Bid Response

p , , j p p p p y y g p , 352-572-0414, and rdennis@ocalafl.org.

Agrees to comply with the safety and environmental requirements above.

Owner/Authorized Company Representative initials:

SOLICITATION DOCUMENTS:

The City of Ocala (City) has no responsibility for the accuracy, completeness or sufficiency of any bid documents obtained from any source other than the official City links below:

Bid Ocala: www.bidocala.com ProRFx Florida: www.florida.prorfx.com

Obtaining these documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining these documents from any source other than directly from the source listed herein may also result in failure to receive any addenda, corrections, or other revisions to these documents that may be issued.

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL:

Bids or quotes received by the City pursuant to its solicitations are exempt from public disclosure until such time that the City provides notice of an intended decision or until thirty (30) days after opening the bids or quotes, whichever is earlier. If the City rejects all bids or quotes pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected bids or quotes remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A bid, quote, or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all bids, quotes, or replies.

ANY MATERIAL SUBMITTED IN RESPONSE TO THIS SOLICITATION WILL BECOME A PUBLIC RECORD PURSUANT TO CHAPTER 119, FLORIDA STATUTES. THIS INCLUDES MATERIAL WHICH THE RESPONDING BIDDER MAY CONSIDER TO BE CONFIDENTIAL, PROPRIETARY, OR A TRADE SECRET. ANY CLAIM OF CONFIDENTIALITY SHALL BE WAIVED UPON SUBMISSION, EFFECTIVE AFTER OPENING PURSUANT TO CHAPTER 119, FLORIDA STATUTES.

Owner/Authorized Company Representative initials:

Awarded Vendors shall comply with all applicable provisions of Section 787.06, Florida Statutes. Specifically, all non-governmental Vendors shall provide the City of Ocala with an affidavit signed by an officer or a representative under penalty of perjury attesting that the non-governmental entity does not use coercion for labor or services as defined in Section 786.06(2), Florida Statutes. ).

If not previously provided, the affidavit may be downloaded from https://www.ocalafl.gov/home/showpublisheddocument/29503 and must be notarized.

ELECTRONIC BID RESPONSE REQUIRED:

All bids/proposals MUST be electronically submitted by or before the due date under the appropriate solicitation/listing accessed online at: www.bidocala.com or www.prorfx.com

Bids/proposals may not be submitted by any other means other than as described above. The City will NOT accept bids/proposals sent by U.S. Mail, private couriers, fax or email.

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