Citywide Dry Carpet Cleaning

The City of Ocala, Florida, issued Invitation to Bid (ITB) #FAC/260159 for Citywide Dry Carpet Cleaning services, a standard competitive procurement seeking a qualified contractor to provide professional carpet cleaning utilizing the Low Moisture Encapsulation method across various City facilities. The scope of work encompasses complete services for 34 distinct 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, requiring all labor, materials, equipment, repairs, supplies, transportation, management, expertise, and supervision. Evaluation will be based on the lowest responsive and responsible bidder, with responsiveness defined as submission of a complete Price Proposal in Excel format and responsibility determined by meeting all Scope of Work 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/$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. 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, and work not meeting City standards must be re-performed at no additional cost with deficiencies corrected within 48 hours of notification. A mandatory pre-bid meeting is scheduled for April 7, 2026, at 10:00 AM EST at the Customer Service Center, 201 SE 3rd Street, with bid submissions due by April 16, 2026, and award to be made to the lowest bidder meeting all specified requirements.

No set-aside designations or restrictions limiting response to specific organization types, disadvantaged enterprises, or minority-owned businesses were identified in the procurement documents. No incumbent vendors or current contractors were listed in the available materials, nor were specific existing infrastructure or technology integration requirements noted beyond the standard operational requirements for carpet cleaning services. Price increases for contract renewal are subject to negotiation and capped at three percent annually unless mitigating market conditions exist, which must be justified through Consumer Price Index-Urban (CPI-U) documentation submitted 90 days prior to term end. While specific award values or budget ranges were not disclosed in the solicitation summary, the contract encompasses cleaning services across 34 locations with varying frequencies and square footages, with pricing to be submitted on a unit price basis for each location; the City will pay only for actual services rendered, not estimated quantities. Bidders must ensure submission of the Price Proposal exclusively in the Excel format provided as Exhibit B, as proposals in alternative formats such as PDF, DOCX, or handwritten will result in automatic bid rejection.