Project Information

Bid Title

Bid 2526-11 Multi-Year Contract for Janitorial Services at the City's Community Centers

Issuing Agency

City of Atlantic Beach

Location

Florida

Published Date

Mar 13, 2026

Closing Date

Apr 8, 2026

Government Level

State & Local

Status

Closed

Ref. #

Bid 2526-11

Original Source

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Bid Documents

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Project Description

Bid Number:	Bid 2526-11
Bid Title:	Bid 2526-11 Multi-Year Contract for Janitorial Services at the City's Community Centers
Category:	Multi-Year Contracts
Status:	Open

Description: The City of Atlantic Beach will receive sealed bids until 2:45 PM, Wednesday, April 08, 2026, for Janitorial Services at the City’s Community Centers as more thoroughly described in the Scope of Work section contained within these specifications. Publication Date/Time: 3/12/2026 12:00 AM Publication Information: Jacksonville Daily Record Closing Date/Time: 4/8/2026 2:45 PM Submittal Information: Sealed & labeled Bids must be received by 2:45 PM on 04/08/2026 by the Procurement Office Bid Opening Information: Commission Chambers Pre-bid Meeting: YES - 3/25/2026, 1:00 PM Contact Person: Patty Drake, Procurement Manager, pdrake@coab.us. All questions must be submitted in writing via e-mail to Patty Drake. The deadline for all questions will be 12:00 PM on Wednesday, April 01, 2026. All questions, answers, or updates will be posted to the City's site as an addendum. No bidder or its affiliate(s) shall contact any City employee or its affiliates by phone or in person, or any other method other than e-mail to the designated contact person to discuss this project prior to the bid opening, otherwise known as the Cone of Silence. The exception to this rule will be during the MANDATORY pre-bid meeting, where questions can be asked directly to the City's personnel in a public meeting. The minutes from that meeting will be posted to the City's site. Download Available: YES Fee: NO Plan & Spec Available: All information related to this project is available from this City site, free of charge. An announcement will also be posted to DemandStar referring you to this City site for complete details. Bidders are not required to be a member of DemandStar in order to do business with the City. The City is NOT responsible for information related to this bid that may be posted to any other sites. The bid announcement is published in the Jacksonville Daily Record. Business Hours: 8:00 AM - 5:00 PM City Hall Plan Holders List: N/A: The City will have no knowledge of those contractors that have a serious interest in this project. A list of attendees of the MANDATORY pre-bid meeting will be posted to this site. Qualifications: Please review the bid specifications at the end of this announcement under Related Documents. Bidders must be permitted to do business in the state of Florida. Bidders MUST attend the MANDATORY pre-bid meeting in order for your bid to be considered. This meeting will be held on Wednesday, March 25, 2026, at 1:00 PM in the City Hall Commission Chambers located at 800 Seminole Road, Atlantic Beach, FL 32233. Bidders shall also visit the project sites to familiarize themselves with the working conditions. Bidders must show proof of being in business for a minimum of five (5) consecutive years under the same name and tax identification number. Special Requirements: Please see the complete specifications at the end of this announcement under Related Documents. Bidders must show proof of a minimum of five (5) years’ experience for janitorial services of the same scope and size, and must submit past project titles, owner of project and contact information, start and end dates, and a brief description of those projects. The awarded bidder will be required to provide a performance and payment bond. The awarded bidder will deliver the executed contract and payment and performance bond within ten (10) days of award. Failure to do so is deemed breach of agreement and forfeiture of bid security. A pre-construction meeting will be held with the awarded bidder prior to the project start date. Miscellaneous: Bids shall be submitted in DUPLICATE with one (1) being an original and identified as such, and one (1) copy of the complete original. Bids must be submitted as two (2) complete packets and delivered in one (1) envelope/package. The OUTSIDE of the delivered package must clearly state your company name, bid number, bid title, and bid opening date. This information MUST be shown on the OUTERMOST cover to clearly identify it as a bid. Bids shall be submitted in a loose-leaf binder. No portion of the bid will be stapled or bound. The City is NOT responsible for deliveries not received by any method, e.g., USPS, FedEx, UPS, Courier, etc. All information included within this announcement is considered to be part of the bid specifications. Related Documents: Bid 2526-11 - Specs - Janitorial Services, Community Centers Bid 2526-11 DRC Bid 2526-11 Bid Forms Package - All Forms

Attachment Preview

BID SPECIFICATIONS FOR

MULTI-YEAR CONTRACT FOR JANITORIAL SERVICES AT

CITY COMMUNITY CENTERS

BID NO. 2526-11

The City of Atlantic Beach will receive sealed bids until 2:45 PM, Wednesday, April 08, 2026, for

Janitorial Services at the City’s Community Centers as more thoroughly described in the Scope of Work

section contained within these specifications.

I. SUBMITTAL

A) The City of Atlantic Beach will receive sealed bids until 2:45 PM, Wednesday, April 08, 2026,

for the purpose of selecting one Contractor to provide janitorial services at the City’s Community

Centers.

B) A MANDATORY PRE-BID MEETING will be held on Wednesday, March 25, 2026, at the

City Hall Commission Chambers, 800 Seminole Road, Atlantic Beach, FL 32233 at 1:00 PM. At

that time bidders may ask questions concerning the bid. Attendance is mandatory to schedule a

walk-through of the properties, and to submit a bid. Prior to the meeting, all questions shall be

directed via email to Patty Drake, Procurement Manager at pdrake@coab.us.

C) Bids will be opened in the Commission Chambers, 800 Seminole Road, Atlantic Beach, FL

32233 at 3:00 PM on Wednesday, April 08, 2026. All bidders or their representatives are invited

to be present.

D) Any bid received after the above stated time and date will not be considered. It shall be the sole

responsibility of the Bidder to have the bid delivered to the Procurement Manager’s office, for

receipt on or before the above stated time and date. The City is NOT responsible for deliveries

not received by any method, e.g., USPS, FedEx, UPS, Courier, etc. Bids delayed by a mailing

service shall not be considered, shall not be opened at the public opening, and arrangements shall

be made for their return at the bidder’s request and expense.

E) Each bidder shall examine all requests for bid documents and shall judge all matters relating to

the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning

interpretation, clarification or additional information pertaining to the bid shall be made to the

Procurement Manager’s office. The City shall not be responsible for oral interpretations given by

any City employee, representative or others. The issuance of a written addendum is the only

official method whereby interpretation, clarification or additional information can be given. If

any addenda are issued to this request for bid, the City will attempt to notify all known

prospective bidders; however, it shall be the responsibility of each bidder, prior to submitting the

bid, to check the City’s website at www.coab.us/bids or contact the Procurement Manager at 247-

5880 to determine if addenda were issued and to make such addenda a part of the bid.

F) Two (2) signed copies of the bid shall be submitted in one sealed package, clearly marked on the

outside “BID NO. 2526-11: MULTI-YEAR CONTRACT FOR JANITORIAL SERVICES AT

CITY COMMUNITY CENTERS, TO BE OPENED AT 3:00 PM, WEDNESDAY, APRIL 08,

2026" and addressed to:

Patty Drake, Procurement Manager

City of Atlantic Beach

800 Seminole Road

Atlantic Beach, FL 32233

Bid 2526-11: Multi-Year Contract for Janitorial Services at City Community Centers

Page 1

G) Bids shall clearly indicate the legal name, address and telephone number of the bidder (corporate,

firm, partnership, individual). Bids shall be signed and the signer shall have the authority to bind

the bidder to the submitted bid. Bidders company name, bid title, and bid number shall be clearly

shown on the outermost cover of the delivered package

H) All expenses for making bids to the City are to be borne by the bidder.

I) Any bid may be withdrawn up to the date and time set above for the opening of the bids. Any

bids not withdrawn shall, upon opening, constitute an irrevocable offer for a period of 90 days to

sell the City the goods or services set forth in the attached specifications until one or more of the

bids have been duly accepted by the City. City action on bids normally will be taken within 45

days of opening; however, no guarantee or representation is made herein as to the time between

the bid opening and the subsequent City action.

J) The City reserves the right to accept or reject any or all bids, to waive irregularities and

technicalities, and to request resubmission. There is no obligation on the part of the City to award

the contract to the lowest Bidder and the City reserves the right to award one or more contracts

believed to be in the best interest of the City. The City shall be the sole judge of the bid and the

resulting negotiated agreement that is in the City’s best interest and its decision shall be final.

K) All applicable laws and regulations of the State of Florida will apply to any resulting agreement.

L) Public Records Provision

As of July 1, 2016, an act relating to public records; amending s. 119.0701, F.S.; requiring

a public agency contract for services to include a statement providing the contact information of

the public agency’s custodian of public records; prescribing the form of the statement; revising

required provisions in a public agency contract for services regarding a contractor’s compliance

with public records laws. A signed Public Records Provision form is required to be submitted

with the bid.

a) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR' S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT DONNA BARTLE, THE CITY CLERK AND THE

CUSTODIAN OF PUBLIC RECORDS AT (904) 247- 5809, DBARTLE@COAB.US, 800

SEMINOLE ROAD, ATLANTIC BEACH, FLORIDA 32233.

b) The contractor shall comply with Chapter 119, Florida Statutes, in regards to public records

laws, specifically to:

1. Keep and maintain public records required by the public agency to perform the service.

2. Upon request from the public agency's custodian of public records, provide the public

agency with a copy of the requested records or allow the records to be inspected or copied

within a reasonable time at a cost that does not exceed the cost provided in this chapter or as

otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records

disclosure requirements are not disclosed except as authorized by law for the duration of the

contract term and following completion of the contract if the contractor does not transfer the

records to the public agency.

4. Upon completion of the contract, transfer, at no cost, to the public agency all public records

in possession of the contractor or keep and maintain public records required by the public

agency to perform the service. If the contractor transfers all public records to the public agency

Bid 2526-11: Multi-Year Contract for Janitorial Services at City Community Centers

Page 2

upon completion of the contract, the contractor shall destroy any duplicate public records that

are exempt or confidential and exempt for public records disclosure requirements. If the

contractor keeps and maintains public records upon completion of the contract, the contractor

shall meet all applicable requirements for retaining public records. All records stored

electronically must be provided to the public agency, upon request from the public agency's

custodian of public records, in a format that is compatible with the information technology

systems of the public agency.

c) Failure to provide the public records to the public agency within a reasonable time may subject

the contractor to penalties under s. 119. 10 and s. 119. 0701(4), Florida Statutes.

M) Hold Harmless

The Bidder agrees, insofar as it legally may, to indemnify and hold harmless the City, its officers,

employees and agents from and against all loss, costs, expenses, including attorney’s fees, claims,

suits and judgments, whatsoever in connection with injury to or death of any person or persons or

loss of or damage to property resulting from any and all operations performed by Bidder, its

officers, employees, and agents under any of the terms of this contract.

N) Insurance

The awarded contractor will be required to add the City of Atlantic Beach as “Additional

Insured” and provide the City with a Certificate of Insurance as proof of this transaction

with standard coverage amounts of $1,000,000. At any time during the period that the bidder

has personnel, including themselves, doing work and furnishing necessary labor to complete a

contract for the City, the City must be fully protected by the Bidder having the following:

1. Property damage insurance.

2. Workers’ Compensation insurance, and the Bidder shall require any and all subcontractors

similarly to provide Workers’ Compensation Insurance for all of the latter’s employees

who are engaged in such work unless such employees are covered by the protection

afforded by the Contractor’s insurance.

3. Liability Insurance applicable to the job in question in an adequate amount for all personal

injuries, death or property damage, per occurrence arising during the policy period.

4. Janitorial Services Bond in the amount of $100,000.

O) Background Checks

Bidders should also ensure the City that they have conducted background checks of their

employees, and the awarded bidder may be asked to provide documentation of the background

check, for the employees that are assigned to service the City’s buildings.

P) Insurance Cancellation

Should any of the required insurance policies be cancelled before the expiration date or non-

renewed, the issuing company will provide 30 days written notice to the certificate holder (City).

Bid 2526-11: Multi-Year Contract for Janitorial Services at City Community Centers

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Q) Resulting Contract

Submission of a bid shall be on forms either supplied by or approved by the City and shall

contain, as a minimum, applicable provisions of the request for bid. Upon award of this bid, the

bid specifications and the Bid Summary Form submitted by Awardee will become the

legally binding contract.

The City reserves the right to reject any agreement which does not conform to the request for bid

and any City requirements for agreements and contracts.

R) Renegotiation

During the contract period, the City reserves the right to restate and/or renegotiate with the

contractor such additions, deletions or changes to the contract as may be necessitated by law or

changed circumstances. In the event that the City and the Contractor cannot come to a mutual

agreement and negotiation on any such addition, deletion or change, that portion of the contract

concerning the services in the addition, deletion or change shall be terminated.

S) Contractor Performance

Should the Contractor be found to have failed to perform services in a manner satisfactory to the

City as per Specifications, the City may terminate this Agreement immediately for cause.

Further, the City may terminate the Agreement for convenience with a seven (7) day written

notice.

If the Contractor’s performance is found to be unsatisfactory or fails to meet minimum

requirements, the City reserves the right, after advising vendor of failure to meet

specifications, to deduct an appropriate amount from the Contractor’s monthly invoice

until all specifications are met. The City shall be sole judge of non-performance.

II. BID SCOPE

A) Intent and Duration

It is the intent of the City to select one Contractor to provide janitorial services at the City’s

Community Centers. The objective is to obtain the best services while minimizing cost to the

City.

The period of the contract services shall commence on or around May 01, 2026, and shall

terminate five (5) years after the date of commencement. The City may cancel the contract for

cause of if funds are not appropriated within the annual budget, and both the City and/or the

Contractor may cancel the contract at the end of the 3rd or 4th year, without cause, upon six (6)

months prior written notice.

Notwithstanding the provisions contained herein, the City’s obligation under this Agreement shall

be subject to annual appropriations as may be approved by the City Commission as part of the

City’s annual budgets.

Prices, terms and conditions shall remain firm through this contract period unless modified or

canceled in accordance with the provisions of the bid.

Bid 2526-11: Multi-Year Contract for Janitorial Services at City Community Centers

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B) Bid Summary Form

Bids are to be submitted on the attached Bid Summary Form or copies thereof. Bids will not be

considered unless they are submitted on this form.

It shall be assumed that services which are offered meet or exceed the requirements as stated

in the accompanying specifications. This Bid Invitation presents the City’s requirements

under proposed methods of operation. Responses to this request should address these

requirements.

1. All work and materials shall be done in conformity with the appropriate Standards.

C) Minimum Qualifications

1. Proof of being in business for a minimum five (5) years in existence under the same company

name and tax identification number.

2. Three (3) positive references, including phone numbers and email addresses, from

municipalities, companies or individuals for whom the bidder has completed work during the

past twelve (12) months, of a comparable size and nature as this scope of work.

3. Minimum five (5) years’ experience for janitorial services of a comparable size and nature as

this scope of work. Provide a brief description of the past/current projects with start and end

dates.

D) Volume of Work

No warranty or guarantee is given or implied as to the types and quantities of services that will

actually be required.

E) Award Criteria

The bid award will be based on what is deemed to be in the best interest of the City, which may

include positive references and the lowest Total Annual Bid Price as furnished on the Bid

Summary Form submitted by a qualified bidder.

III. GENERAL REQUIREMENTS

The City intends to apply very strict requirements for timely and accurate work with additional and

more specific requirements as will be necessary.

A) The City’s Right to Use Other Contractors

The City reserves the right to provide for additional services from other janitorial contractors, if

the City so deems necessary. If the City elects to exercise this right, the contract covered by the

bid shall remain in effect as regards all terms, agreements and conditions without penalty or

diminution of ongoing janitorial services as contained therein and previously provided by the

successful Contractor in this bid.

Bid 2526-11: Multi-Year Contract for Janitorial Services at City Community Centers

Page 5

Commodity Codes

• NAICS 561720Janitorial Services

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