2026.03 ITB Custodial and Janitorial Services

Invitation to Bid (ITB)
CITY OF MILTON
MILTON, FL 32570
BID NO. 2026.03 ITB Custodial and Janitorial Services
Solicitation Published Date: All Questions Due:
03/19/2026 at 6:00 AM (CST) 03/26/2026 by 4:00 PM (CST)
Pre-Bid Conference: Questions and Answers Posted:
03/25/2026 at 10:00 AM (CST) 03/30/2026 by 4:00 PM (CST)
Pre-Bid Conference Location: Bid Due and Opening Date:
Milton City Hall 04/01/2026 at 2:00 PM (CST)
6738 Dixon Street
Milton, FL 32570
SUBMIT SEALED BIDS TO:
City of Milton
Purchasing Department
ATTN: Michele Williams
Purchasing Officer
(850) 983-5480
mwilliams@miltonfl.org

ADVERTISEMENT FOR BIDS
Bid No. 2026.03 ITB Custodial and Janitorial Services
SECTION 1 - AUTHORITY
The City of Milton ("City") issues this Invitation to Bid ("ITB") pursuant to Article VIII, Section
2(b) of the Florida Constitution; Chapter 166, Florida Statutes, including 166.021, F.S.; and the
City of Milton Purchasing Policy 9.0, as may be amended.
This ITB solicits sealed bids from qualified Contractors to provide routine custodial services for
designated City facilities, as more particularly described in the Solicitation Documents.
Award, if made, shall be to the lowest responsive and responsible Bidder whose Bid conforms in
all material respects to the requirements of this ITB, in accordance with applicable Florida law
and the City's Purchasing Policy.
The City reserves the right to reject any or all Bids and to waive minor irregularities that do not
affect price, competition, or the substantive rights of the parties, as permitted by law.
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SECTION 2 - DEFINITIONS
For purposes of this Invitation to Bid and the resulting Contract, the following terms shall
have the meanings set forth below:
2.1 "ITB" or "Solicitation" means this Invitation to Bid, and all addenda issued by the City
prior to Bid opening.
2.2 "Addendum" means a written clarification, modification, or revision to the ITB issued by
the City prior to Bid opening.
2.3 "Bid" means the written offer submitted by a Bidder in response to this ITB to perform
the Work described in the Contract Documents for the price(s) stated therein.
2.4 "Bidder" means a firm, partnership, corporation, or other legal entity that submits a Bid
in response to this ITB and is legally authorized to conduct business in the State of Florida.
2.5 "Vendor" or "Contractor" means the successful Bidder that enters into a Contract with
the City to provide the goods or services described in the Solicitation Documents.
2.6 "Base Bid" means the Bidder's stated price for performing the Work described in the ITB,
exclusive of any separately priced optional services or renewal term pricing, if applicable.
2.7 "Responsive Bid" means a Bid that conforms in all material respects to the requirements
of this ITB and the Contract Documents, including submission of all required forms, pricing,
acknowledgments, certifications, and other required documentation, without material
deviation, reservation, or irregularity.
2.8 "Responsible Bidder" means a Bidder who has the capability, integrity, financial capacity,
relevant experience, supervision, personnel, and other resources necessary to fully perform
the Contract requirements and to assure good faith performance.
2.9 "Notice of Award" means the written notice issued by the City informing the successful
Bidder that it has been selected for award of the Contract.
2.10 "Agreement" or "Contract" means the written agreement executed between the City
and the successful Bidder, including all Contract Documents incorporated therein.
2.11 "City" means the City of Milton, Florida.
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2.12 "Work" means the routine custodial services to be performed by the Contractor under
the Contract Documents, including all labor, supervision, and services necessary to complete
the required custodial tasks for the City Facilities in accordance with the Contract
Documents.
2.13 "Services" means the routine custodial cleaning services required by the Solicitation
Documents and Contract Documents.
2.14 "Scope of Services" means the detailed description of the custodial services, tasks,
frequencies, service locations, and performance requirements set forth in the Solicitation
Documents and any exhibits or attachments incorporated into the Contract.
2.15 "City Facilities" or "Facilities" means the City buildings and locations identified in the
Solicitation Documents where the Work is to be performed.
2.16 "Consumables" means paper products, trash liners, hand soap, cleaning products, and
other expendable supplies furnished by the City for use in performance of the Work.
2.17 "Contract Documents" means the documents forming the agreement between the City
and the Contractor, including the Agreement, this ITB and all addenda, the Bid Form, the
Scope of Services, specifications, and any written amendments or change orders.
2.18 "Change Order" means a written amendment to the Contract executed by the City and
the Contractor authorizing a change in the Work, Contract Price, Contract Time, or any
combination thereof.
2.19 "Calendar Day" means every day shown on the calendar, including weekends and legal
holidays.
2.20 "Business Day" means any day other than a Saturday, Sunday, or legal holiday observed
by the City of Milton.
2.21 "Deficiency" or "Deficient Services" means Work that fails to comply with the
requirements of the Contract Documents, including failures in cleanliness, completeness,
timeliness, quality, or performance.
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SECTION 3 - GENERAL INFORMATION
3.1 Solicitation Overview
Solicitation Overview The City of Milton ("City") is soliciting sealed bids from qualified
Contractors to provide routine custodial services for designated City facilities in accordance
with the requirements of this Invitation to Bid ("ITB") and the Contract Documents. The services
generally consist of furnishing all labor, supervision, and services necessary to perform routine
custodial cleaning services at the following City facilities:
Facility Address Square Footage
Milton City Hall 6738 Dixon Street, Milton, FL 32570 18,387 sq. ft.
Milton Utilities 5438 Alabama Street, Milton, FL 32570 17,305 sq. ft.
Milton Police 5451 Alabama Street, Milton, FL 32570 5,996 sq. ft.
Department
Milton Gas 5755 Washington Street, Milton FL 32570 288 sq. ft.
The Work generally includes routine custodial cleaning services, including, without limitation,
dusting, sweeping, mopping, vacuuming, trash removal, cleaning and sanitizing restrooms,
cleaning interior and exterior windows, and restocking City-furnished consumable supplies,
together with such other related custodial services as are specified in the Solicitation
Documents and Scope of Services, all as necessary to maintain the facilities in a clean, sanitary,
and orderly condition.
The City shall furnish all necessary cleaning products, cleaning items, equipment, paper
products, trash liners, hand soap, and other consumable supplies required for performance of
the Work. The Contractor shall furnish all labor, supervision, transportation, and small tools
necessary to perform the Work.
Detailed service requirements, schedules, performance standards, and City-furnished items are
set forth in Section 4 - Scope of Services and Exhibit 2 - Custodial Service Schedule.
3.2 Issuing Office
This Solicitation is issued by the City of Milton Purchasing Division. All communications
regarding this ITB shall be directed only to the designated Purchasing Officer identified in this
Section 3.
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3.3 Administrative Details and Dates
Bid No.: 2026.03
Bid Title: 2026.03 ITB Custodial and Janitorial Services
Date of Issuance: Thursday, March 19, 2026
Description of Goods or Services: The City of Milton, Florida (City") is actively seeking
a qualified and experienced Contractor capable of
providing Custodial and Janitorial services to (4) City
of Milton buildings.
Delivery Location: Milton City Hall
6738 Dixon Street, Milton, FL 32570
Attn: Purchasing Department
Purchasing Officer: Name: Michele Williams
Phone: (850) 983-5480
Email: mwilliams@miltonfl.org
Contract Coordinator: Name: April Taylor
Phone: (850) 983-5400 x 1308
Email: ataylor@miltonfl.org
Pre-Bid Conference: Date: Wednesday, March 25, 2026
Time: 10:00 AM (CST)
Pre-Bid Conference will be held. Location: Milton City Hall
Address: 6738 Dixon Street, Milton, FL 32570
Bid Conference is Mandatory.
Reference: Instructions to Bidder: Section 11 (Pre-
Pre-Bid Conference will not be held.
Bid Conference)
Bid Submittal Deadline: Wednesday, April 1, 2026, at 2:00 PM (CST)
Questions Due By: Thursday, March 26, 2026
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3.4 Addenda
All changes to this Solicitation shall be issued by written addendum. Verbal statements or
interpretations shall not be binding.
Bidders are responsible for acknowledging receipt of all addenda in the Bid Form.
3.5 Bid Validity
Bids shall remain valid for ninety (90) calendar days after bid opening, unless extended by
mutual written agreement of the parties.
3.6 Communications Restrictions
From the date of advertisement for this ITB until the City issues a Notice of Award or otherwise
withdraws the Solicitation, all communications regarding this Solicitation shall be directed
solely to the Purchasing Officer, Michele Williams at mwilliams@miltonfl.org identified herein.
Unauthorized contact with City officials or employees regarding this Solicitation may result in
the Bid being deemed non-responsive or the Bidder being determined non-responsible if the
City determines that such contact has resulted in an unfair competitive advantage or otherwise
compromised the integrity of the procurement process.
3.7 Form of Agreement
The Form of Agreement is attached to this Solicitation as Exhibit 1 - Form of Agreement and is
incorporated herein by reference. The successful Bidder shall execute the Agreement without
material alteration unless approved in writing by the City.
Submission of a Bid constitutes acknowledgment of, and agreement to execute, the Form of
Agreement if awarded.
3.8 No Negotiation
This Solicitation is issued as a competitive sealed bid procurement. Except as permitted by law
or the City's Purchasing Policy, the City shall not negotiate price with the lowest responsive and
responsible Bidder.
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SECTION 4 - SCOPE OF SERVICES
4.1 Scope of Services
The Contractor shall provide complete routine custodial services for the City facilities identified
in the Solicitation Documents and Contract Documents. The Work shall be performed in
accordance with the requirements of this ITB, the resulting Contract, and Exhibit 2 - Custodial
Service Schedule, which is incorporated into and made part of the Contract.
4.2 Service Locations
The Work shall be performed at the City facilities identified in Section 3 and in Exhibit 2 -
Custodial Service Schedule.
4.3 Service Schedule
Unless otherwise authorized in writing by the City, routine custodial services shall be performed
Monday through Friday, excluding City-observed holidays, and shall begin no earlier than 3:00
p.m., or as otherwise stated in the Solicitation Documents, the Contract Documents, or Exhibit
2 - Custodial Service Schedule.
The specific tasks, service areas, service days, service hours, and required frequencies for each
facility shall be as set forth in Exhibit 2 - Custodial Service Schedule, which is incorporated into
and made part of the Contract.
The Contractor shall perform the Work in a manner that does not unreasonably interfere with
City operations and shall coordinate access and performance with the City's designated
representative as necessary.
4.4 Detailed Services Required
The Contractor shall perform the custodial services required by the Solicitation Documents,
including the detailed task descriptions, and required frequencies applicable to each City
facility, all as set forth in Exhibit 2 - Custodial Service Schedule. Such services may include,
without limitation, the following, as applicable to the specific facility and service area:
1. Dusting furniture, fixtures, ledges, sills, and other surfaces;
2. Sweeping, vacuuming, and mopping floors and floor surfaces;
3. Emptying trash and replacing City-furnished trash liners;
4. Cleaning and sanitizing restrooms, including toilets, urinals, sinks, counters, mirrors, and
related fixtures;
5. Cleaning interior and exterior windows and other glass surfaces as required;
6. Restocking City-furnished paper products, hand soap, and other consumable supplies;
7. Cleaning breakroom, lobby, hallway, office, conference room, and common-area
surfaces and fixtures;
8. Maintaining entrances and other designated areas in a clean, sanitary, and orderly
condition; and
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9. Performing such other related custodial services as are expressly required by the
Solicitation Documents and Contract Documents.
The specific tasks, service areas, and required frequencies for each facility shall be as set forth
in the Scope of Services and any associated exhibits or attachments incorporated into the
Contract.
4.5 City-Furnished Items
The City shall furnish all necessary cleaning products, cleaning items, equipment, paper
products, trash liners, hand soap, and other consumable supplies required for performance of
the Work.
The Contractor shall use such City-furnished items solely for performance of the Work under
the Contract and shall notify the City's designated representative when replenishment is
reasonably needed.
4.6 Contractor Responsibilities
The Contractor shall furnish all labor, supervision, and services necessary for complete
performance of the Work.
The Contractor shall ensure that all personnel assigned to perform the Work are competent,
properly supervised, and capable of performing the required services in accordance with the
Contract Documents.
The Contractor shall be responsible for coordinating its personnel, maintaining orderly
performance of the Work, and promptly reporting any condition observed at a City facility that
materially affects performance of the Work or the cleanliness, safety, or condition of the
premises.
4.7 Standards of Performance
All services provided under the Contract shall be performed in a professional, competent, and
workmanlike manner by qualified personnel and in accordance with the standards set forth in
the Contract Documents.
The Contractor shall maintain the City facilities and all areas within the Scope of Services in a
clean, sanitary, safe, and orderly condition and shall perform all required services in accordance
with the task frequencies and performance expectations established by the City.
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4.8 Inspection and Correction of Deficiencies
The City reserves the right to inspect the Work at any time to determine compliance with the
Contract Documents.
If the City determines that any portion of the Work is deficient, incomplete, unsatisfactory, or
otherwise nonconforming, the Contractor shall, upon notice from the City, promptly correct
such deficient Work at no additional cost to the City within the time specified by the City or, if
no time is specified, within a reasonable time considering the nature of the deficiency.
Repeated failure to perform the Work in accordance with the Contract Documents may
constitute a default under the Contract and may result in the exercise of any rights or remedies
available to the City under the Contract or applicable law.
4.9 Coordination with the City
The Contractor shall coordinate performance of the Work with the City's designated
representative regarding access, service scheduling, facility conditions, inspections, correction
of deficiencies, and other operational matters necessary for proper performance of the
Contract.
4.10 Unauthorized Services
The Contractor shall not perform services beyond the scope of the Contract without prior
written authorization from the City. The City shall not be responsible for payment for services
performed without such prior written authorization.
4.11 Compensation for Services
Bidders shall submit pricing in accordance with Section 5 - Compensation and Pricing and the
Bid Schedule. Compensation for the Services under the resulting Agreement shall be paid in
accordance with the pricing submitted by the successful Bidder and accepted by the City.
4.12 Personnel Screening, Background Checks, and CJIS Compliance
All Contractor personnel, including temporary or sub-contracted staff, must comply with the
Federal Bureau of Investigation's Criminal Justice Information Services (CJIS) Security Policy and
submit to background checks including:
1. Statewide criminal history check;
2. National fingerprint-based criminal history check via the FBI;
3. Check of the National Sex Offender Public Website; and
4. Verification of identity.
All personnel must receive a favorable suitability determination from the Milton Police
Department prior to entering any City facility or performing Services. Personnel must have a
clean criminal record for the preceding ten (10) years (no felony or misdemeanor convictions).
Personnel with convictions within ten years, current sex offender registry listings, or who fail to
receive suitability approval will not be eligible for assignment. The Milton Police Department
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