SLED Opportunity · FLORIDA · ALACHUA COUNTY
AI Summary
Alachua County seeks vendors for annual janitorial services at multiple county facilities. The contract covers labor, materials, and equipment with a focus on environmentally friendly cleaning. The RFQ closes April 22, 2026, with a contract period starting October 1, 2026, and includes insurance requirements and optional renewals.
The Alachua County Board of County Commissioners is seeking responses from qualified vendors to provide Annual Janitorial Services for Alachua County Agriculture and Equestrian Center, IFAS Auditorium, Freedom Center, and Cuscowilla on an as needed basis.
Services are to include all labor, materials, supplies and equipment in accordance with the terms, conditions, and specifications set forth within this solicitation.
Vendors must be fully capable of performing the required services while adhering to all laws, specifications, procedures, protocols, applicable guidance, and industry best practices.
Location: Alachua County is located in North Central Florida. The County government seat is situated in Gainesville. Gainesville is located 70 miles southwest of Jacksonville, 129 miles southeast of Tallahassee, 140 miles northeast of Tampa - St. Petersburg and 109 miles northwest of Orlando. Alachua County has a population of over 250,000 and a regional airport. The County itself consists of a total area of 969 square miles.
Form of Government: Alachua County is governed by a Board of five (5) elected County Commissioners and operates under the established County Manager Charter form of government. In addition to the five County Commissioners, there are five elected Constitutional Officers: Supervisor of Elections, Sheriff, Clerk of the Court, Tax Collector, and the Property Appraiser. The Alachua County Attorney also reports to the Board.
Mandatory Prebid SIS 27-23R RFQ Annual Janitorial Services for Alachua County Agriculture and Equestrian Center
Addendum #1 RFQ 27-23-MM Annual Janitorial Services for Alachua County Agriculture and Equestrian Center, IFAS Auditorium, Freedom Center, and Cuscowilla on an as needed basis
Alachua County is accepting electronic quote submissions. This is not a formal solicitation. This is an Informal Written Quote, for the provision of Annual Janitorial Services for Alachua County Agriculture and Equestrian Center, IFAS Auditorium, Freedom Center, and Cuscowilla on an as needed basis on an as-needed basis.
It is Alachua County's intent to award a blanket purchase order for Fiscal Year 2027, which begins on October 1, 2026 and ends on September 30, 2027.
Respondents shall create a free account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit pricing.
The response must be received by 5:00 pm on Wednesday, April 22, 2026.
The Respondent’s submittal must be completed in the Public Portal prior to the 5:00 pm deadline.
THE COUNTY and the PUBLIC PORTAL PLATFORM WILL NOT ACCEPT LATE SUBMITTALS
The Respondents must state a definite time for delivery of supplies or performance of services.
The Respondents should retain a copy of all quote documents for future reference.
All quotes should be submitted with the firm name and by an officer or employee having authority to bind the company or firm.
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the contractor, his agents, representatives, employees or subcontractors.
COMMERCIAL GENERAL LIABILITY.
Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000 General Aggregate, $1,000,0000 Products / Completed Operations Aggregate, $1,000,000 Personal and Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000 Medical Expense.
AUTOMOBILE LIABILITY.
Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.
WORKERS COMPENSATION AND EMPLOYER’S LIABILITY.
POLLUTION LIABILITY.
CYBER LIABILITY COVERAGE (when applicable)
Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.
Technology/Professional Liability: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.
OTHER INSURANCE PROVISIONS
The policies are to contain, or be endorsed to contain, the following provisions:
SUBCONTRACTORS
Contractors shall include all subcontractors as insured under its policies. All subcontractors shall be subject to the requirements stated herein.
CERTIFICATE HOLDER: Alachua County Board of County Commissioners
Email certificate to : Parks & Open Space - jmaurer@alachuacounty.us
Alachua County is accepting electronic quote submissions. This is not a formal solicitation. This is a Request for Quotation, for the provision of Annual Janitorial Services for Alachua County Agriculture and Equestrian Center, IFAS Auditorium, Freedom Center, and Cuscowilla on an as needed basis on an as-needed basis.
It is Alachua County's intent to award a blanket purchase order for Fiscal Year 2027, which begins on October 1, 2026 and ends on September 30, 2027. The County has the option to renew this RFQ for one (1) additional two (2) year-periods at the same terms and conditions outlined here in.
A Purchase Order as a result of the solicitation shall be deemed effective only to the extent of appropriations available to the County at any time during the Purchase Order period.
The vendor may choose not to renew with the County provided we have written notice ninety days prior to our fiscal year starting in October 1st for each term renewal.
Respondents shall create a free account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit pricing.
The response must be received by 5:00 pm on Wednesday, April 22, 2026.
The Respondent’s submittal must be completed in the Public Portal prior to the 5:00 pm deadline.
THE COUNTY and the PUBLIC PORTAL PLATFORM WILL NOT ACCEPT LATE SUBMITTALS
The Respondents must state a definite time for delivery of supplies or performance of services.
The Respondents should retain a copy of all quote documents for future reference.
All quotes should be submitted with the firm name and by an officer or employee having authority to bind the company or firm.
The provisions contained in this section are intended to be cooperative with, to supplement, or to modify Instructions to Bidders and Terms and Conditions. In case of any conflict with such sections, the intent of any kind and all Technical Specifications shall govern.
Cleaning Square Footage
Address
Equestrian Center Frequency
Cuscowilla Frequency
IFAS Auditorium Frequency
Freedom Center Frequency
Hours for Cleaning
Additions to Contract
The County reserves the option to add or delete services within the scope of the bid, based on the hourly bid rate and accepting a mutually agreed on price which must be approved by the Procurement Division or by obtaining such items via the County’s regular Procurement Procedures, as deemed in the best interest of the County.
The Contractor shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the contractor/vendor, his agents, representatives, employees or subcontractors.
COMMERCIAL GENERAL LIABILITY
Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000 General Aggregate, $1,000,000 Products / Completed Operations Aggregate, $1,000,000 Personal and Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000 Medical Expense.
AUTOMOBILE LIABILITY
Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.
WORKERS COMPENSATION AND EMPLOYER’S LIABILITY
Coverage to apply for all employees at STATUTORY Limits in compliance with applicable state and federal laws; if any operations are to be undertaken on or about navigable waters, coverage must be included for the USA Longshoremen & Harbor Workers Act.
Employer’s Liability limits for not less than $100,000 each accident; $500,000 disease policy limit and $100,000 disease each employee must be included.
BUILDER’S RISK / INSTALLATION FLOATERS (when applicable)
When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:
Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.
When applicable: Waiver of Occupancy Clause or Cessation of Insurance clause. Flood Insurance as available under the National Flood Insurance Program.
CYBER LIABILITY COVERAGE (when applicable)
Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.
TECHNOLOGY/PROFESSIONAL LIABILITY: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.
EMPLOYEE FIDELITY COVERAGE (only applicable to vendors whose employees handle funds)
Employee Dishonesty coverage must be afforded for not less than $500,000 Blanket all employees ISO Form
OTHER INSURANCE PROVISIONS
The policies are to contain, or be endorsed to contain, the following provisions:
I. Commercial General Liability and Automobile Liability Coverages
A. The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Contractor/Vendor; to include Products and/or Completed Operations of the Contractor/Vendor; Automobiles owned, leased, hired or borrowed by the Contractor.
B. The Contractor’s insurance coverage shall be considered primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of Contractor/Vendor’s insurance and shall be non-contributory.
II. All Coverages
The Contractor/Vendor shall provide a Certificate of Insurance to the County with a notice of cancellation. The certificate shall indicate if cover is provided under a “claims made” or “per occurrence” form. If any cover is provided under claims made from the certificate will show a retroactive date, which should be the same date of the contract (original if contact is renewed) or prior.
SUBCONTRACTORS
The Contractor/Vendor shall be responsible for all subcontractors working on their behalf as a condition of this agreement. All subcontractors of the Contractor/Vendor shall be subject to the same coverage requirements stated herein.
CERTIFICATE HOLDER: Alachua County Board of County Commissioners
MAIL, EMAIL or FAX CERTIFICATES
The County must be identified as an “Additional Insured” in either the Description of Operations section or elsewhere on the Certificate. While the contract may call for elaborate “additional insured” wording a Certificate stating that: “The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; claims arising out of the condition of the land; or automobiles owned, leased, hired or borrowed by the Vendor.” is acceptable. It is the County itself rather than the department that must be listed as the “additional insured.”
Alachua County Purchase Order Terms and Conditions can be found at: https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx
The awarded Bidder (hereinafter in this section referred to as the “Contractor”) shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Services hereunder by the contractor, his agents, representatives, employees or subcontractors.
CERTIFICATE HOLDER: Alachua County Library District
Email certificate to : Parks & Open Space - jmaurer@alachuacounty.us
No interpretation of the quote will be made to any interested Respondent orally. Every request for such interpretation shall be made in writing, via the question and answer tab. Any interpretation to a Respondent will be made only by addendum; duly issued, and a copy of such addendum will be posted to the Public Portal. Oral answers will not be authoritative. Addenda, questions, and answers so issued shall become part of the quote documents.
Addenda Notification: Respondents are required to register for an account via the County's e-Procurement Public Portal. Once Respondent has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each Respondent to periodically check the site for any addenda at https://secure.procurenow.com/portal/alachuacounty
Vendors shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with products and materials supplied to the County.
CERTIFICATE HOLDER: Alachua County Library District
Email certificate to : Parks & Open Space - jmaurer@alachuacounty.us
The Contractor shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the contractor/vendor, his agents, representatives, employees or subcontractors.
COMMERCIAL GENERAL LIABILITY
Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000 General Aggregate, $1,000,000 Products / Completed Operations Aggregate, $1,000,000 Personal and Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000 Medical Expense.
AUTOMOBILE LIABILITY
Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.
WORKERS COMPENSATION AND EMPLOYER’S LIABILITY
Coverage to apply for all employees at STATUTORY Limits in compliance with applicable state and federal laws; if any operations are to be undertaken on or about navigable waters, coverage must be included for the USA Longshoremen & Harbor Workers Act.
Employer’s Liability limits for not less than $100,000 each accident; $500,000 disease policy limit and $100,000 disease each employee must be included.
BUILDER’S RISK / INSTALLATION FLOATERS (when applicable)
When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:
Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.
When applicable: Waiver of Occupancy Clause or Cessation of Insurance clause. Flood Insurance as available under the National Flood Insurance Program.
CYBER LIABILITY COVERAGE (when applicable)
Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.
TECHNOLOGY/PROFESSIONAL LIABILITY: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.
EMPLOYEE FIDELITY COVERAGE (only applicable to vendors whose employees handle funds)
Employee Dishonesty coverage must be afforded for not less than $500,000 Blanket all employees ISO Form
OTHER INSURANCE PROVISIONS
The policies are to contain, or be endorsed to contain, the following provisions:
I. Commercial General Liability and Automobile Liability Coverages
A. The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Contractor/Vendor; to include Products and/or Completed Operations of the Contractor/Vendor; Automobiles owned, leased, hired or borrowed by the Contractor.
B. The Contractor’s insurance coverage shall be considered primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of Contractor/Vendor’s insurance and shall be non-contributory.
II. All Coverages
The Contractor/Vendor shall provide a Certificate of Insurance to the County with a notice of cancellation. The certificate shall indicate if cover is provided under a “claims made” or “per occurrence” form. If any cover is provided under claims made from the certificate will show a retroactive date, which should be the same date of the contract (original if contact is renewed) or prior.
SUBCONTRACTORS
The Contractor/Vendor shall be responsible for all subcontractors working on their behalf as a condition of this agreement. All subcontractors of the Contractor/Vendor shall be subject to the same coverage requirements stated herein.
CERTIFICATE HOLDER: Alachua County Board of County Commissioners
MAIL, EMAIL or FAX CERTIFICATES
The County must be identified as an “Additional Insured” in either the Description of Operations section or elsewhere on the Certificate. While the contract may call for elaborate “additional insured” wording a Certificate stating that: “The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; claims arising out of the condition of the land; or automobiles owned, leased, hired or borrowed by the Vendor.” is acceptable. It is the County itself rather than the department that must be listed as the “additional insured.”
The County reserves the right to reject any quote which may be considered irregular, show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced quotes or irregularities of any kind. Further, the County reserves the right to accept or reject any and all quotes in whole or in part and to waive any technicalities or informalities in any Quote.
Quote forms may be considered irregular and subject to rejection if they show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced quotes or irregularities of any kind.
The County reserves the right to accept or reject any or all quotes that best serves the interest of the County.
The Respondents agree that an electronic version of the submitted quote shall have the same legal effect and enforceability as a paper version. The Respondent further agree that the Electronic Submittal, regardless of whether in electronic or paper form, may be executed by use of electronic signatures. Electronic signatures shall have the same legal effect and enforceability as manually written signatures. The County shall determine the means and methods by which electronic signatures may be used to execute an Agreement with the awarded Respondent and shall provide the awarded Respondent with instructions on how to use said method. Delivery of this Agreement or any other document contemplated hereby bearing an manually written or electronic signature by facsimile transmission (whether directly from one facsimile device to another by means of a dial-up connection or whether mediated by the worldwide web), by electronic mail in PDF format, or by any other electronic means intended to preserve the original graphic and pictorial appearance of a document, will have the same effect as physical delivery of the paper document bearing an original or electronic signature.
Before submitting the Quote, it shall be the Respondent's responsibility to visit the site of the proposed Work and familiarize the Respondent with the nature and extent of the Work and any local conditions, either surface or subsurface, that may in any way affect the Work to be done and the equipment, materials and labor required.
The Respondent is also required to carefully examine the specifications to inform themselves regarding any and all conditions and requirements that may in any manner affect the work to be performed. Failure to do so will not relieve the Respondent of complete performance.
The County reserves the right to request from Respondents a separate manufacturer certification of all statements made in the Quote. Failure to provide such certification may result in rejection of quote or default termination of contract for which the Respondent must bear full liability.
This clause is designed to accommodate changes in market conditions, inflation rates, and other economic factors over the duration of the contract. The annual price escalation percentage will be determined based on reliable economic indicators and industry trends and not exceed 3%. The purpose of this clause is to ensure fair and equitable pricing throughout the contract term. Bidders are required to provide clear information on how price adjustment requests were provided to the County. Bidders are advised that price escalation request are required 120 days prior to the start of a new term or renewal. The County reserves the right to accept or reject any escalation request, regardless of when it was received.
As confirmed, the Bidder, hereby declares that they has carefully read and examined the specifications and with full knowledge of all conditions, under which the equipment and services herein contemplated must be furnished, hereby proposes and agrees to furnish the equipment and services according to the requirements as set out in the specifications for said equipment and service.
Upload your W-9 form.
All corporations, LLCs, limited and general partnerships, LLPs and LLLPs wishing to do business within the County must register with the Florida Department of State at the following web site: http://www.sunbiz.org/ or within the state that the vendor submitting is registered to do business in.
This registration is renewed annually.
Failure to register with the Florida Department of State or the state that the vendors is registered in may result in the quote being determined as non-responsive.
Upload your registered documents below.
Confirm that the submitting entity or affiliate has not been placed on any of the list's below:
Convicted Vendor List
Suspended Vendor List
Discriminatory Vendor List
Scrutinized List of Prohibited Companies
Federal Excluded Parties List
Confirm that you attend the Mandatory Pre-Bid meeting, and that you signed the Sign-in Sheet from the Pre-Bid meeting under the submitting vendor name.
Is the project for ACLD?
Select one.
Example: 2026
Example: 2028
Example: two (2)
Example: two (2)
Are alternate specification allowed to be submitted for the product or are there no substitution allowed?
Which Insurance will you need for this ITB?
Q (Budget): What is the projected budget for this solicitation?
A: $50,000
Q (Scope of Work): What is the average duration of an event at the different sites?
A: average is a full day rental for most facilities. Equestrian Center can be several days.
Q ( Projected start): Is there a projected award and start date?
A: See Section 2.1 of the solicitation.
Q (Number of Restrooms): How many restrooms are included, and what is their total square footage?
A: Answered at the Mandatory Pre-bid meeting
Q (Current Contractor): Who is the current contractor? What is the current contract amount? If you are unable to provide the current contract amount, what is the current budget your agency has for this project?
A: The current contractor information can be found on OpenGov at the following link https://procurement.opengov.com/portal/alachuacounty/projects/24585 See answer #1 for the current contract amount
Q ( Incumbent): Was there a previous incumbent? If so, can you share their price proposal? Has there been any changes to the scope from the last? Did the previous incumbent complete the project term? Is this solicitation the same length of time? If previous incumbents exist, when is the contract set to end?
A: See answer to question #5
Q (Subject: RFQ 27-23-MM Service ): 1. What is the approximate square footage of each facility?
A: Answered at the Mandatory Pre-bid meeting
Q (No subject): 2. What is the typical frequency of service calls per month?
A: See Addendum #1
Q (No subject): 3. Approximately how many hours per visit are typically required?
A: Answered at the Mandatory Pre-bid meeting
Q (No subject): 4. How often are event cleanings typically requested?
A: Answered at the Mandatory Pre-bid meeting
Q (No subject): 5. Are cleaning chemicals and consumable supplies provided by the County or the vendor?
A: Answered at the Mandatory Pre-bid meeting
Q (No subject): 6.Is there a current incumbent vendor providing these services?
A: See past solicitation on the following link: https://procurement.opengov.com/portal/alachuacounty/projects/24585
Q (No subject): 7.Is there an estimated annual budget or historical annual spend for these services?
A: See Question #1
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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