Outdoor Common Area Maintenance Services

The Villages Community Development Districts ("District") are soliciting sealed Proposals from qualified and responsible firms to provide Outdoor Common Area Maintenance Services.

Sealed Proposals will be received by the District Purchasing Department, located at 3571 Kiessel Road, The Villages, Florida 32163, until 3:00 p.m. (Local Time) on July 31, 2026, for:

RFP #26P-035 Outdoor Common Area Maintenance Services

Project Details

• Reference ID: 26P-035
• Department: Purchasing
• Department Head: Melissa Schaar (Director)

Important Dates

• Questions Due: 2026-07-20T20:00:00.000Z
• Pre-Proposal Meeting: 2026-07-13T13:00:00.000Z — The designated meeting and parking location is in the rear parking lot of TownePlace Suites by Marriott, located at 1141 Alonzo Avenue, The Villages, Florida 32159. Please see Exhibit C for parking details.

Meetings & Milestones

Evaluation Criteria

• Firm Experience Providing Facilities Management Services (35 pts) —

  Evaluation of the Respondent’s overall experience providing facilities management, operational oversight, maintenance coordination, and similar services for projects of comparable size, scope, and complexity. Experience coordinating, administering, and managing multiple subcontractors, vendors, and service providers across various maintenance and operational disciplines.

• Proximity to Common Areas (10 pts) —

  Evaluation of the Respondent’s local or regional presence, operational accessibility, response capabilities, and ability to provide timely support to the Common Areas.

• Years Providing Services Under Similar Model (15 pts) —

  Evaluation of the Respondent’s years of experience providing services under a facilities management, property management, operational management, or similar service delivery model.

• Proposed Staffing and Management Approach (20 pts) —

  Evaluation of the proposed staffing plan, qualifications of key personnel, operational approach, work order management, quality control procedures, and overall ability to effectively manage the services.

• Pricing (20 pts) —

  Evaluation of the Respondent’s proposed pricing structure, management fees, cost competitiveness, and overall value to the District.

Submission Requirements

• Do you acknowledge that only physical submittals will be delivered to 3571 Kiessel Road before the Due Date & time and that submittals will not exceed the page limitations set forth in this solicitation?* No Electronic Submittals will be accepted. (required)
• Requesting District(s) (required)
• Type of Required Insurance (required) —
  • VCDD Standard Requirement
    • Commercial General Liability Insurance
    • Business Automobile Liability Insurance
    • Worker's Compensation Insurance and Employers Liability Insurance
    • Professional Liability for IT Including Cyber Risk

  Please select the ones above AND any additional insurances needed below:

• Are Bonds applicable for this project? (required) —

  Select "Yes" if projects bid at $200,000 and above.

• Will there be a Pre-Proposal Conference? (required)
• Attendance for Pre-Proposal Conference (required)
• Will there be an evaluation to review RFP/RFQ/RFI? (required) —

  Select "No" if evaluations do not apply to your project.

• Evaluation Committee Member 1 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 2 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 3 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 4 —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. 

  Enter N/A - To be chosen by the Purchasing Department

• Evaluation Committee Member 5 —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements.

  Enter N/A - To be chosen by the Purchasing Department

• Date the Selection Committee meets to evaluate proposals (required) —

  Answer Format: Month, DD YYYY

• Time the Selection Committee meets to evaluate proposals (required) —

  Answer Format: XX:XX AM/PM

  Example: 9:00 AM

• Location of Selection Committee meeting to evaluate proposals (required)
• Will you be using the electronic pricing table? (required)
• Requesting Department (required)
• Supplier Minimum Requirements (required) —

  Respondents without these qualifications will be rejected.

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.