IFB AD26009 Rental Services for Walk Off Mats Pt I & II

Location:	Ohio
Posted:	May 4, 2026
Due:	May 26, 2026
Agency:	City of Dayton
Type of Government:	State & Local
Category:	S - Utilities and Training Services W - Lease or Rental of Equipment
Solicitation No:	IFB AD26009
Publication URL:	To access bid details, please log in.

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AD # 05/04 & 05/07

C I T Y O F D A Y T O N, O H I O

Purchasing Division

Room 514, CITY HALL

101 W. Third St.

DAYTON, OHIO 45402

INVITATION FOR BID

IFB No. AD26009

Rental Services for Walk-Off Mats, Mops and Related Items Part I of II

For Further Information Contact:

Austin Dickison

Room 514, CITY HALL

101 W. Third St.

Dayton OH 45402

Phone No. 937-333-4035

Date: May 4, 2026

Nicole Fox

Purchasing Agent

ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO bids@daytonohio.gov

NO LATER THAN: 11:00 A.M. local (Dayton OH) time on May 26, 2026

User Agency: Various

Your bid is requested for the following:

To establish a firm Price Agreement for Rental Services for Walk-Off Mats, Mops and Related Items Part I of II with firm pricing period

of June 1, 2026 through May 31, 2027 with a possible option to renew, at the City of Dayton’s discretion, firm pricing for three (3)

additional 12-month periods from June 1, 2027 through May 31, 2030.

A copy of this bid may be found on the City’s Website at: http://www.daytonohio.gov/bids.aspx

All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton, please complete

and submit your complete Vendor Application form. Forms must be on file with the City of Dayton before any Purchase Order or

contract can be awarded with your company.

Questions: Please submit any and all questions in writing to Austin Dickison at Austin.Dickison@daytonohio.gov no later than 11:00

AM on May 14, 2026. Answers will be posted by end of business on May 19, 2026.

Forms can be found on the City of Dayton’s website at: http://www.daytonohio.gov/781/Doing-Business-With-the-City-of -Dayton

Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in “Subject” line. All supplemental

documentation shall be included with the original.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been made.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).

Multi-year orders are valid only if funds are available in succeeding years.

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names on our

bid form are to establish quality levels and do not indicate preference.

The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the judgment of

proper officials, is to the best interest of the City.

The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to quote, advise

to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.

BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council,

371 W. Second St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order

or contract can be issued. Please complete and return promptly to the Human Relations Council.

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Date: ___________

I.F.B. No. AD26009

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including

inside delivery.

Rental Services for Walk-Off Mats, Mops and Related Items Part I of II

Both portions of the Rental Services for Walk-Off Mats, Mops and Related Items bid must be completed electronically. Send one

original pdf signed bid and one excel spreadsheet electronic via e-mail to: bids@daytonohio.gov

Please fill in Grey Shaded Areas Electronically using Part II. Part II shall be submitted in EXCEL.

The City of Dayton is using P-Cards (Master Charge) for many low dollar purchases based on any Price Agreement(s) in effect –

please bid accordingly. Do you accept Master Charge Cards? ______________

➢ Price to remain firm the period of June 1, 2026 through May 31, 2027

Yes [ ] or No [ ] If no, for how long? ______________.

➢ Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from June 1, 2027,

through May 31, 2028) at the City’s discretion?

Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is

____%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification of the

requested increase.

➢ Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from June 1, 2028,

through May 31, 2029) at the City’s discretion?

Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is

____%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification of the

requested increase.

➢ Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from June 1, 2029

through May 31, 2030) at the City’s discretion?

Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is

____%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification of the

requested increase.

Is pricing associated with any Cooperative Purchasing Program? YES [ ] NO [ ] IF YES, please provide supporting

documentation that includes name and contract number of the Cooperative Purchasing Program.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City’s Revised Code of General Ordinances

Section 35.70 through 35.74 regarding Living Wages." [ ] YES

[ ] NO

All delivery costs are included in this quotation

regardless of F.O.B. designation.

Cash Discount Allowed:______% 10th Proximo.

Leave blank if your terms are Net 30 Days.

Delivery will be made within ________ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance with-

in 90 calendar days after bid opening unless other-

wise stated.

Bidding Company____________________________________

Address : ___________________________________________

___________________________________________________

City

State

Zip Code

___________________________________________________

Email address to send Purchase Order to:

By:_________________________________________________

(Please Print or Type) Name and Title

Signature: ___________________________________________

Phone No.__________________/FED. ID#_________________

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Date: ___________

I.F.B. No. AD26009

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including

inside delivery.

DESCRIPTION

BID DOCUMENT

All bids shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City’s email size can

only accept 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total).

Should the bid document be larger than this size your company will have to submit bid in several email documents.

Should the bid be submitted in multiple parts please designated in the “Subject”, your bid response as multiple “Parts”,

i.e. IFB No. AD26009 Part 1, IFB No. AD26009 Part 2, etc.

BID OPENING

Topic: CITY OF DAYTON BID OPENING – IFB AD26009 – Rental Services for Walk-Off Mats, Mops and Related

Items

Time: May 26, 2026 11:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

Meeting: https://us04web.zoom.us/j/77815886169?pwd=hX5GZEoEOas2Z45d9yn7BkxkxtImvL.1

Meeting ID: 778 1588 6169

Passcode: P8SsYD

City of Dayton

Rental Services for Walk-Off Mats, Mops and Related Items Part I of II

(Per Specifications Attached)

All invoices and billing statements shall reflect the correct purchase order number and the City of Dayton (“City”)

location serviced.

Multiple suppliers may be selected for award with full understanding that the City reserves the right to accept a part or parts of a

bid unless otherwise restricted. Supplier(s) selected for award(s) shall agree that only one supplier will service a single

location. The City will designate which facilities the supplier(s) will furnish services to. The lowest and best bid will be

calculated on a per location basis – Please bid accordingly.

BILLING/INVOICES: Invoices shall be submitted, to the appropriate City department/division as designated on all purchase

orders issued, in a timely manner not to exceed 30 days after completion of service. All initial invoices submitted for payment

shall include, but are not limited to the following:

• Signed delivery ticket/slips

• Date of Service

• Location of service/delivery: Building name, (e.g. City Hall, Safety Bldg., etc.), address, floor, City

department/division and location that delivery was made to

• Detailed itemized cost of billing for services/products delivered, including but not limited to, delivery date,

description of service, details of all products and related items. Additional copies of invoices and all supporting

documentation shall be provided upon request.

• Lost charges are to be calculated and invoiced within 30 days – No lost charges will be retroactive beyond this time

frame.

• The City of Dayton will not be responsible for or allow charges not listed within the Bid Documentation. This is including

but not limited to fuel, energy, service surcharges, make up charge, re-delivery charge or any other unspecified

additional charge that is not specifically authorized by this price agreement or approved by the Division of

Procurement.

• Duplicate invoice numbers shall not be submitted.

• The Purchase Order number and site location(s) shall be noted on all invoices

PRICING: At a minimum, the bidder must hold the proposed price list firm for the first 12 months after the award. Renewal options

may be exercised at the sole discretion of the City if the pricing proposed cannot be held firm for the full length of the price

agreement, where a price increase may be applied as a percentage of the original list price found in Pt. II of II of the IFB for a new

twelve (12) month period. Once a renewal option has been exercised for a new twelve (12) month period, the pricing increase

shall only be modified with the approval of the Division of Procurement. Maximum future price increases must be indicated in Pt. I

of II for consideration of Price Agreement award. A maximum of three (3) renewal options may be exercised following the initial

twelve (12) months of firm pricing.

SIZES: Sizes listed are based on prior usage and may change to meet actual requirements.

QUALITY: All products provided by the bidder must be of good sound quality to ensure no goods/products have curled ends or

damaged which causes risk to City employees or City guest. Mats shall be delivered clean and presentable; all stains and gums

spots must be removed. Products not meeting these standards will be deemed unacceptable and returned to the bidder for prompt

replacement within 4 hours. Worn and/or damaged items shall be replaced at no charge. Service (rental) includes delivery and

resupply of clean quality items

DELIVERY: All deliveries shall have delivery tickets/slips reviewed and signed for by city representative. The acceptable

quality level for on time delivery shall be no less than 99%. Any deliveries that do not meet the bidders promised delivery date

may be reviewed periodically to ensure that product/service is maintained on a consistent basis.

EXCEPTIONS: Statement of Exceptions to IFB specifications and requirements: Any and all exceptions shall be stated in

your bid for review and consideration by the city. exceptions received separate from bid or after bid opens shall not be

reviewed for consideration. Provide a detailed description of any exceptions taken to the requirements of this IFB, including the

City’s Standard Terms and Conditions. Exceptions shall be referenced to the applicable IFB section/sub-section numbers. Any

other departures from the City’s IFB are to be identified and failure to do so shall make the proposal non-responsive.

QUANTITY: Quantities have been estimated based upon prior usage and may increase or decrease to meet actual

requirements.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	IFB AD26009
Bid Title:	IFB AD26009 Rental Services for Walk Off Mats Pt I & II
Category:	Procurement
Status:	Open

IFB AD26009 Rental Services for Walk Off Mats Pt I & II

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See also