Project Information

Bid Title

FWHA RFQ 4.17.26 – Vacant Unit Cleaning Services

Issuing Agency

Fort Wayne Housing Authority

Location

Indiana

Published Date

Apr 23, 2026

Closing Date

May 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Title	Category	Scope	Open Date	Close Date	Bid Package	Notes
FWHA RFQ 4.17.26 – Vacant Unit Cleaning Services		Download	04/17/2026	05/18/2026	Download	Addendum No. 1 was issued on April 23, 2026 at 1:25pm ET.

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VACANT UNIT CLEANING SERVICES

RFQ 4.17.26 – Vacant Unit Cleaning Services

Publication Date: April 17, 2026 at 8:00 AM ET

Submission Deadline: May 18, 2026 at 5:00 PM ET

FORT WAYNE HOUSING AUTHORITY

RFQ 4.17.26 – Vacant Unit Cleaning Services

Publication Date: April 17, 2026 at 8:00 AM ET

Submission Deadline: May 18, 2026 at 5:00 PM ET

Overview

The Fort Wayne Housing Authority (FWHA) is seeking qualified and experienced

contractors to provide professional vacant unit cleaning services across its

residential properties.

FWHA manages a diverse portfolio of housing units throughout Fort Wayne, Indiana.

The Authority requires a contractor capable of delivering reliable, consistent, and

high-quality cleaning services to support unit turnover and occupancy readiness.

This solicitation is being issued as a Request for Qualifications (RFQ) utilizing a Best

Value procurement method. The contract will be awarded to the firm whose

qualifications, experience, approach, and pricing are determined to be most

advantageous to FWHA.

Project Objectives

The primary objectives of this contract are to:

• Ensure vacant units are cleaned thoroughly and consistently in accordance

with FWHA standards

• Support efficient unit turnover timelines to minimize vacancy periods

• Maintain safe, sanitary, and move-in ready conditions for incoming residents

• Ensure services are performed in accordance with established cleaning

requirements and expectations

• Establish a reliable contractor capable of meeting both routine and high-

volume turnover demands

Scope of Services

General Description

The Fort Wayne Housing Authority (FWHA) is seeking a qualified contractor to

provide comprehensive cleaning services for vacant residential units.

The Contractor shall provide all necessary labor, supervision, equipment, tools, and

supplies required to perform the services. Services shall include full-unit cleaning in

accordance with the Cleaning Checklist (Attachment C), ensuring units are ready

for inspection and occupancy.

General Requirements

The Contractor shall:

• Clean vacant units in accordance with the Cleaning Checklist provided in

Attachment C

• Clean all interior surfaces, fixtures, appliances, and finishes within each unit

• Clean windows, window sills, doors, blinds, and vent covers

• Clean all kitchen areas including cabinets, countertops, sinks, and

appliances (interior and exterior)

• Clean all bathroom areas including toilets, sinks, tubs/showers, mirrors, and

vanities

• Clean all flooring surfaces, including sweeping, mopping, and

stripping/waxing VCT flooring where applicable

• Remove all debris and ensure units are left in clean, sanitary condition

• Ensure all staff are properly trained and equipped to perform cleaning

services

• Maintain safe working practices and comply with all applicable regulations

Work Hours

Standard FWHA business hours are Monday through Thursday, 8:00 AM to 5:00 PM,

and Friday from 8:00 AM to 12:00 PM.

Unit cleaning services are not required to be performed during standard business

hours. The Contractor may perform work during evenings, weekends, or other non-

business hours as needed to meet turnaround requirements.

The Contractor will be provided appropriate access and may establish their own

work schedule, provided all work is completed in accordance with FWHA standards

and timelines.

Service Frequency & Response Time

The Contractor shall provide cleaning services on an as-needed basis in

coordination with FWHA turnover schedules.

Response to Service Requests:

The Contractor shall respond to requests for unit cleaning within one (1) business

day of notification.

Turnaround Expectations:

The Contractor shall assist FWHA in maintaining a three (3) to five (5) day

turnaround time for vacant units.

Missed or Incomplete Services:

Any missed or incomplete services must be corrected promptly at no additional

cost to FWHA.

Performance and Approval Requirements

All services must be performed in a professional and workmanlike manner and

completed to the satisfaction of FWHA.

The FWHA Property Manager or designated representative must inspect and

approve each unit prior to authorization for payment.

The Contractor shall:

• Ensure all cleaning tasks are completed in accordance with the checklist

requirements

• Address any deficiencies promptly and at no additional cost when required

• Maintain communication with FWHA regarding service completion and any

issues encountered

• FWHA reserves the right to reject services that do not meet established

standards. Payment will not be issued for services that are incomplete or

unsatisfactory.

FWHA will not issue payment for units that are not cleaned to its satisfaction.

No additional charges will be billed for work that was not completed during the

initial service visit.

Location of Work

FWHA properties are located throughout Fort Wayne, Indiana.

A detailed listing of properties, unit counts, and bedroom sizes is provided in

Attachment A – Property & Unit Breakdown.

Contract Structure

The contract resulting from this solicitation shall be a requirements-type contract.

FWHA does not guarantee any minimum or maximum quantity of services.

Services will be provided on an as-needed basis in accordance with the Scope of

Services and at the rates established in the awarded contract.

The initial contract term shall be for a period of two (2) years, with the option to

renew for up to three (3) additional one-year terms at the sole discretion of FWHA,

subject to satisfactory performance, continued funding, and compliance with all

contract requirements.

FWHA reserves the right to award to one or more contractors if deemed to be in the

best interest of the Authority.

Procurement Timeline

Milestone

Date

RFQ Issued

April 17, 2026 at 8:00 AM ET

Questions Due

May 1, 2026 at 12:00 PM ET

Responses Posted

May 6, 2026 by 5:00 PM ET

Submission Deadline

May 18, 2026 by 5:00 PM ET

Addenda will be posted on the FWHA website.

Submission Requirements

All responses must be submitted electronically to jmatuska@fwha.org.

Subject Line: "RFQ 4.17.26 – Vacant Unit Cleaning Services"

Respondents shall submit:

• Completed Firm Information Form (Attachment D)

• Description of experience and qualifications

• Technical approach to providing services

• References

• Completed Pricing Sheet (Attachment B)

Questions and Addenda

All questions must be submitted in writing by May 1, 2026 at 12:00 PM to

jmatuska@fwha.org.

Responses will be posted via addenda on the FWHA website. No direct responses

will be provided.

Best Value Evaluation and Selection

FWHA will award contract(s) using a Best Value procurement approach. Proposals

will be evaluated and scored based on the following criteria:

Description

Relevant Experience & Qualifications

Technical Approach / Understanding of Scope

Capacity & Staffing

Past Performance / References

Cost

Proposal Organization & Completeness

TOTAL

Points

25

15

20

15

20

5

100

Commodity Codes

• NAICS 561720Janitorial Services

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