FWHA RFQ 4.17.26 – Vacant Unit Cleaning Services

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 Points
Relevant Experience & Qualifications 25
Technical Approach / Understanding of Scope 15
Capacity & Staffing 20
Past Performance / References 15
Cost 20
Proposal Organization & Completeness 5
TOTAL 100

Evaluation Criteria Definitions
Relevant Experience & Qualifications (25 Points)
Evaluation of the respondent's overall experience providing similar services,
including relevant project history, qualifications, and demonstrated expertise.
Consideration will be given to the respondent's experience with comparable
organizations, such as public housing authorities, multi-unit residential properties,
or similar environments, as well as their demonstrated understanding of the scope
of work.
Technical Approach / Understanding of Scope (15 Points)
Evaluation of the respondent's proposed approach to performing the required
services, including methodology, service delivery strategy, and ability to effectively
meet the requirements outlined in the scope of work. Consideration will be given to
the respondent's understanding of FWHA's needs, the feasibility and
appropriateness of the proposed approach, and the ability to address varying
conditions or service demands.
Capacity & Staffing (20 Points)
Evaluation of the respondent's ability to meet FWHA's operational needs, including
staffing levels, personnel qualifications, supervision, scheduling, and overall
organizational capacity. Consideration will be given to the respondent's ability to
meet required timelines, respond to service demands, and maintain consistent
service quality.
Past Performance / References (15 Points)
Evaluation of the respondent's performance on similar projects, based on
references and prior work. Consideration will be given to quality of work, reliability,
responsiveness, timeliness, and overall customer satisfaction.
Cost (20 Points)
Evaluation of the respondent's proposed pricing for services. Cost will be reviewed
for reasonableness, completeness, and alignment with the scope of work. FWHA
reserves the right to determine cost reasonableness and is not required to select
the lowest-cost proposal.
Proposal Organization & Completeness (5 Points)
Evaluation of the overall organization, clarity, and completeness of the proposal.
Consideration will be given to the respondent's ability to follow instructions,
provide all required information, and present a clear, well-structured, and
professional submission.

Final Selection
The contract will be awarded to the respondent whose proposal is determined to be
most advantageous to FWHA, based on the total evaluation score and overall best
value.
FWHA reserves the right to request clarifications, conduct interviews, establish a
competitive range, and request Best and Final Offers (BAFO).
Procurement Method
This procurement is being conducted as a Request for Qualifications (RFQ) utilizing
a Best Value procurement method in accordance with HUD Procurement
Handbook 7460.8 REV 2 and 2 CFR Part 200.
Award will be made to the responsible and responsive firm(s) whose qualifications,
experience, technical approach, and pricing are determined to be most
advantageous to FWHA.
FWHA reserves the right to request additional information, conduct interviews, or
negotiate terms as necessary.
Compliance Requirements
The selected contractor shall comply with all applicable federal, state, and local
laws and regulations.
This includes, but is not limited to:
* HUD Procurement Handbook 7460.8 REV 2
* 2 CFR Part 200
* Applicable health, safety, and environmental regulations
Section 3 Requirements:
Section 3 requirements will apply if funded with HUD assistance. Compliance with
24 CFR Part 75 is required. No preference will be applied.
Maintenance Wage Requirements:
The contractor shall comply with applicable HUD maintenance wage rate
requirements. Wage determinations will be provided prior to contract execution or
by addendum.
Debarment and Suspension:
FWHA will verify contractor eligibility through SAM.gov.

Attachments
* Attachment A - Property & Unit Breakdown
* Attachment B - Vacant Unit Cleaning Services Pricing Sheet
* Attachment C - Cleaning Checklist
* Attachment D - Firm Information Form
* Attachment E - HUD & Federal Compliance Requirements

FWHA Reservation of Rights
Definitions:
Respondent - Company or individual responding to the RFQ Contractor - Company or
individual who is awarded the contract
FWHA reserves the right to:
1. FWHA reserves the right to reject any or all Responses, to waive any informality in
the RFQ process, or to terminate the RFQ process at any time, if deemed by the
FWHA to be in its best interests.
2. FWHA reserves the right not to award a contract pursuant to this RFQ.
3. FWHA reserves the right to terminate a contract awarded pursuant to this RFQ, at
any time for its convenience upon fourteen (14) days written notice to the
successful Respondent(s).
4. FWHA reserves the right to determine the days, hours and locations that the
successful Respondent(s) shall provide the services called for in this RFQ.
5. FWHA reserves the right to retain all Responses submitted and not permit
withdrawal for a period of sixty (60) days subsequent to the deadline for receiving
Responses without the written consent of the FWHA Contract Administrator (CA).
6. FWHA reserves the right to negotiate the fees proposed by the Respondent entity.
If such negotiations are not, in the opinion of FWHA's CA, successfully concluded
within a reasonable timeframe as determined by FWHA. FWHA shall retain the
right to end such negotiations.
7. FWHA reserves the right to reject and not consider any Response that does not
meet the requirements of this RFQ, including but not necessarily limited to
incomplete Responses and/or Responses offering alternate or non-requested
services.
8. FWHA shall have no obligation to compensate any Respondent for any costs
incurred in responding to this RFQ.
9. FWHA shall reserve the right to at any time during the RFQ or contract process to
prohibit any further participation by a respondent or reject any Response
submitted that does not conform to any of the requirements detailed herein.
10. Each prospective respondent further agrees that he/she will inform FWHA in
writing within five (5) days of the discovery of any item that is issued thereafter by
FWHA that he/she feels needs to be addressed. Failure to abide by this timeframe
shall relieve FWHA, but not the prospective respondent, of any responsibility
pertaining to such issue.
11. FWHA reserves the right, prior to award, to revise, change, alter or amend any of
the instructions, terms, conditions, and/or specifications identified within the
RFQ documents issued, within any attachment or drawing, or within any addenda
issued. All addenda will be posted on FWHA's website www.fwha.org under
Business Opportunities. Such changes that are issued before the Response
submission deadline shall be binding upon all prospective respondents.
12. In the case of rejection of all Responses, FWHA reserves the right to advertise for
new Responses or to proceed to do the work otherwise, if in the judgment of
FWHA, the best interest of FWHA will be promoted.

13. FWHA reserves the right to, without any liability; cancel the award of any
Response(s) at any time before the execution of the contract documents by all
parties.
14. FWHA reserves the right to reduce or increase estimated or actual quantities in
whatever amount necessary without prejudice or liability to FWHA, if:
a. Funding is not available,
b. Legal restrictions are placed upon the expenditure of monies for this
category of service or supplies; or,
c. FWHA's requirements in good faith change after award of the contract.
15. FWHA reserves the right to make an award to more than one respondent based on
ratings and to award with or without negotiations or a "Best and Final Offer"
(BAFO).
16. FWHA reserves the right to require additional information from all respondents to
determine level of responsibility. Such information shall be submitted in the form
required by FWHA within two (2) days of written request.
17. FWHA reserves the right to amend the contract any time prior to contract
execution.
18. FWHA reserves the right to require the Contractor to keep accurate timesheets for
all employees assigned to perform any project, task, or assignment resulting from
this RFQ and any resulting contract.
19. FWHA reserves the right to contact any individuals, entities, or organizations that
have had a business relationship with the respondent regardless of their inclusion
in the reference section of the Response submittal.
20. In the event any resulting contract is breached, prematurely terminated or
cancelled due to non- performance and/or withdrawal by the Contractor, FWHA
reserves the right to seek monetary restitution (to include but not limited to
withholding of monies owed) from the Contractor to cover costs for interim
services and/or cover the difference of a higher cost (difference between existing
Contracted rate and new Contract rate) beginning the date of Contractor's
termination, breach and/or cancellation through the contract expiration date.
21. FWHA reserves the right to require the Contractor to replace any employee,
subcontractor, or other individuals and/or entities, found to be unacceptable,
performing work under any contract resulting from this RFQ. Replacement shall
occur within two (2) days of notification by FWHA.
22. FWHA must maintain appropriate records (payrolls, work orders, job descriptions,
training program materials and apprentice/trainee registrations and any other
data related to the employment and utilization of maintenance laborers and
mechanics) which must be preserved for no less than three years or until
resolution of any dispute. Employers under contract to FWHA to provide
maintenance work must submit to FWHA their original employment records as
described above or agree to retain the original employment records for three years
or until resolution of any dispute subject to this solicitation.