ITB FOR CLEANING VACANT APARTMENTS- VARIOUS LOCATIONS

Agency:	Newport News Redevelopment & Housing Authority
State:	Virginia
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Mar 2, 2026
Due Date:	Mar 30, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Newport News Redevelopment & Housing Authority

Division of Purchasing

227 27th Street P.O. Box 797

Newport News, VA 23607

Phone: (757) 928-2623 Fax: (757) 245-2144

http://www.nnrha.com

ITB #CVA-03-26

Cleaning Vacant Apartments

Various Locations

Newport News, VA 23607

Bid Due Date and Time: March 30, 2026 @ 2:00 PM

Sealed responses to this IFB are subject to the conditions and instructions contained herein, will be received at the

above office until the date and hour shown (local prevailing time), and then publicly opened, for furnishing the

described equipment, materials, and/or services. Responses received in the issuing office after the date and

time will not be considered. NNRHA is not responsible for delays in the delivery of mail by the U.S. Postal

Service, private couriers, or the intra-authority mail system. It is the sole responsibility of the bidder to ensure

that its proposal reaches the issuing office by the designated date and hour. The official time used in the

receipt of bids is that time on the automatic time stamp machine or other documentary evidence of receipt in the

issuing office. All bids must be sealed and plainly marked using the bid number, project name, due date and time.

Please note there will be a Pre-Bid Meeting held on March 10, 2026, at 9:00 AM at Wilbern Building, 227 27th

Street, Newport News, VA 23607, 1st floor Board Room. A tour of the apartment buildings listed will follow the

pre-bid meeting.

All requests for interpretation of specifications shall be by written request, sent via facsimile to (757) 245- 2144 or

emailed to mwarren@nnrha.org. Any changes to this bid document will be issued as addenda on the website at

www.nnrha.com and will be on file in the Division of Purchasing until bids are opened. All such addenda will

become part of the contract, and all bidders will be bound by such addenda, whether or not received by the bidder.

This form must be signed, as well as subsequent addenda, and all pages returned in a sealed envelope. All

signatures must be original and not photocopies. Written questions must be submitted ten (10) days prior to

the closing date of the bid, last day for written questions is, March 16, 2026 @ 5:00 P.M.

PLEASE NOTE: The Wilbern Building is closed daily between the hours of 12:00 noon to 1:00 p.m.

In compliance with this Invitation to Bids, and subject to all the conditions thereof, the undersigned offers, if this

bid is accepted within ninety (90) calendar days from the date of the opening, to furnish any or all the items and/or

services upon which prices are quoted, at the price set opposite each item, to be delivered at the time and place

specified herein. The undersigned certifies they have read, understand, and agree to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named below.

Company Name:

Address:

Federal Tax ID: _____________________________

City/State/Zip: ________________________________________

Telephone: ________________ Fax Number: _____________________ E-mail: _________________________________________________

Print Name:

Title: ________________________________

Signature:

Date: ________________________________________

PURPOSE:

The purpose of this Invitation for Bids is to establish a term contract with one or more qualified contractors to

provide Make Ready/Vacant Unit Turnover cleaning services for vacant properties at various locations maintained

by the Newport News Redevelopment and Housing Authority hereinafter referred to as NNRHA.

II. BACKGROUND:

Newport News Redevelopment and Housing Authority (“NNRHA”) was organized pursuant to the Housing Authorities Law of

the State of Virginia with a mission to provide affordable housing in Newport News, Virginia (“Virginia”). Pursuant to this

mission, NNRHA administers federal housing programs for low-oncome persons in Newport News. NNRHA manages low-

income public housing units and housing choice vouchers through the Section 8 Program at properties located throughout

Newport News. NNRHA is looking to diversify and expand housing availability throughout the City of Newport News.

III. SCOPE OF WORK:

The custodial contractor(s) shall provide all necessary labor, equipment, machinery, tools, and supplies (except

cleaning supplies) required to complete interior cleaning of vacant apartments on an "as needed basis." Although

the number of vacancies varies, it is anticipated that the contractor could be given on average anywhere from 1-5

units at a time. The quantities of the service to be ordered under this contract are unknown and no minimums or

maximums of service to be ordered will be set forth in the contract resulting from this Invitation to Bids.

A. Access: Contractor shall have access to the vacant units from 8AM - 8 PM - Monday - Friday and on weekends

and holidays as needed. Units shall not be left unlocked or unattended. Windows and doors should be closed,

locked and lights turned off.

B. All work to be performed under the provisions of this contract shall be of first-class quality and performed

by personnel properly trained and qualified to perform custodial services. The contractor shall conduct the

operation of this contract in a cooperative manner with NNRHA and shall interfere as little as possible with

normal business operations.

C. The Contractor(s) shall perform services in compliance with all applicable State and Federal laws, local

codes, and ordinances and is expected to examine the specifications and instructions as outlined.

Additionally, services shall comply with the Federal Labor Standards Provisions furnished by the U. S.

Department of Housing and Urban Development.

D. The Contractor(s) must be licensed (current) and follow all Local, State and Federal rules and regulations

including OSHA regulations.

E. Lights shall be used only in areas where work is actually being performed. Lights shall be turned off as soon

as possible after cleaning specific rooms. Water faucets or valves shall be turned off after the required usage

has been accomplished. The contractor or their employees will not adjust mechanical equipment controls for

heating, ventilation or air conditioning systems.

F. It shall be the responsibility of the contractor(s) to contact the appropriate NNRHA designee on a weekly

basis to ensure work satisfaction and to promptly correct any work deficiencies.

G. The contractor shall protect the floors and other finish work from damage during the execution of work.

The contractor shall be responsible for any damage during the course of this contract. This includes but is

not limited to damage of the cove base or paint on the wall due to buffer or any other equipment used.

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Cleaning Vacant Units

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The contractor(s) shall notify the appropriate assigned NNRHA designee when scheduled work

is completed. The contractor shall respond and complete all non-passing items within four (4) hours after

completion.

The contractor shall report units with hazardous conditions and items in need of repair or require

additional work beyond the scope to the Property Manager. The property manager or designee must

approve the additional work and price. The approval MUST be in writing.

J. All lost and found articles shall be turned into NNRHA.

K. The contractor shall be penalized $50.00 per lost key while intheir possession.

L. The Contractor shall be on probation during the first three (3) months of the contract. If work is not

satisfactory during the probation period, NNRHA reserves the right to cancel this contract, find the

contractor in default and award the contract to the next lowest bidder.

M. The contractor shall be penalized $50.00 per vacant unit not completed on time. Penalties incurred by the

contractor will be paid to NNRHA by deduction from the contractor’s invoice.

The property manager or their designee will notify the contractor when an apartment is vacant, and keys are

ready for pick up. If contacted before 12:00 p.m., the contractor shall pick up the keys no later than 4:30 p.m. the

same day.

When the contractor is notified that an apartment is vacant and keys are ready to pick up after 12:00 p.m., the

contractor shall pick up keys no later than 10:00 a.m. the following day.

If keys are picked up on Friday afternoon, the keys shall be returned on Monday by 10:00 a.m. If the key return

day is a holiday, keys must be returned by 10:00 a.m. the next business day. The contractor may be found in

default of the contract if keys are not picked up accordingly.

The contractor’s official start time begins with the designated time for key pick up.

EXAMPLE:

1) We contacted you at 11:00 a.m., to let you know that a unit is vacant, the official start time is 4:30

p.m. on the same day.

2) We attempted to contact you at 11:00 a.m. and we were unable to reach you; we leave a message

stating what time and date we called. The official start time is 4:30 p.m. on the same day.

It is the contractor's responsibility to be accessible when contacted. Complete custodial service of each vacant

unit shall be accomplished within two (2) consecutive days to include weekends and holidays. Urgent request

response time shall be within eight (8) hours.

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Cleaning Vacant Units

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Deep Cleaning

Contractor is responsible for removing any debris left in the apartments while fulfilling this

contract.

O. Contractor shall not dispose of wastewater and chemicals in sinks; tub drains or on property grounds. The

commode may be used if solids are filtered and deposited into a dumpster.

P. All surfaces shall be free of dust and dust streaks. Special attention to corners, crevices, moldings and ledges

shall be dust free. There shall be no oil, spots or smudges on dusted surfaces caused by dusting tools. When

inspected with a flashlight there shall be few traces of dust on any surface.

Q. Entry doors shall be cleaned inside and out to remove dust, dirt and foreign matter, to include all components of storm

doors, and all thresholds.

R. Tiled floors: (including closets, utility rooms and under kitchen appliances)

a. Shall be cleaned, removing all wax and dirt using an industrial strength vinyl floor stripper and a

commercial stripper machine(s) and applied per manufacturer’s instructions.

b. Apply a minimum of two (2) coats of high gloss wax solutions over the floor and allow each

application to dry thoroughly before applying the next coat. All waxed floors shall be buffed

c. Wood floors (if applicable) shall be thoroughly cleaned.

d. Floors shall be free of streaks, mop strand marks and skipped areas. Walls, baseboards, and other

surfaces shall be free of finish residue, splashes, and marks from the equipment. Utilize wet floor

signs for cleaning. Special attention to corners/edges to get out dirt/dust. If additional stripping is

required, see item "G" under Scope of Work.

S. Formica and back splash shall be clean and free of dirt, grease, grime, stains, and excessive

buildup and crusted materials. Neutral soap shall be used.

T. All surface vents and grills shall be vacuumed and cleaned with a household cleaner. Clean all windows, door

frames, and seals including knobs/handles. Blinds shall be free and clear of any grease, dust and debris. (Blinds

are ONLY at certain locations).

U. All shelves within cabinets shall be free from debris and dirt. All outside surfaces shall be cleaned and free

from debris and dirt. Inside all medicine cabinets shall be free of dirt and dust. Where glass is present,

both sides shall be clean and free of dust streaks. Mirrors shall be free of dirt, dust, streaks, and spots.

Clean all outlets and switch comer plates. Intercom, windows, windowsills and frames must be cleaned.

V. Porcelain fixtures and metal surfaces (washbasins, urinals, toilets, shower stall, etc. shall be clean and bright

inside and out; there shall be no dust, spots, stains, rust, green mold encrustation or excess moisture. All graffiti

shall be removed where possible. Quaternary ammonia disinfectants shall be used as recommended by the

manufacturer to disinfect against viruses that may be present. Bleach may be used continuously on grouting.

W. Exteriors and interiors of all range hoods shall be cleaned. NNRHA replaces the range hood filters. All exteriors

and interiors of ranges shall be cleaned, including the top burner drip pans. The ranges shall be free from dirt,

ITB #CVA-03-26

Cleaning Vacant Units

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grease, and encrustation. The contractor shall use caution regarding electrical ranges and utilizing too much water

which causes damage to the range. All exteriors and interiors of refrigerators shall be cleaned, including

defrosting of freezers, empty and wash interior walls, shelving, and bins. Move refrigerator and clean the floor

underneath, rear coils, and drip pan. Dishwashers shall be cleaned inside and out. Units with dishwashers: Oyster

Point, Brighton, Cypress Terrace, Orcutt 111, The Lofts, Lassiter Courts, and Jefferson Brookville.

X. All screen doors shall be clean and dust free. Where glass is present, both sides shall be clean and free of

dust streaks. shall be cleaned with a scrub brush and soap compound to remove all crud, dirt, and grime. All

interior stair treads, all paint and foreign objects shall be removed. All glass shall be clean and free of dirt, dust,

streaks, watermarks, spots, and grime and shall not be cloudy. Windex cleaner or comparable shall be used.

Screens shall be free of debris and dust. All paneling shall be free of dirt, dust, streaks, and spots. Clean tracking

for patio doors. (Great Oaksonly).

Jefferson Brookville: 1st floor units in 2501, 2701, Jefferson Ave and 815-28th Street have 12ft ceilings. Ceiling

fans and windows need to be cleaned. Maintenance will provide the ladder.

Y. Sweep down webs, dust and clean mechanical/utility closet. Wipe down hot water heater, and other

equipment located in this area.

Z. Clean inside and outside of kitchen cabinets, drawers, sink, countertops, drawer pulls, knobs and hinges.

AA. All work shall be conducted in accordance with industry standards.

IV.

CONTRACT RENEWAL AND AWARD:

The term of this contract will be for one (1) initial year with four (4) one year renewal options. Options

shall be renewed at the discretion of NNRHA. Award of the contract will be made to the lowest responsive

and responsible bidder based on hourly rates set forth in the Pricing Schedule. NNRHA reserves the right

to make multiple awards.

ITB #CVA-03-26

Cleaning Vacant Units

Company Name: _____________________

Page 5 of 5

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Closing Date	Solicitations And Awards
March 30, 2026 @ 2:00 pm	ITB FOR CLEANING VACANT APARTMENTS- VARIOUS LOCATIONS

ITB FOR CLEANING VACANT APARTMENTS- VARIOUS LOCATIONS

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