1-RFP-As Needed Turnover Unit Cleaning and Carpet Cleaning Services.pdf

REFERENCE # 2026-RFP-AHA-PO-003

REQUESTS FOR PROPOSAL – AS-NEEDED UNIT TURNOVER

CLEANING AND CARPET CLEANING SERVICES

July 22, 2026

The City of Alameda Housing Authority (AHA) and its affiliated entities are considering contracting with a vendor to provide on-call, as-needed turnover cleaning services for vacant residential units across multiple multi-family properties. The Contractor must provide a motivated and skilled crew capable of productively cleaning and sanitizing the apartment homes in a highly productive manner. The proposer is responsible for developing the service prices necessary to conform to the contract specifications that are applicable to the service locations being proposed on.

SCOPE OF SERVICES

Services shall include deep unit cleaning, sanitization, and carpet cleaning to prepare units for occupancy.

Kitchen

• Clean and sanitize all surfaces (countertops, cabinets inside/outside)

• Clean appliances (refrigerator, oven, microwave, dishwasher)

• Degrease stove, hood, and backsplash

• Clean sinks, faucets, and garbage disposals

Bathrooms

• Disinfect toilets, sinks, tubs, showers, and tile grout

• Remove soap scum, mildew, and hard water stains

• Clean mirrors, fixtures, and cabinets

• Dispose of any trash

Living Areas/ Bedrooms

• Dust and wipe all surfaces (including baseboards, doors, trim)

• Clean windows (interior), window tracks, screens, and blinds

• Remove cobwebs

• Clean closet and shelving

Floors

• Sweep, mop, vacuum all hard surfaces

• Spot treat stains

Carpet Cleaning Services (only applicable for units with carpeting)

• Hot water extraction/ steam cleaning (preferred method)

• Pre-treatment for stains and high-traffic areas

• Odor removal (pet, smoke, etc.)

• Fast-drying methods (target: <24 hours)

• Carpet stretching or minor repairs (optional/ add-alternate)

Optional/ Additional Services (Unit Pricing)

• Appliance replacement cleaning (after installation)

• Balcony/patio cleaning

• Trash and debris removal (light hauling)

• Cabinet interior refinishing cleaning prep

Turnaround Requirements (coordination required with property management)

• Standard service: within 24-72 hours of notice

• Emergency/expedited service: same-day or next-day

Quality Standards

• Units must be move-in ready

• No visible dust, debris, stains, or odors

• Agency reserves right to:

o Conduct inspections o Require re-cleaning at no additional cost

Contractor Responsibility

• Provide all equipment, supplies, PPE

• Comply with OSHA and Cal/OSHA safety standards

• Use environmentally safe/ low-VOC products where possible

• Provide trained, background-checked staff

• Maintain insurance as outlined in Exhibit C- Insurance Requirements

Property Information

Property Name # of Units Sq ft Room Baths Floorplan Link:

Independence Plaza 156 554-618 1 1 https://www.alamedahsg.org/wp-content/uploads/2022/07/Independence-Plaza- Floor-Plans.pdf

Independence Plaza 30 795-898 2 1

Estuary I 24 400 0 1 https://www.alamedahsg.org/wp-content/uploads/2025/03/Estuary-I-Unit-Layout-and-Finishes.pdf

Estuary I 20 600 1 1

Estuary I 1 1000 2 1 https://www.alamedahsg.org/wp-content/uploads/2022/07/Independence-Plaza-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Independence-Plaza-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Independence-Plaza-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2025/03/Estuary-I-Unit-Layout-and-Finishes.pdf https://www.alamedahsg.org/wp-content/uploads/2025/03/Estuary-I-Unit-Layout-and-Finishes.pdf https://www.alamedahsg.org/wp-content/uploads/2025/03/Estuary-I-Unit-Layout-and-Finishes.pdf

Linnet Corner 40 400 0 1 https://www.alamedahsg.org/wp-content/uploads/2025/03/Linnet-Corner-Unit-

Layout-and-Finishes.pdf

Linnet Corner 23 600 1 1

Linnet Corner 1 942 2 1

China Clipper Plaza 17 610-690 1 1 https://www.alamedahsg.org/wp-content/uploads/2022/07/China-Clipper-Floor-

Plans.pdf

China Clipper Plaza 8 655-900 2 1

China Clipper Plaza 1 955 3 1

Esperanza Apartments 9 650 1 1 https://www.alamedahsg.org/wp-content/uploads/2022/09/ESPERANZA-Floor-

Plans.pdf

Esperanza Apartments 31 936 2 1

Esperanza Apartments 47 1172 3 1.5

Esperanza Apartments 25 1414 4 2

Esperanza Apartments 8 1597 5 2

Little John Commons 30 588-756 1 1 https://www.alamedahsg.org/wp-content/uploads/2023/01/Littlejohn-Commons-unit-floor-plans.pdf

Little John Commons 1 888 2 1

Parrot Gardens 6 774 2 1 https://www.alamedahsg.org/project/parrot-gardens/ Parrot Gardens 2 1147 3 1

Parrot Village 7 774 2 1 https://www.alamedahsg.org/wp-content/uploads/2022/07/Parrot-Village-Floor-

Plans.pdf

Parrot Village 24 1147 3 1

Parrot Village 19 1312 4 1

Everette Commons 5 592- 1106 1 1 https://www.alamedahsg.org/wp-content/uploads/2023/01/Everett-Commons-Unit-

Plans.pdf

Everette Commons 10 895- 1137 2 1

Everette Commons 5 1106 3 1

AHA Scattered Sites 9 N/A 1 1 https://www.alamedahsg.org/project/scattered-sites/

AHA Scattered Sites 11 N/A 2 1

AHA Scattered Sites 6 750 3 1

AAHC Scattered Sites 8 910 1 1 https://www.alamedahsg.org/project/scattered-sites/

AAHC Scattered Sites 15

910- 1247 2 1

AAHC Scattered Sites 4 1367 3 2

Rosefield Village 42 511-619 1 1 https://www.alamedahsg.org/wp-content/uploads/2023/01/Rosefield-Unit-Floor-

Plans-1-3-BDRM.pdf

Rosefield Village 26 770- 1240 2 1

Rosefield Village 23 1059 3 1

Rosefield Village 1 1244 4 1

Eagle Village 4 596 4 1 https://www.alamedahsg.org/wp-content/uploads/2022/07/Eagle-Village-Floor-

Plans.pdf

Eagle Village 17 836-957 2 1

Eagle Village 15 1144 3 1 https://www.alamedahsg.org/wp-content/uploads/2025/03/Linnet-Corner-Unit-Layout-and-Finishes.pdf https://www.alamedahsg.org/wp-content/uploads/2025/03/Linnet-Corner-Unit-Layout-and-Finishes.pdf https://www.alamedahsg.org/wp-content/uploads/2025/03/Linnet-Corner-Unit-Layout-and-Finishes.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/China-Clipper-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/China-Clipper-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/China-Clipper-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/09/ESPERANZA-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/09/ESPERANZA-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/09/ESPERANZA-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Littlejohn-Commons-unit-floor-plans.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Littlejohn-Commons-unit-floor-plans.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Littlejohn-Commons-unit-floor-plans.pdf https://www.alamedahsg.org/project/parrot-gardens/ https://www.alamedahsg.org/project/parrot-gardens/ https://www.alamedahsg.org/wp-content/uploads/2022/07/Parrot-Village-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Parrot-Village-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Parrot-Village-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Everett-Commons-Unit-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Everett-Commons-Unit-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Everett-Commons-Unit-Plans.pdf https://www.alamedahsg.org/project/scattered-sites/ https://www.alamedahsg.org/project/scattered-sites/ https://www.alamedahsg.org/project/scattered-sites/ https://www.alamedahsg.org/project/scattered-sites/ https://www.alamedahsg.org/wp-content/uploads/2023/01/Rosefield-Unit-Floor-Plans-1-3-BDRM.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Rosefield-Unit-Floor-Plans-1-3-BDRM.pdf https://www.alamedahsg.org/wp-content/uploads/2023/01/Rosefield-Unit-Floor-Plans-1-3-BDRM.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Eagle-Village-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Eagle-Village-Floor-Plans.pdf https://www.alamedahsg.org/wp-content/uploads/2022/07/Eagle-Village-Floor-Plans.pdf

Anne B. Diament 51 450-460 0 1 https://www.alamedahsg.org/wp-content/uploads/2022/07/Anne-B.-Diament-Floor-

Plans.pdf

Anne B. Diament 13 546-550 1 1

Anne B. Diament 1 670 2 1

AHA Standards and Requirements

• The Contractor shall collect, clean and remove all trash and other matter and materials except for hazardous materials, as defined under applicable federal, state, and local laws, in leak-proof containers.

• The trash shall be deposited at the trash collections required by AHA. The Contractor shall also engage in “green” janitorial practices, complying with state regulations.

• Billing: Timely, accurate billing is expected, separated by property/project. Billing should include a statement of any past due amounts. Vendor must be paid through EFT or ACH.

• Insurance: See insurance requirements in Exhibit C-Insurance Requirements.

Vendor shall submit proof of insurance annually and must include AHA and its affiliated entities as additionally insured.

• Subcontractors: Use of sub-contractors must be pre-approved by AHA. Consultant shall include all sub-contractors as insureds under its policies or shall furnish separate insurance certificates and endorsements for each sub-contractor in a manner and in such time as to permit AHA to approve them before sub-contractors’ work begins. All coverages for sub-contractors shall be subject to all of the requirements stated above.

• Prevailing Wages: The Contractor agrees to abide by all applicable provisions of the California Prevailing Wage Laws. Please note that routine janitorial cleaning is generally exempt from prevailing wages. However, non-routine/ deep cleaning tied to construction or rehab may trigger prevailing wage. Prevailing wage requirements shall apply where legally required. The Contractor is responsible for determining applicability based on the nature of the work and the funding source.

FEE SCHEDULE

For the quote submission, please submit the cost via Cleaning and Carpet Steaming Services Cost Proposal Template under Bonfire Files. If there are additional or optional services, please indicate details in the Cost Proposal.

PROPOSAL SUBMISSION

https://www.alamedahsg.org/wp-content/uploads/2022/07/Anne-B.-Diament-Floor-Plans.pdf

Please provide your company’s qualifications and experience information. Please also complete the below questions as part of the Proposal Submission:

1. Please describe your set up process and estimated time for providing unit cleaning and carpet cleaning services.

2. Please provide a full list of services your company will cover as related to the scope of service in this RFP.

3. Please provide at least three (3) references from other businesses.

CONTRACT

The Housing Authority’s standard professional services contract will be used. Please see Attachment A for reference for the sample agreement. Please review Attachment C for Insurance requirements. Changes must be requested at the time of proposal submission so you are advised to review the contract and insurance attached.

RFP DEADLINES

Virtual Bidder’s Conference (Optional): August 5, 2026 at 10:30 AM PST. Please see Bonfire RFP details for the video link.

Questions Due: If you have any questions regarding this process or would like additional information, please submit questions in written format, and no later than 4 p.m. on August 7, 2026, via the Bonfire platform. Responses will be posted within 3 business days following the questions deadline.

Proposal Deadline: Proposals will be accepted by Bonfire until 4:00 p.m. August 17, 2026. Vendors are responsible for ensuring that quotes are received on time. AHA does not afford a vendor an opportunity for re-submission of their proposals after the due date. Quotes received after the due date and time will be rejected without consideration. Quotes shall be submitted via Bonfire at https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities. For any technical difficulties, please contact support.procurement@eunasolutions.com.

SUBMISSIONS

Cover Letter & Confirmation of Documents: Please complete the cover letter with your contact and company information. Please also provide a contact number for your company and/or the manager of the company. The cover letter is available under files.

Please also confirm you have the insurance and workers compensation coverage required in the contract. This will be collected after an award is made. Please also confirm that you agree to the terms and conditions outlined in the sample agreement.

https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities mailto:support.procurement@eunasolutions.com

Proposal Submission: Please provide qualifications and scope of work related to the project and answer the requested questions.

Bid Table: Pease submit the cost via Cleaning and Carpet Steaming Services Cost Proposal.

Conflict of Interest: Please complete the vendor conflict of interest form at https://form.alamedahsg.org/Forms/A4Gpo prior to submitting bid.

ATTACHMENTS

• Attachment A: Standard AHA Contract (For Reference Purposes)

• Attachment B: Cover Letter & Confirmation of Documents

• Attachment C: Insurance Requirements https://form.alamedahsg.org/Forms/A4Gpo