Commercial Cleaning RFP Template

 

Commercial Cleaning RFP (Request for Proposal) Template: Simplified Guide

A Request for Proposal (RFP) for commercial cleaning services is a formal document detailing your facility's cleaning requirements, allowing multiple cleaning companies to submit competitive bids. This standardized process helps you find the best service provider while ensuring transparency.

COMMERCIAL CLEANING RFP TEMPLATE

Section 1: Cover Page

REQUEST FOR PROPOSAL (RFP)
Commercial Cleaning Services

• RFP Number: [Insert Number]

• Issuance Date: [Date]

• Submission Deadline: [Date & Time]

• Company: [Your Company Name & Address]

• Contact: [Name, Email, Phone]

Section 2: Company Background

Basic Information:

• Company Name: [Full Legal Name]

• Industry: [Office, Healthcare, Manufacturing, etc.]

• Facility Size: [Square footage, number of floors]

• Employees: [Total staff count]

Special Requirements:

• Security needs

• Operating hours

• Access restrictions

• Sustainability goals

Purpose:
State why you're seeking cleaning services (inadequate current service, new facility, contract renewal, cost reduction, or green cleaning focus).

Section 3: Facility Details

Facility Attribute	Details
Total Square Footage	[e.g., 50,000 sq ft]
Building Type	[Office, Healthcare, etc.]
Number of Floors	[e.g., 3]
Restrooms	[e.g., 12]
Workstations	[e.g., 200]
Break Rooms	[e.g., 4]
Floor Types	[Carpet, tile, vinyl, etc.]

Cleaning Goals:

• Address current problems (inadequate sanitation, carpet issues, dust)

• High-traffic zone priorities

• Green cleaning requirements (Green Seal, EPA Safer Choice)

Section 4: Scope of Work

Service Schedule:

• Daily: [Monday–Friday/Weekend/24/7]

• Preferred Hours: [e.g., 6 PM–10 PM]

• Start Date: [MM/DD/YYYY]

Frequency Requirements:

Task	Frequency
Restrooms	Daily (multiple times)
Vacuuming	Daily
Dust Mopping	Daily
Carpet Spot Cleaning	Weekly
Window Cleaning	Monthly
Floor Strip & Seal	Quarterly
Carpet Shampoo	Annually

Daily Services:

• Empty trash, replace liners

• Vacuum carpets, mop hard floors

• Sanitize restrooms (toilets, sinks, mirrors)

• Clean break room surfaces

• Dust furniture, wipe high-touch surfaces

• Restock restroom supplies

Weekly/Monthly/Quarterly:

• Clean windows, light fixtures, vents

• High dusting, elevator cleaning

• Strip/seal floors, deep carpet cleaning

Supplies & Equipment:

• Cleaning Service Provides: Chemicals, vacuums, mops, trash bags, PPE

• You Provide: [Trash bags, toilet paper, soap, storage closet, access]

Green Cleaning: (if required)

• Green Seal-certified products (GS-37, GS-40)

• HEPA-filter vacuums

• Microfiber materials

Section 5: Contract Terms

• Initial Term: [12/24/36 months]

• Start Date: [MM/DD/YYYY]

• End Date: [MM/DD/YYYY]

• Renewal Options: [e.g., Two 12-month options]

• Renewal Notice: [90 days prior]

Performance Requirements for Renewal:

• Satisfaction score [90%+]

• Maximum [X] complaints per quarter

• Adherence to safety standards

Section 6: Required Compliance & Certifications

Must Have:

• OSHA 10-Hour Training certification

• Hazard Communication Program (SDS for all chemicals)

• Workers' compensation insurance

• General liability insurance ($[X] minimum)

• State janitorial licensing

• Bloodborne Pathogens compliance (if healthcare)

Preferred:

• CIMS or CIMS-GB certification

• GBAC STAR™ Accreditation

• Green Seal GS-42 certification

• ISO 14001

Section 7: Pricing Requirements

Required Cost Breakdown:

Cost Category	Details Required
Base Monthly Fee	Total monthly cost
Per Sq Ft Rate	Cost per square foot
Per Restroom Rate	Cost per restroom
Additional Services	Line-item costs
Supplies	Monthly supply cost
Overtime Rates	Emergency service fees

Requirements:

• No hidden fees

• All costs itemized

• Fixed pricing for contract term

Payment Terms:

• Frequency: [Monthly/Bi-weekly]

• Due Date: [Net 30/Net 15]

• Method: [Check, Electronic Transfer]

Section 8: Evaluation Criteria

Factor	Weight	What We're Looking For
Total Cost	30%	Competitive, transparent pricing
Experience	25%	Years in business, industry expertise
Scope Compliance	20%	Meeting all services/frequencies
References	15%	Client satisfaction scores
Certifications	10%	OSHA, CIMS, insurance coverage

Section 9: Required Information from Cleaning Companies

Each vendor must provide:

1. Company Qualifications: Years experience, employees, specialties

2. Service Plan: Staffing (cleaners, supervisors), quality assurance

3. Credentials: Certifications, insurance certificates, licensing

4. Pricing: Complete fee breakdown for all services

5. References: 3 current clients (similar facility type) with contact info

6. Staffing: Background checks, training program, turnover rate

7. Quality Assurance: Inspection procedures, complaint resolution

Section 10: Submission Requirements

Format:

• File Type: [PDF/Word]

• Page Limit: [Max 25 pages]

• Delivery: [Email/Online portal/Hard copy]

Required Documents:

• Completed RFP response form

• Company profile

• Detailed scope of work

• Pricing breakdown

• Certifications & insurance

• 3 client references

• Sample cleaning schedule

• Emergency response plan

Timeline:

Milestone	Date
RFP Issued	[MM/DD/YYYY]
Questions Deadline	[MM/DD/YYYY]
Submission Deadline	[MM/DD/YYYY, 5:00 PM]
Semi-Finalist Selection	[MM/DD/YYYY]
Finalist Interviews	[MM/DD/YYYY]
Contract Award	[MM/DD/YYYY]
Service Start	[MM/DD/YYYY]

Late submissions will not be accepted.

Section 11: Contact Information

Primary Contact:

• Name: [Full Name]

• Title: [Job Title]

• Email: [Email Address]

• Phone: [Phone Number]

Emergency Contact (24/7):

• Name: [Name]

• Phone: [Phone Number]

Cleaning Company Must Provide Primary Contact:

• Name, Title, Email, Phone, 24/7 Emergency Contact

Section 12: Terms & Conditions

Legal Requirements:

• Confidentiality agreement

• Insurance: [$X] liability, [$X] workers' comp

• Indemnification for damages

• Termination: [30/60/90]-day notice

• Background checks for all employees

Cancellation:

• Fee: [$X or X% of monthly contract]

• Notice: [30 days written]

QUICK CHECKLIST

Before distributing your RFP:

✅ Complete all company/facility information
✅ Define scope with frequencies
✅ Specify supplies/equipment responsibilities
✅ Set contract term and renewal options
✅ List required certifications
✅ Define pricing format
✅ Establish evaluation criteria
✅ Provide contact information
✅ Set clear submission deadline

POST-RFP Process

1. Send to 5–10 qualified vendors

2. Track responses by deadline

3. Compare proposals using evaluation criteria

4. Invite 3–5 semi-finalists for walkthroughs

5. Interview 2–3 finalists

6. Check all references

7. Negotiate final contract

8. Notify all bidders of outcome

Key Benefits

Benefit	Description
Standardized Comparison	All vendors respond to same requirements
Clear Expectations	Prevents misunderstandings
Cost Transparency	Prevents hidden fees
Compliance	Ensures regulatory requirements met
Quality Focus	Prioritizes quality over lowest price

This simplified RFP template ensures you receive detailed, comparable proposals from qualified commercial cleaning providers while protecting your facility's interests.