How To Write An RFP For Janitorial Services

 

How To Write An RFP For Janitorial Services: Quick Guide

A Request for Proposal (RFP) for janitorial services is a document detailing your facility's cleaning needs and asking qualified contractors to submit comprehensive service plans. The best RFPs are detailed but focused on information for accurate quotes.

9 Essential Sections

1. Overview & Background

Include:

  • Company name, address, industry (office, medical, school)

  • Brief history and organizational objectives

  • Special needs (eco-friendly supplies, recycling, sustainability)

  • Submission deadline (date, time, format, method)

2. Cleaning Goals

Specify:

  • Cleaning frequency (daily, weekly, monthly)

  • Preferred products (eco-friendly, disinfecting)

  • High-priority areas

  • Property details:

3. Scope of Work

Define:

  • Service days and times (evening/day janitorial, day porter)

  • Inclusions/exclusions (chemicals, supplies, equipment)

  • Consumables (toilet tissue, soap, hand towels, trash liners)

  • Restorative work (strip/wax, scrub/recoat, carpet cleaning)

  • Security/uniform requirements

4. Industry Standards

Describe regulatory requirements:

  • Healthcare, school, food service, or manufacturing standards

5. Payment Schedule

Include:

  • Payment method and billing cycle

  • Total monthly price + sales tax

  • Bid worksheet with cost breakdown (staffing, supplies, overhead, profit)

6. Additional Services

List:

  • Carpet cleaning, window washing, floor stripping/waxing

  • Emergency response cleaning

7. Evaluation Criteria

Request:

  • Years of experience & qualifications

  • Detailed service plan

  • Certifications (IICRC, ISSA, LEED)

  • Client references from similar facilities

  • Performance monitoring: Monthly inspections, quality audits

8. Points of Contact

Provide:

  • Primary contact name, email, phone

  • Property tour dates & Q&A instructions

  • Submission requirements (due date, method, format)

9. Contract Terms

Include:

  • Contract length & renewal options

  • Cancellation policy & termination terms

  • Insurance requirements (minimum coverage)

  • Sample agreement for bidder review

Best Practices

TipWhy
Update template with current facility infoOld RFPs contain outdated data 
Avoid vague language ("as needed," "spot clean")Creates ambiguity 
Specify square feet by floor typeDifferent flooring needs different equipment 
Build around actual business problemsProfessionals present solutions 
Use RFP after identifying promising companiesNot for first qualification

Final Steps

  1. Allow time for responses

  2. Evaluate and compare bids carefully

  3. Thin list BEFORE facility walkthroughs

  4. Choose partner that best meets needs

Bottom Line

A well-written RFP ensures all bidders follow the same process, makes comparison easy, and helps select the right janitorial service. Be detailed about facility needs, focus on accurate quote information, and evaluate bids carefully.

Location: 17 N State St, Lindon, UT 84042, USA

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