When choosing a janitorial services company, businesses typically issue a Janitorial Request for Proposal (RFP). An RFP outlines the exact cleaning services you need for your business and allows qualified vendors to respond with their proposals to demonstrate how they will meet your requirements. This makes it easier to evaluate options and choose the most suitable partner within your budget.
The commercial cleaning professionals at ServiceMaster Clean have created the following guide to help your company draft a Janitorial RFP.
What Is a Janitorial RFP?
A Janitorial RFP details the specifications your company will send to multiple commercial cleaning service vendors to request proposals for janitorial services. Recipients are given a deadline to respond with their processes, costs, and service descriptions. Your company can then evaluate the responses and select the best option.
This process ensures your prospective janitorial services company will understand your requirements prior to bidding and allow them to present their credentials and pricing.
Why Create a Janitorial RFP?
Every commercial facility has different needs based on schedule, size, layout, traffic patterns and any special requirements. A thorough proposal that includes as much information as possible ensures you will receive accurate bids and services that are aligned with your company’s expectations and goals.
How to Write an RFP
Your Janitorial RFP should clearly reflect your goals and requirements. A detailed, organized approach improves the quality of responses and ultimately builds a stronger working relationship. Use these helpful tips from the experts at ServiceMaster Clean to create an effective Janitorial RFP, and to help ensure an ideal outcome for your business:
1. Overview and Background of Your Company
Introduce your company’s objectives and submission requirements for the RFP, and include:
Basic Information: Your company’s name, address, industry, and a brief background of your organization to help match you with a cleaning service that can fulfill your exact requirements.
Special Considerations: List any unique needs such as specialized tools, equipment, environmentally friendly cleaning supplies, or recycling services.
Submission Deadline: Clearly indicate the deadline and required format for proposals.
Write an introduction that outlines your RFP objectives and submission requirements.
2. Your Company’s Cleaning Goals
Explain the outcome your business expects from your janitorial cleaning service, including:
Cleaning Frequency: How often do you need your facility cleaned? Daily, weekly, monthly?
Preferred Cleaning Products: What type of cleaning products would you like the service to use. Include any preferences for eco-friendly or disinfecting supplies.
What Areas Need to Be Cleaned: Identify high-priority areas and provide details such as square footage, flooring types and finishes, and number of restrooms.
3. Scope of Work
Provide details and clarify expectations about the following:
Scheduling: Preferred cleaning times (e.g., during business hours, after hours, or alternating days). Request a work schedule that fits with your company’s needs.
Supplies: Indicate what supplies you expect the cleaning service to provide, and which ones will be offered by your company. Consider items such as cleaning carts, vacuums, maintenance products and equipment, such as floor waxing machines. Also list any consumable products such as paper goods or sanitary napkins that the bidding company will be expected to supply.
Contract Term: Specify the precise contract length and any renewal options you will provide if you are satisfied with their work.
4. Industry Standards
Some businesses may require specialized cleaning services that meet industry standards. If your business must comply with regulatory or industry-specific requirements, describe them here.
5. Payment Schedule
Outline how and when payments will be made to the service provider.
6. Additional Services
At times, your business may require add-on services such as commercial carpet cleaning, upholstery cleaning, window washing and other project-based services. Discuss the circumstances around any additional services you may require.
7. Evaluation Criteria
Explain how the responses from the bidding companies will be evaluated. Request each one to provide you with the following information:
- Years of experience and qualifications
- Service plans
- Unique credentials and certifications
- Proposed fees for additional services
- References
You may also wish to outline how the service company’s performance will be monitored—for example, through monthly inspections.
8. Points of Contact
In most instances, the person who writes the Janitorial RFP will be the primary point of contact for companies that respond to the proposal. If there are other team members involved, provide the contact information for each person, and include each contact person's title, email address, and phone number.
Why Details Matter
The more clearly you describe your business’s cleaning challenges, the better positioned you will be to receive targeted solutions. A detailed RFP allows you to evaluate multiple providers and to review their ideas and proposed solutions. In this way, you are more likely to find and build a partnership with the cleaning company most suitable for your business.
After You Issue the RFP
Once your RFP has been sent, allow time for responses. When bids arrive, evaluate and compare them carefully to choose the cleaning partner that best meets your needs.
If you’re a business owner or facility manager seeking janitorial services, ServiceMaster Clean brings over 70 years of experience in the janitorial services sector. We deliver commercial cleaning solutions based on the highest standards of excellence. Your facility reflects your professional reputation, and we are committed to maintaining it with flexible, convenient, and reliable service. We will create a fully customizable janitorial services program for your company—designed to exceed your expectations.