How to Write a Janitorial RFP

June 28, 2022

A common disconnect between a janitorial contractor and client is not having clear expectations established in the quoting process. This results in receiving bids from each cleaning company that are not apples to apples, and a buyer can’t reliably determine what they are receiving for their cleaning dollars. This problem can be fixed by creating an effective RFP. A problem is that many people are not sure how to write a successful janitorial RFP that will give them the best possible responses.

What is a Janitorial RFP

RFP is an acronym meaning “Request for Proposal.” They are what a facilities or property manager would use to solicit pricing from potential janitorial service providers. The purpose of an RFP is to help potential service providers better understand the needs of your facility so that they can provide you with an accurate proposal. RFPs are especially useful for medium/larger properties because larger facilities have more varying factors that can drastically influence the time and costs needed to clean them. By providing more information to potential bidders, you reduce variables and guessing.

The Problem with Writing Janitorial RFPs

A common difficulty is that writers of janitorial RFPs don’t include enough information about their property for responders to understand their needs well. Subpar janitorial RFPs often don’t contain enough information about the facility for the contractor to give an accurate price. Too much guessing means a wide range in pricing and creates either quality or overspending risks for both the contractor and the customer. A subpar janitorial RFP often doesn’t require a response that shows exactly what you would be getting for your money. When an RFP doesn’t require more information than just a monthly or per square foot price, the facility or property manager has no way of knowing what each contractor is proposing to give them for their money. How many people will be onsite each day/night? How many total man hours does the contractor estimate are necessary? Will there be onsite supervision, and if so, how much? How much will the contractor pay their people? The answers to these questions are really important when trying to compare two contractors who have provided close pricing but may be planning to provide vastly different levels of quality once the contract is signed.

How to Write a Janitorial RFP

A successful janitorial RFP includes as much information on the facility as possible. This includes: total square footage, cleanable square footage, floor plans, number/size of restrooms, number of occupants, days/hours of occupancy, holiday hours, trash/recycling program information, number of man-hours it currently takes to clean, challenges they are currently experiencing with cleaning, current challenges you are facing, special access/security/elevator requirements, and any recommended specialty equipment/machinery.

Another characteristic of a successful janitorial RFP is the requirement of the contractor to provide a full budget. This includes: Average pay/hours for cleaners, average pay/hours for supervision, labor burden, general/administrative cost, equipment list and costs, supplies costs, profit, total man hours per cleaning, and average square feet per person per hour cleaned (average cleaning speed). A successful janitorial RFP also includes an outline of their quality control process and overall management structure.

Are you considering soliciting proposals for janitorial services at your property? Contact us today to receive free customizable templates for janitorial services RFPs!

OnPoint Building Services is a locally owned, full service janitorial company serving southeastern Virginia. With deep roots in the commercial building service contractor industry, OnPoint understands that clients deserve consistent service and reliable communication from their service providers—and that challenge excites us. Looking for a job? Click here! Looking for an estimate? Click here!