How To Write An RFP For Janitorial Services
Opening Summary
How to write an RFP for janitorial services involves creating a structured procurement document that details your facility’s cleaning needs, scope of work, service requirements, evaluation criteria, and contract terms to request proposals from qualified cleaning vendors. An RFP (Request for Proposal) matters because it ensures you receive comprehensive, comparable bids from vendors who understand your exact requirements, reducing the risk of mismatched expectations, hidden fees, or poor service quality that can cost 15–30% more.
The most important takeaway: include a detailed scope of work with specific tasks, frequencies, and areas—vague language like “as needed” leads to disagreements and missed tasks.
This article explains the 8 essential sections of a janitorial RFP, provides step-by-step guidance, shows real-world examples, identifies common mistakes, and helps you avoid pitfalls. You’ll learn how to define property details, specify cleaning standards, establish evaluation criteria, request bid worksheets, and set timelines. Whether you’re a small business owner hiring your first janitorial service or a facility director managing multiple buildings, expert guidance ensures you select reliable, high-quality cleaning without overspending.
What Is an RFP for Janitorial Services and How Does It Work?
An RFP (Request for Proposal) for janitorial services is a formal written document that details your facility’s specific cleaning needs and asks qualified contractors to submit comprehensive plans on how they propose to meet those requirements, including processes, costs, and service descriptions.
Key roles involved:
| Role | Responsibility |
|---|---|
| Facility Manager (Issuer) | Writes RFP, defines requirements, evaluates bids, selects vendor |
| Cleaning Company (Bidder) | Responds to RFP, provides proposal with pricing and service plan |
| Evaluation Committee | Reviews proposals, scores vendors, makes selection decision |
Governing rules and industry standards:
- ISSA CIMS: Cleaning Industry Management Standard for prequalifying contractors
- OSHA: Workplace safety, chemical handling requirements
- EPA: Environmental compliance, EPA-registered disinfectants
- Federal Requirements: SAM registration, bonding for government contracts[
Common RFP types:
- Commercial Office RFP: Standard office cleaning—trash, vacuuming, restrooms
- Medical Facility RFP: Heightened disinfection, environmental cleaning, hazard waste
- Multi-Site RFP: Multiple locations with varied requirements
- Government Janitorial RFP: Federal RFPs with SAM registration, bonding requirements
General RFP process flow:
- Define background: Company overview, objectives, submission requirements
- Specify cleaning goals: Frequency, products, priority areas, square footage
- Detail scope of work: Tasks, frequencies, areas, supplies, contract term
- Set requirements: Industry standards, payment schedule, additional services
- Establish evaluation criteria: Experience, service plans, credentials, pricing, references
- Provide contact info: Point of contact, submission deadline, Q&A instructions
- Send RFP to vendors: Distribute to cleaning companies in your area
- Evaluate and select: Compare bids, choose best option
What’s included vs. not included:
| RFP Typically Includes | RFP Typically Doesn’t Include |
|---|---|
| Property description, square footage, restrooms | Vendor pricing (included in their response) |
| Task specifications and frequencies | Contract terms (sample agreement included) |
| Evaluation criteria and submission deadline | Legal negotiation (handled after selection) |
Real-world example: A 25,000 sq. ft. medical office needs daily cleaning with restrooms (6 rooms with 12 fixtures), high-touch disinfection, and eco-friendly products. The RFP specifies daily service at 4 PM, requires $1M liability insurance, Sets 8-week bid timeline, and evaluates based on CIMS certification, pricing, and references.
8 Essential Sections of a Janitorial RFP
Section 1: Overview and Background of Your Company
What it is: Introduction to your company’s objectives, history, industry, and RFP submission requirements.
Why it matters: Vendors need to understand your organization to match capabilities with your requirements. Clear objectives ensure bidders know what you expect.
Real-world consequence: Without background info, vendors can’t assess if they can fulfill your needs. A company without medical cleaning experience might bid on a hospital RFP, resulting in poor service.
How to write it:
- Basic Information: Company name, address, industry, organizational background
- Special Considerations: Unique needs like eco-friendly supplies, recycling, specialized equipment
- Submission Deadline: Clear deadline and required format for proposals
- Objectives: Outline RFP goals and what you’re seeking
Include a brief company history and vision to help match with suitable cleaning services.
Section 2: Your Company’s Cleaning Goals
What it is: Detailed explanation of outcomes your business expects from janitorial service, including frequency, products, and priority areas.
Why it matters: Clear goals help vendors propose solutions that address your specific problems. Vague goals lead to mismatched expectations.
Real-world consequence: Without specifying “daily cleaning with high-touch disinfection,” vendors might propose weekly service with standard cleaning. Your facility remains unclean for sensitive operations.
How to write it:
- Cleaning Frequency: Daily, weekly, monthly? Specify exact days/times
- Preferred Products: Eco-friendly? Disinfecting? Specify types
- Priority Areas: High-priority zones with square footage, flooring types, restroom counts
- Problems to Solve: Request solutions for current issues (odors, missed tasks)
Think about which problems you face and request detailed plans to remedy them.
Section 3: Scope of Work Requirements
What it is: Detailed specifications of cleaning tasks, areas, frequencies, supplies, equipment, and contract terms.
Why it matters: This is the core of your RFP. Vague scope leads to missed tasks and disagreements. Detailed scope ensures both parties understand expectations.
Real-world consequence: A scope saying “clean offices” without specifying rooms means cleaners miss conference rooms. You complain; they say it wasn’t included. Disputes arise.
How to write it:
- Scheduling: Preferred cleaning times (business hours, after hours, alternating days)
- Supplies: What cleaning service provides vs. what you provide (carts, vacuums, chemicals, paper goods)
- Contract Term: Precise length and renewal options
- Specifications Hierarchy: Define Area → Define Fixture/Item → Define Task → Define Frequency
Avoid vague language: Don’t use “as needed,” “as required,” or “spot clean”—specify exact tasks.
Section 4: Industry Standards
What it is: Regulatory or industry-specific cleaning requirements your business must comply with.
Why it matters: Medical facilities need environmental cleaning; schools need health code compliance. Without specifying standards, vendors may not meet requirements.
Real-world consequence: A hospital renting non-environmentally cleaned areas violates OSHA regulations. You face penalties and safety risks.
How to write it:
- Regulatory Requirements: OSHA, EPA, local health department standards
- Industry Certifications: CIMS, GBAC STAR, Green Seal requirements
- Specialized Services: Environmental cleaning, hazard waste, post-construction
- Compliance Documentation: Request proof of certifications and training
If your business must comply with regulatory requirements, describe them explicitly.
Section 5: Payment Schedule and Financial Requirements
What it is: Outline of how and when payments will be made, including billing cycle, payment methods, and cost breakdown requirements.
Why it matters: Clear payment terms prevent billing disputes. Detailed cost breakdowns ensure you understand what’s included.
Real-world consequence: Without specifying “monthly billing with net-30 payment,” vendors might charge weekly or demand upfront payment. Budget becomes unpredictable.
How to write it:
- Payment Method: How payments will be sent (check, credit card, online)
- Billing Cycle: Monthly, quarterly, with specific payment timeframe
- Cost Breakdown: Include staffing, taxes, benefits, supplies, equipment, overhead, profit
- Sample Agreement: Include standard janitorial service agreement for bidders to review
Request a bid worksheet (Excel format) to ensure comprehensive analysis of all proposals.
Section 6: Additional Services and Project-Based Requests
What it is: Description of add-on services like carpet cleaning, upholstery cleaning, window washing, or post-construction cleanup.
Why it matters: These services may be needed but aren’t part of routine janitorial. Specifying circumstances prevents surprise costs.
Real-world consequence: A facility needs post-construction cleanup after renovation. Without specifying in RFP, vendor charges premium add-on rates you didn’t budget
How to write it:
- Service Types: Carpet cleaning, upholstery, window washing, floor waxing
- Authorization: Who authorizes additional service requests and their contact info
- Invoice Requirements: What information to include on separate invoices (supplies, labor time, cost)
- Frequency: When additional services are required (project-based, seasonal)
Discuss circumstances around any additional services you may require.
Section 7: Evaluation Criteria
What it is: Explanation of how vendor responses will be evaluated, including required information and performance monitoring.
Why it matters: Clear criteria ensure fair, objective vendor selection. Vague criteria lead to biased decisions or missing information.
Real-world consequence: Without specifying evaluation criteria, you might select based on price alone, missing quality factors. The cheapest vendor delivers poor service.
How to write it:
- Required Information: Years of experience, qualifications, service plans
- Credentials: Unique certifications (CIMS, GBAC STAR, Green Seal)
- Pricing: Proposed fees for additional services
- References: Three references of similar size and scope
- Performance Monitoring: How service will be monitored (monthly inspections)
Use ISSA CIMS accreditation to prequalify contractors before they submit proposals.
Section 8: Points of Contact and Submission Instructions
What it is: Contact information for RFP inquiries, submission deadlines, and Q&A instructions.
Why it matters: Clear contact info prevents confusion. Submission instructions ensure timely, properly formatted proposals.
Real-world consequence: Without clear Q&A instructions, vendors ask questions at different times, creating inconsistent information. Some get answers others don’t.
How to write it:
- Primary Contact: Name, title, email, phone number
- Timeline: Submission deadline, due time, method of submission
- Q&A Instructions: Due dates, how to submit questions
- Vendor Contact: Request main point of contact from cleaning company
In most instances, the RFP writer is the primary contact for responding companies.
The Real Cost of Writing an RFP Wrong
Financial costs: Poor RFPs lead to vague bids, hidden fees, or mismatched vendors. The cheapest contract often costs 15–30% more due to inadequate scope. Bloated pricing or incomplete bids waste budget.
Time costs: Re-drafting RFPs, re-bidding, and managing disputes takes 2–4 weeks per incident.
Emotional costs: Inconsistent cleaning frustrates employees and customers. Poor cleanliness damages morale.
Long-term consequences: Skipping detailed scope leads to missed tasks, disputes, or contract termination.
Most costs are avoidable: A thorough RFP—detailed scope, clear requirements, objective evaluation—prevents 80%+ of problems.
How an Experienced Professional Helps You Write an RFP
An experienced commercial cleaning professional provides:
- Guidance through every step: From defining requirements to evaluating bids to contract negotiation
- Proper specification: Accurate scope, frequency planning, service prioritization
- Risk management: Ensuring compliance, verifying vendor credentials, planning contingencies
- Bid comparison: Reviewing line by line, identifying hidden fees, comparing value
- Compliance: Ensuring vendors meet OSHA, EPA regulations
RFP Writing Strategies
Strategy 1: Comprehensive RFP (All 8 Sections)
How it works: Includes all sections with detailed specifications and bid worksheets.
When appropriate: Initial procurement, major facilities, government contracts.
Limitations: Time-intensive to write, but prevents major mistakes.
Strategy 2: Minimal RFP (Essential Only)
How it works: Covers scope, pricing requirements, evaluation criteria, contact info.
When appropriate: Small businesses, short-term needs.
Limitations: May miss important protections.
Strategy 3: Government RFP (Federal Requirements)
How it works: Includes SAM registration, bonding, insurance, certifications, standardized cost sheets.
When appropriate: Federal agencies, government buildings.
Limitations: Fewer vendors qualify, but higher standards.
What to Do If You Are Currently Writing an RFP
Step-by-step checklist:
- Define company background: Name, address, industry, objectives
- Identify cleaning goals: Frequency, products, priority areas
- Detail scope of work: Tasks, frequencies, areas, supplies
- Specify industry standards: Regulatory requirements, certifications
- Set payment schedule: Billing cycle, cost breakdown requirements
- List additional services: Carpet, window washing, post-construction
- Establish evaluation criteria: Experience, credentials, pricing, references
- Provide contact info: Name, email, phone, deadline, Q&A instructions
- Create bid worksheet: Excel format for comprehensive pricing analysis
- Include sample agreement: Standard janitorial service agreement
Common Mistakes People Make When Writing an RFP
- Vague scope language: “As needed” leads to missed tasks and disputes
- Missing property details: No square footage, restroom counts
- No bid worksheet: Incomplete pricing analysis
- Omitting industry standards: Vendors don’t meet requirements
- No evaluation criteria: Biased vendor selection
- Missing contact info: Confusion about questions/submissions
- Incomplete supply specification: Unclear who provides what
- No timeline: Vendors submit late or improperly
Frequently Asked Questions
What is an RFP for janitorial services?
Formal document detailing facility cleaning needs and asking vendors to submit proposals with processes, costs, and service descriptions.
Why do I need an RFP?
Ensures comparable bids, reduces mismatched expectations, hidden fees, and poor service.
What are the 8 essential RFP sections?
Background, cleaning goals, scope of work, industry standards, payment schedule, additional services, evaluation criteria, contact info.
How detailed should scope of work be?
Very detailed—define area, fixture/item, task, frequency. Avoid “as needed” language.
What should I include in property description?
Property name, address, type, total square footage, restrooms with fixture counts, floor finishes.
What is a bid worksheet?
Excel format document for vendors to provide comprehensive pricing breakdown including staffing, taxes, supplies, equipment, overhead.
How long should RFP timeline be?
Typically 6–8 weeks from distribution to deadline.
What evaluation criteria should I use?
Experience, service plans, certifications (CIMS, GBAC STAR), pricing, references.
Should I require CIMS certification?
Yes—use ISSA CIMS to prequalify contractors before they submit.
What insurance is required?
Minimum $1M general liability, workers’ compensation for all employees.
How do I specify cleaning frequency?
Daily, weekly, monthly with exact days/times.
What if I need eco-friendly products?
Include in preferred products section; specify Green Seal or similar.
What is scope hierarchy?
Define Area → Define Fixture/Item → Define Task → Define Frequency.
Should I include sample contract?
Yes—include standard janitorial service agreement for bidders to review.
How do I evaluate pricing?
Use bid worksheet to compare staffing, taxes, benefits, supplies, equipment, overhead, profit.
What additional services to include?
Carpet cleaning, upholstery, window washing, floor waxing, post-construction.
How do I authorize additional services?
Specify authorized person and their contact info.
What if vendor doesn’t meet standards?
Disqualify—use CIMS or other certifications to prequalify.
How many vendors should I invite?
At least 3–5 qualified vendors for comparable bids.
What if proposal is vague?
Request clarification before evaluation; reject if still vague.
How do I monitor performance?
Monthly inspections, regular reviews, established metrics.
Can I change scope after contract?
Yes—but requires contract amendment and pricing adjustment.
What if vendor is new?
Require references and proof of capability; may disqualify.
Should I require bonding?
Yes—for government contracts or high-value facilities.
What’s the most important section?
Scope of work—detailed specifications prevent disputes.
Key Rules, Laws, and Standards
- ISSA CIMS: Cleaning Industry Management Standard for prequalifying contractors
- OSHA: Workplace safety, chemical handling requirements
- EPA: Environmental compliance, EPA-registered disinfectants
- Federal Requirements: SAM registration, bonding for government contracts
- State Licensing: Most states require commercial cleaning licenses
Conclusion
How to write an RFP for janitorial services requires 8 essential sections: company background, cleaning goals, detailed scope of work, industry standards, payment schedule, additional services, evaluation criteria, and contact information. The scope of work is the most critical—include specific tasks, frequencies, and areas, avoiding vague language like “as needed”.
Include a bid worksheet (Excel format) for comprehensive pricing analysis, require CIMS certification to prequalify vendors, and set clear evaluation criteria focused on value—not just price.
Most mistakes—vague scope, missing property details, no bid worksheet—are avoidable with thorough RFP writing.
Ready to write a comprehensive janitorial RFP? Contact RBM Services for guidance on defining requirements, creating detailed scope, requesting bid worksheets, and evaluating vendor proposals. Our experienced team helps businesses select reliable cleaning partners that deliver consistent quality and value.
Disclaimer: This article provides general guidance on writing janitorial RFPs. Requirements vary by location and facility type. Consult qualified professionals and verify all credentials before signing contracts.