How to Write an RFP for Commercial Cleaning Services: A Property Manager’s Template
A well-written Request for Proposal (RFP) is the foundation of a successful cleaning contract. It sets clear expectations, attracts qualified bidders, and makes comparing proposals straightforward.
This guide walks you through every section of a commercial cleaning RFP, with a template you can adapt for your properties.
Why Bother With a Formal RFP?
Many property managers skip the formal RFP process and rely on a few phone quotes. A formal RFP forces vendors to compete on scope and quality, creates a written record, and demonstrates due diligence.
Scope of Work
This is where most RFPs fail. For a detailed breakdown, see our guide on what’s included in full-service janitorial.
Break tasks down by frequency: nightly trash removal and restroom sanitation, weekly spot cleaning, monthly deep cleaning, quarterly carpet shampooing and floor maintenance, annual full building deep cleaning.
Facility-Specific Requirements
RBM Building Services has experience across all facility types. See the full list of facilities we service.
Pricing Schedule
Standard full-service janitorial averages $0.10 to $0.35/sq ft/month. For detailed pricing, read our commercial cleaning cost guide.
Frequently Asked Questions
How long should a commercial cleaning RFP be?
Typically 5-10 pages.
How many vendors should I invite?
3-5 qualified vendors is ideal.
What’s the typical timeline?
Allow 3-4 weeks from RFP issuance to award.
About RBM Building Services
Founded in 1974, RBM Building Services has been providing commercial cleaning and building maintenance for over 50 years. We also offer floor recoating, carpet cleaning, window washing, and pressure washing.
Call 800.403.3564 or visit our contact page.
How to Evaluate Vendor Responses
Once RFPs come back, the evaluation process begins. Create a scoring matrix that weights each category: price (30%), experience with similar facilities (25%), staffing and training quality (20%), insurance and compliance (10%), references (10%), and green cleaning program (5%). This systematic approach removes bias and makes the final decision defensible to building owners and stakeholders.
Schedule interviews with the top 2-3 vendors. Ask about their quality control processes, how they handle complaints, their staff turnover rates, and whether they offer digital inspection reporting. A vendor who cannot clearly articulate their quality assurance process will likely deliver inconsistent results.
Common RFP Mistakes to Avoid
Even experienced property managers make these mistakes when writing RFPs for commercial cleaning services:
1. Being too vague. “Clean the offices” means different things to different vendors. Specify exact tasks, frequencies, and quality standards for every area of the building.
2. Not requiring a site walk-through. Vendors who bid without seeing your property will either overprice (to cover unknowns) or underprice (missing key requirements). Mandatory walk-throughs ensure fair, accurate bids.
3. Focusing only on price. The lowest bid is rarely the best value. A thorough RFP evaluation considers experience, staffing quality, and compliance alongside cost.
4. Skipping reference checks. Every vendor can provide references. Call them. Ask about reliability, communication, responsiveness to issues, and whether they would hire the vendor again.
5. Not defining the contract term and renewal process. Specify the initial term (typically 1 year), renewal options, and termination clauses upfront.
Green Cleaning Requirements in Your RFP
More building owners and tenants are prioritizing sustainability. If your property is pursuing LEED, BOMA 360, or other green building certifications, include green cleaning requirements in your RFP. Specify that vendors must use EPA Safer Choice certified products, microfiber cleaning cloths, HEPA-filtered vacuums, and low-flow cleaning equipment. Green cleaning programs can contribute to LEED credits in the IEQ (Indoor Environmental Quality) category.
For more on sustainable options, see our green commercial cleaning services.
Additional FAQs
Should I include cleaning supplies in the RFP scope or ask vendors to price separately?
Most property managers prefer all-inclusive pricing where the vendor provides all labor, supplies, and equipment. This simplifies budgeting and ensures the vendor uses professional-grade products.
How do I handle multi-site properties in an RFP?
List each property separately with its own square footage, facility type, and cleaning requirements. You can ask vendors to price each site individually or offer a portfolio discount.
What insurance requirements should I include for a cleaning RFP?
At minimum: general liability ($2M/$4M), workers’ compensation (statutory), employer’s liability ($1M), and bonding ($100K). Require the vendor to name your company as an additional insured.
