What is RFP or Request for Proposal?
Requests for proposals, or RFPs, are issued by businesses for various services including cleaning or janitorial services. RFPs are intended to be a flexible tool that allows you to compare a variety of janitorial or cleaning service providers and find the best contractor for your facility. As they say, “the better the RFP, the more likely you are to find the commercial cleaning company that will able to appreciate and provide the services your facility needs and the best value.” Making an RFP can be a difficult task. It takes a significant amount of time on your part to read and sift through so much information about your company and the responses. Here is an outline of something to think about when writing a janitorial service RFP.
How to write a commercial cleaning RFP
Good RFPs will lead to more opportunities and, as a result, a stronger working relationship with the cleaning service you choose. Use these RFP tips to ensure a successful cleaning partnership for your business.
1. Make a quick overview of your Company’s History and Background – To prospective cleaning services, offer a brief overview of your company’s past and background. Introduce yourself and explain why you’re writing the janitorial RFP. RFPs generally include the essential information about your company such as the field of business you are running, size of the building, number of employees, the address of your company, etc.,
2. Elaborate with details the Company’s Cleaning Objectives/Goals – Let the cleaning services know what your objectives and goals are. You can consider listing the issues and problems of your company and ask the cleaning companies how they can resolve and answer them with comprehensive plans.
You can provide the following information for your RFP:
- How Much Should Your Facility Be Cleaned? Is it daily basis? Every week? or Monthly?
- Which cleaning products do you want the cleaning service to use?
- What problems have you run into with cleaning companies?
- What are your top priorities when it comes to cleaning?
3. Make a list of details about the requirements of the cleaning of your business – Consider the following information when detailing the specifics of your scope of work:
- Give specifics about your preferred work schedule (work hours, frequency)
- Specify which supplies the cleaning service should provide, which you will provide, and if you have a preference on the type.
- Terms and Conditions – Send the cleaning service any renewal options you’ll give them if you’re satisfied with their work, as well as the duration of the proposed contract.
4. Add on Industry Standards and Certifications – Discuss if your janitorial bid proposal must meet regulatory criteria established by organizations such as the ones mentioned below:
- ISSA’s CIMS Accreditation Program
- Environmental Protection Agency (EPA)
- Health Insurance Portability and Accountability Act (HIPAA)
- Occupational Safety and Health Administration (OSHA)
- Centers for Disease Control and Prevention (CDC)
- Global Biorisk Advisory Council
5. Detail Payment Preferences And Schedule – how and when payments will be submitted to the cleaning service.
6. Setting up Criteria for Evaluation – Because a number of cleaning services will likely compete for your RFP, inform potential cleaning services of any particular requirements they must meet in order to qualify. Here are the following lists you might add for your RFP:
- Credentials and years of professional experience
- Any certificates that are exceptional
- Fees for additional programs that have been developed.
- If they have janitorial service schedules
- Citations and References to any claims
- This segment also gives you the opportunity to inform businesses about how they could be assessed during the contract’s duration if they are selected.
7. Make a List of People to Contact for Future Correspondence – Provide contact information to persons who are involved especially the person who writes the RFP. This includes their names, email addresses, and contact number so that cleaning companies will know whom to contact if they have queries.
You can now send them out to the nearest cleaning companies and wait for the responses to roll in.
Hi-Shine Cleaning Services in Philadelphia
If you’re a company owner or general contractor looking for office cleaning services, Hi-Shine cleaning services, of course, we would welcome your commercial cleaning request for proposal (RFP) contact us today.