How to Write an RFP for Commercial Cleaning Services

The quality of your cleaning service is largely determined before a single floor is mopped — it's determined by the quality of your Request for Proposal. A vague, poorly structured RFP attracts vague, poorly structured proposals and makes meaningful comparison impossible. A well-crafted RFP attracts serious, qualified vendors and gives you the framework to make an informed decision. This guide walks you through creating an RFP that produces actionable, comparable proposals from cleaning companies.

Section 1: Facility Description

Provide detailed facility information so vendors can accurately assess scope: total square footage (gross and cleanable), number of floors and buildings, floor types by area (carpet, VCT, tile, concrete, hardwood), number and type of restrooms, number of occupants and visitors per day, operating hours and access restrictions, special areas (server rooms, labs, food service, childcare), and any known issues or challenges. Include floor plans if available. The more specific your facility description, the more accurate the proposals you'll receive — and fewer change orders after contract award.

Section 2: Scope of Work

Define exactly what you want cleaned, how frequently, and to what standard. Organize by area type (offices, restrooms, lobbies, etc.) with specific tasks listed for each. For every task, specify the frequency: daily, weekly, monthly, quarterly, or annually. Reference ISSA appearance levels if possible — 'Level 2 for general offices, Level 3 for reception areas.' Include both routine cleaning and periodic services (floor care, carpet cleaning, window cleaning) in the scope. Clearly identify what's included versus optional so you can compare base pricing accurately. A scope of work that says 'clean offices daily' is useless — a scope that says 'vacuum all carpeted office areas, empty all trash receptacles and replace liners, dust all horizontal surfaces, and disinfect all high-touch surfaces daily' is actionable.

Section 3: Evaluation Criteria

Tell vendors how you'll evaluate proposals — this shapes the quality of responses you receive. Common evaluation criteria include technical approach and methodology (how they'll perform the work), qualifications and experience (relevant facility types, certifications), staffing plan (employee-to-square-footage ratios, supervision model), quality assurance program (verification methods, reporting), price (typically weighted at 30-40% in best-value procurements), references (similar facilities in size and type), and insurance and compliance (certifications, safety record). For government contracts, include MWBE utilization requirements and scoring. Publish the point values or percentages for each criterion — this transparency produces better proposals.

Section 4: Required Submissions

Specify exactly what vendors must submit: a cover letter with authorized signatory, detailed pricing (broken down by service component), staffing plan with positions, hours, and wages, quality assurance methodology, company qualifications including certifications and insurance, minimum of three references from similar facilities, proposed cleaning schedule, product and equipment list, safety program documentation, and transition plan (how they'll start service). Mandatory requirements that result in disqualification if missing (insurance minimums, certifications, etc.) should be clearly identified as such.

Common RFP Mistakes to Avoid

The most common RFP mistakes include making the scope too vague (producing incomparable proposals), weighting price too heavily (selecting the cheapest vendor who inevitably underperforms), not requiring site visits (accepting proposals from vendors who've never seen your facility), insufficient evaluation time (rushing the review process), not checking references (the most predictive element of vendor evaluation), and neglecting the transition plan (how the new vendor takes over from the incumbent). Perhaps the biggest mistake is not having a clear scope — when vendors are guessing at what you need, every proposal reflects a different assumption, making comparison meaningless.