Commercial Cleaning RFP Template: What to Include

Start with facility basics: legal entity name, site address, total square footage, number of floors, business hours, and primary contact for scheduling site walks. Note any security requirements, badge access, or after-hours entry rules.

State the contract term you want (typically 12 to 36 months), desired start date, and whether you are rebidding an existing program or launching a new one. Include the number of sites if this is a multi-location award.

List submission deadline, required format (PDF or portal upload), and where questions should be sent. A single Q&A window with written answers shared to all bidders keeps the process fair.

Daily tasks: Empty all trash and replace liners; clean and disinfect restrooms (fixtures, mirrors, counters, partitions, floors); wipe high-touch surfaces (door handles, light switches, elevator buttons); vacuum carpeted areas and spot-clean visible spills; mop hard floors in entries, break rooms, and restrooms; tidy break rooms (countertops, sinks, tables).

Weekly tasks: Detail dust horizontal surfaces in offices and conference rooms; clean interior glass and smudges at entries; wipe kitchen appliances and microwave interiors; inspect supply closets and restock from client-provided or vendor-provided inventory (specify which).

Periodic tasks: High and low dusting; carpet extraction; hard-floor scrub and recoat or strip and wax; interior window cleaning; upholstery vacuuming. Define frequencies by area type or attach a frequency matrix.

Exclusions and owner responsibilities: Note who moves furniture, who provides consumables, and whether day porter or porter trash runs are in scope. Ambiguity here is a common source of change orders after award.

Require general liability ($1M per occurrence / $2M aggregate is common for commercial accounts), workers compensation as required by state law, and auto liability if the vendor transports equipment or hauls trash off-site. Ask for a certificate of insurance naming your organization as additional insured before start date.

Request proof of bonding if your procurement policy requires it, W-9, business license, and a written statement that all workers are employees or properly documented subcontractors. Ask whether the vendor conducts background checks for staff with after-hours access.

Specify green-product requirements, SDS availability, and any industry rules (HIPAA awareness for medical-adjacent sites, food-safe protocols near production areas). Vendors should describe training and supervision, including who inspects the site and how often.

Mandate a site walk for all finalists. Provide a sign-in sheet and a map of the building. Vendors should note floor types by zone, restroom count, special areas (server rooms, labs, warehouses), and any known problem areas (heavy salt at entries, oily machine tracks).

Instruct bidders to price the written scope exactly. Prohibit alternate frequencies unless submitted as a clearly labeled optional line item. Require a fixed monthly price, list of assumptions, and hourly rate for out-of-scope work.

Include a sample service schedule (nightly, 5x weekly, etc.) and your expected holiday policy. Ask how the vendor handles call-outs, fill-in staff, and emergency spills.

Price (30 to 40%): Total monthly cost for defined scope, not lowest line item alone. Penalize bids that omit periodic tasks you listed.

Scope compliance (20 to 25%): Did the vendor address every section and frequency without vague language like "as needed"?

References and experience (15 to 20%): Similar facility type, size, and schedule. Call at least two references and ask about missed cleans, turnover, and billing accuracy.

Quality and inspection plan (10 to 15%): Written QA process, inspection frequency, reporting format, and response time for deficiencies.

Insurance, safety, and sustainability (10%): Meets minimums, green options if required, documented training.

Interview and site walk notes (5 to 10%): Professionalism, questions asked, understanding of your building. A vendor who skips the walk should not win on price alone.