Lessons Learned and Best Practices
Whether writing or responding to a Request for Proposal (RFP), the task can feel daunting. In this article, we’ve provided some lessons learned over our more than 40-year history responding to janitorial services RFPs. We hope these suggestions for best practices offer you a new perspective on how to write an RFP in a way that allows janitorial service providers to respond with clarity and organization.
Templates
Many companies have an RFP template they start from, but one of the most common pitfalls is not updating all of the project information and allowing old information to appear in your RFPs, causing confusion and submission errors. With this in mind, our first tip is to UPDATE your template with current facility information. In fact, instead of starting from your last project RFP, prepare an RFP template that includes clear indicators of what is common template language and what must be customized for each project. Your background, goals, and evaluation criteria might be the same for every project, but make sure you include custom text for the following sections of your RFP:
Property Description
Bidder Instructions
Property Abstract
Scope of Work and Specifications
Client Service Agreement
Bid Worksheet
Property Description
The name and facility description are not only ways to identify your proposal, but they also give potential proposers key information that might not immediately seem obvious. Information to provide includes:
Property Name, Address, City, State, Zip
Type of Property (Office, Medical, School, House of Worship, etc.)
Total Property Square Feet/Square Footage by Individual Buildings
Vacancies and/or Non-Cleanable Areas
Bidder Instructions
Providing specific bidder instructions helps ensure that each bidder follows the same process and outline for their proposal submission. Information to provide includes:
Point of Contact for RFP
Property Tour Information
Q&A Instructions (Due Dates, How to Submit Questions, etc.)
Submission Requirements (Due Date, Due Time, Method of Submission)
Required Format for Proposal
“Proposal Review Process” (Point System, Short-Lists, Presentations, etc.)
Property Abstract
Providing specific information about the properties included in the RFP helps ensure that each bidder prepares their pricing in a consistent format to allow easy comparison of proposals. Information to provide includes:
Normal Hours of Operation
Population Count
Number of Restrooms (with Fixture Counts and Dispenser Types)
Number of Elevators, Stairwells and Janitorial Closets
Floor Finishes (Percentage of Carpeting, VCT, Ceramic Tile, etc.)
Amenities (Cafe, Fitness Center, Conference Centers, etc.)
Waste and Recycling Programs
Sustainability Requirements (LEED Designation)
Stacking Plans and Floor Plans (if Available)
Scope of Work and Specifications
The Scope of Work (SOW) outlines your expectations and requirements for performing the work. The Specifications should detail the tasks and frequency of the tasks. Having a clearly defined SOW and Specifications helps ensure that bid submissions comply with your expectations and contract requirements. Below are a few key components to include for each.
Scope of Work
Evening Janitorial Services (Service Days, Service Times, etc.)
Day Janitorial Services (for Tenants/Areas that Must Be Cleaned during the Day)
Day Porter Services (Service Days, Number of Porters, Work Shift Coverage)
SOW Inclusions/Exclusions (Chemicals, Supplies, Consumables, Equipment)
Definition of “Consumables” to be Included in Bid Price (typically, toilet tissue, restroom hand towels, restroom hand soap, restroom seat liners, feminine hygiene wax bag liners, and trashcan liners, while consumables like hand sanitizer, disinfectant wipes, kitchen products and fitness center products are traditionally billed separately each month based on usage, usually resulting in lower monthly expense for the client)
Definition of Restorative Floor Work Expectations (e.g., Strip and Wax; Scrub and Recoat; Hone and Polish; Carpet Cleaning)
Special Background/Security Clearances Required
Uniform Requirements
Specifications
The order of the Specifications should follow this hierarchy/outline:
Define Area (Lobby, Hallways, Offices, Restrooms, etc.)
Define Fixture/Item (Door, Desk, Sink, Floor, etc.)
Define Task (Dust, Wet Wipe, Disinfect, Mop, Vacuum, Buff, etc.)
Define Service Frequency of Task (Daily, Weekly, Monthly, Quarterly, etc.)
Avoid Vague Task Language (e.g., “As Needed,” “As Required,” “Spot Clean”)
Service Agreement
Include a sample copy of your standard Janitorial Service Agreement so bidders can review all of your Terms, Conditions, Insurance Requirements, etc.
Bid Worksheet
Provide a bid worksheet (in Excel format) in the RFP package to help ensure a comprehensive analysis of all proposals. The bid worksheet should include cost breakdown items noted below that encompass the Total Proposed Monthly Janitorial Price.
Staffing Breakdown (Title, Daily Work Hours, Number of Days Per Week, Wage Rate)
Payroll Taxes, Fringe Benefits and Any Applicable Union Benefits
Cost Breakdown for Supplies, Chemicals, Consumables and Equipment
Direct Site Costs for Communication Devices, Background Checks, Uniforms
Area Management Costs
Overhead and Profit Costs
Per-Square-Foot Monthly Vacancy Credit Rate
Sales Tax (if Applicable)