How to Write a Janitorial RFP
That Gets Real Proposals
Template + Scorecard
Most janitorial RFPs produce four proposals that look nothing alike and cannot be compared. The problem is the document, not the vendors. Here is the complete template, scorecard, and bid form you need to fix that.
ISSA data: in 60%+ of professionally managed RFPs, the low bid loses. Price alone is not a procurement strategy.
Direct Answer
A janitorial RFP that generates real, comparable proposals must include eight sections, a standardized bid form requiring line-item pricing, a 100-point vendor scorecard defined before bids open, and contract terms with 12 non-negotiable clauses. The most common failure is vague scope language. When you leave the scope ambiguous, every vendor fills it differently and you cannot compare what comes back. This guide gives you the complete working template. For context on what cleaning should cost before you write the RFP, see our commercial cleaning costs guide.
I've reviewed hundreds of cleaning proposals. The ones that generate the worst outcomes all share one trait: the RFP was vague and the buyer had no scorecard.
Of professionally managed janitorial RFPs see the low bid lose. Price alone is not a procurement strategy. (ISSA)
Source: ISSA
millfac.comWhy Most Janitorial RFPs Fail Before the Bids Come In
I have reviewed hundreds of cleaning proposals over the course of running Millennium Facility Services. The same twelve mistakes appear over and over, and almost all of them trace back to the same root cause: the RFP was written by someone with procurement experience but no cleaning expertise.
The result is a document that is vague enough to let every vendor interpret it differently. One vendor includes day porter coverage. Another prices nightly-only. One uses hourly rates. Another gives a monthly total. You get four proposals that look nothing alike and have no idea what you are actually comparing.
Here are the twelve mistakes I see most often:
| # | Mistake | Why It Hurts |
|---|---|---|
| 1 | Missing cleanable square footage by floor type | Vendors guess on equipment and labor. Guesses inflate bids or cause underbidding. |
| 2 | No pre-bid site walk required | Vendors bid on assumptions. Assumptions produce inaccurate proposals. |
| 3 | Choosing on price alone | ISSA: the low bid loses in 60%+ of managed RFPs. Low bids mean cut corners. |
| 4 | No performance SLA defined | You have no recourse when service deteriorates mid-contract. |
| 5 | Vague scope language ('clean restrooms daily') | Not a scope. Fixture count, task list, disinfectant standard, and frequency is a scope. |
| 6 | Gross square footage instead of cleanable | Gross inflates cost comparisons. Only cleaned areas matter. |
| 7 | No structured bid form | Vendors submit pricing however they choose. Comparison becomes nearly impossible. |
| 8 | Not specifying supply ownership | Who owns dispensers? Who stocks paper products? This single ambiguity drives more disputes than almost any other issue. |
| 9 | Overlooking transition costs | No 30-day onboarding plan in the RFP leads to chaotic handoffs between contractors. |
| 10 | No technology requirements | You end up with a vendor operating on the honor system. No verification, no accountability. |
| 11 | Recycled RFP documents | Old documents with outdated square footage and requirements produce irrelevant bids. |
| 12 | Ignoring total cost of occupancy | Paper products and supplies billed by vendors are often marked up 40-60% above retail. |
The 8 Sections Every Janitorial RFP Must Have
Every section serves a purpose. Leave one out and you create a gap that vendors will fill with whatever works in their favor.
Company and Facility Overview
Organization name, address, facility type, total cleanable square footage by area, number of floors, average daily occupancy, access constraints, and any special protocol areas (server rooms, labs, food prep). Vendors cannot price what they cannot picture.
Scope of Work
What gets cleaned, how often, by what standard, and in which specific areas. This is the make-or-break section. Task-level detail with frequencies by area type. Not 'clean offices nightly.' Exactly which tasks, which surfaces, which frequency.
Cleaning Goals and Standards
Frequency matrix (daily, weekly, monthly, periodic), preferred products or certifications (Green Seal, EPA Safer Choice), health standards (GBAC STAR, CIMS), and any LEED credits you need the vendor to support.
Industry Compliance Requirements
OSHA compliance for chemical handling and safety, EPA chemical requirements, CDC disinfection standards where applicable, HIPAA if healthcare adjacent, and any state-specific labor law compliance for service workers.
Pricing and Bid Worksheet
A standardized format requiring full cost breakdown: labor by classification, payroll burden, supplies, equipment, overhead, and profit margin. Not a total monthly number. A number by line item so you can see exactly what you are paying for.
Staffing and Management Plan
How staff are recruited, screened, trained, supervised, and replaced. The name and contact of the dedicated account manager. Supervision model (dedicated site supervisor or roving). Background check and E-Verify compliance.
Evaluation Criteria
How proposals will be scored. What weight is assigned to price vs. quality vs. experience. Publish this in the RFP before bids are submitted. Setting criteria after you have seen bids introduces bias.
Contract Terms and Legal Requirements
Insurance minimums, termination clauses (for cause and for convenience), SLA definitions with minimum inspection scores, performance remediation process, and indemnification requirements.
Build This Data Before You Write a Single Word
The quality of your RFP is only as good as the facility data behind it. Walk your building with a clipboard before you open a document. Here is what you need.
| Data Point | Why It Matters | Got It? |
|---|---|---|
| Total gross square footage vs. cleanable square footage | Cleanable excludes mechanical rooms and storage. Only cleaned areas drive cost. | |
| Square footage by floor type (carpet, VCT, ceramic tile, wood, concrete) | Different surfaces require different equipment and labor time. Vendors cannot estimate without this. | |
| Number of restrooms by type and fixture count per restroom | Restrooms are the highest-impact variable in labor estimation. Fixture count drives supply cost. | |
| Break rooms, kitchen areas, and appliance inventory | Scope and frequency differs significantly from standard office areas. | |
| Conference rooms (high-use vs. standard) | High-use conference rooms need more frequent turnover and a different task list. | |
| Building occupancy hours and after-hours patterns | Determines service window constraints and potential day porter needs. | |
| Access control requirements (keycard, escort, secured areas) | Affects staffing requirements and whether certain tasks need scheduling adjustments. | |
| Special areas: server rooms, labs, healthcare spaces, food prep | These areas require specific protocols that must be scoped separately. | |
| Current pain points with existing vendor | Helps you write the SLA with specific performance thresholds that matter to you. | |
| Rough budget range | Even an approximate range improves bid quality. Vendors price differently when they know the ballpark. |
FM Intelligence Series
RFP and vendor selection research
Our research library includes RFP frameworks, vendor scoring guides, and contract clause analysis.
Scope of Work: The Make-or-Break Section
"Clean restrooms daily" is not a scope. Here is what a scope actually looks like. Use this matrix in your RFP as-is or adapt it to your facility.
Each area type gets its own frequency tier. Each task within that tier gets its own line. Every line should be defensible in a dispute.
| Area | Task | Daily | Weekly | Monthly |
|---|---|---|---|---|
| Restrooms | Disinfect and clean all fixtures: toilets, urinals, sinks | D | - | - |
| Restrooms | Replenish paper towels, toilet paper, soap, and seat covers | D | - | - |
| Restrooms | Clean and disinfect partitions and door handles | D | - | - |
| Restrooms | Clean mirrors and bright work | D | - | - |
| Restrooms | Mop floors with disinfectant solution | D | - | - |
| Restrooms | Empty and reline trash receptacles | D | - | - |
| Restrooms | Scrub grout lines | - | W | - |
| Restrooms | Descale fixtures and faucets | - | W | - |
| Restrooms | Deep scrub tile grout | - | - | M |
| Lobbies / Common Areas | Vacuum all carpeted areas | D | - | - |
| Lobbies / Common Areas | Sweep and mop hard floor surfaces | D | - | - |
| Lobbies / Common Areas | Dust and wipe all horizontal surfaces | D | - | - |
| Lobbies / Common Areas | Empty and reline all waste receptacles | D | - | - |
| Lobbies / Common Areas | Clean interior glass at entry doors | D | - | - |
| Lobbies / Common Areas | Wipe elevator buttons and rails | D | - | - |
| Lobbies / Common Areas | Dust window sills and blinds | - | W | - |
| Lobbies / Common Areas | High dusting: vents, light fixtures, tops of walls | - | - | M |
| Offices | Empty and reline desk-side trash bins | D | - | - |
| Offices | Vacuum traffic areas | D | - | - |
| Offices | Spot-clean obvious spills and marks | D | - | - |
| Offices | Full vacuum including under and around furniture | - | W | - |
| Offices | Damp-wipe all chair arms, desk surfaces, file cabinets | - | W | - |
| Offices | Clean partition glass | - | W | - |
| Offices | Interior window washing (full pane) | - | - | M |
| Break Rooms / Kitchens | Wipe down countertops and exterior of appliances | D | - | - |
| Break Rooms / Kitchens | Clean and disinfect sinks | D | - | - |
| Break Rooms / Kitchens | Empty and reline trash and recycling | D | - | - |
| Break Rooms / Kitchens | Sweep and mop floors | D | - | - |
| Break Rooms / Kitchens | Clean interior of microwaves | - | W | - |
| Break Rooms / Kitchens | Rotate and deep clean all appliances | - | - | M |
D = Daily, W = Weekly, M = Monthly. Periodic tasks (carpet extraction, floor stripping, exterior windows) should be scoped and priced as separate line items.
Technology Requirements to Include in 2026
I wrote a full piece on why GPS verification has replaced the honor system in commercial cleaning. The short version: any vendor who cannot show you a real-time dashboard of what was cleaned and when is asking you to trust them. That is not a system. It is a prayer.
For any account over 20 staff, these are the baseline technology requirements. Put them in your RFP as stated requirements, not preferences.
GPS Workforce Tracking
Geofencing at each worksite. Confirms physical presence at the location. Alerts on late arrivals or missed clock-ins. Non-negotiable for multi-site operations.
Mobile Inspection App
iOS and Android with offline capability. QR code or NFC-based area logging. Photo documentation for every inspection. Timestamped and geotagged records.
Client-Accessible Dashboard
Real-time inspection scores, task completion rates, and incident logs on demand. Not a monthly PDF. A portal you can pull up on a Tuesday afternoon.
Work Order Ticketing
System for receiving, assigning, tracking, and closing service requests. Client-accessible portal. Response time tracked and reportable.
Payroll Integration
Scheduling software syncs to payroll. Prevents phantom labor billing for hours not worked. One of the most overlooked cost-control requirements in any RFP.
Automated Scheduling + Gap Alerts
Coverage gap alerts when a shift is unstaffed. Escalation workflow when a worker does not clock in. The vendor's system catches problems before you call them.
Incident Reporting Workflow
Formal process for documenting spills, damage, safety events, and service failures. Timestamped records. Client notification within defined SLA windows.
Monthly Reporting Package
Inspection scores, task completion rate, complaint resolution time, and staffing hours delivered vs. contracted. Required monthly, not on request.
The Evaluation Scorecard: 100 Points, No Surprises
Set the weights before you open a single proposal. If you define the scoring criteria after you have seen bids, you are rationalizing a decision you already made, not evaluating objectively. For a complete vendor selection framework, see our guide to choosing a commercial cleaning company.
Score each sub-criterion on a 1 to 5 scale: 1 = does not meet, 3 = meets expectations, 5 = significantly exceeds. Multiply by the category weight to get the weighted score. Total max is 100.
| Category | Weight | What You Are Scoring |
|---|---|---|
| Pricing and Cost Structure | 30% |
|
| Experience and Qualifications | 25% |
|
| Quality Control Program | 20% |
|
| Staffing and Management Plan | 15% |
|
| References and Track Record | 10% |
|
| Total | 100% | Score each sub-criterion 1-5. Multiply by weight. Max score = 100. |
Reference call questions that reveal everything
When you call references, do not ask "are you happy with the service." Ask these four questions instead:
- 1.How do you verify that service was actually delivered on nights your building is empty?
- 2.Tell me about a time service failed. How did the vendor respond?
- 3.Has the account manager or site supervisor changed since the contract started?
- 4.Would you renew this contract at the same price for another two years?
Pricing Structure: How to Request Bids
A single monthly total is not a proposal. It is a number with no context. Line-item pricing is the only format that lets you identify what each vendor includes, what they exclude, and where cost will escalate.
Market rate for commercial cleaning in 2026 runs $0.10 to $0.25 per cleanable square foot per month, with office averages around $0.17 per square foot. Labor represents 50 to 70% of total cleaning cost. Any bid that does not show you the labor breakdown deserves a follow-up question.
Require vendors to price each of the following separately. Attach this as a required Excel worksheet in the RFP.
| Bid Form Line Item | Format Required |
|---|---|
| Labor: hourly wage rate per classification (cleaner, lead, supervisor) | $/hr by role |
| Total labor hours per cleaning event | Hours |
| Total labor hours per month | Hours |
| Payroll burden (FICA, unemployment, workers comp) as % of wages | % |
| Benefits allocation (health, PTO) if included | $/month |
| Supplies cost per month (chemicals, paper products, liners) | $/month itemized |
| Equipment cost and depreciation per month | $/month |
| Uniforms and safety equipment per month | $/month |
| Overhead allocation (% of direct costs) | % |
| Profit margin (% of total) | % |
| Total monthly recurring cost | $/month |
| Total annual cost | $/year |
| Cost per cleanable square foot (monthly) | $/sq ft |
| Periodic services (carpet extraction, floor refinishing, exterior windows) | Separate line items each |
| Annual escalation methodology | CPI-linked %, fixed %, or formula |
Margin context: Large-account profit margins (enterprise facilities) typically run 3-8%. Mid-size accounts run 10-20%. If a vendor wins a large account at a price that implies no margin, they will find it somewhere in service cuts. Underbidding is a red flag, not a win.
Contract Terms: 12 Non-Negotiable Clauses
Most service disputes come down to things that were not in the contract. Or were in the contract but too vague to enforce. Here are the 12 clauses that belong in every janitorial agreement.
| # | Clause | What It Must Say |
|---|---|---|
| 1 | Scope of Work Attachment | Legally incorporates the task matrix and frequency schedule. Changes require written amendment signed by both parties. |
| 2 | Service Level Agreement | Minimum acceptable inspection score (e.g., 85/100), response time for urgent requests (same business day), complaint resolution timeline (24-48 hours). |
| 3 | Performance Remediation | When SLA is missed: 48-hour correction window. After 3 consecutive failures, client may issue cure notice. After failed cure, client may terminate. |
| 4 | Termination for Convenience | Either party may terminate with 30-60 days written notice. No penalty for client. Anything beyond 90 days is vendor-favorable and worth pushing back. |
| 5 | Termination for Cause | Immediate termination for: breach of security, theft by vendor employees, repeated SLA failures after cure notice, failure to maintain required insurance. |
| 6 | Insurance and Bonding | GL $1M/$2M, Auto $1M, WC statutory + $1M employer liability, Umbrella $2M minimum. Client named as additional insured. Waiver of subrogation on all policies. |
| 7 | Staffing and Background Checks | Pre-employment criminal background check (7-year minimum), E-Verify for employment eligibility, annual re-screening for all long-term site personnel. |
| 8 | Pricing and Escalation | Base price fixed for first 12 months. Annual escalation capped at 3% or CPI, whichever is lower. Price changes require 60 days written notice. |
| 9 | Supply and Equipment Ownership | Specifies which party owns dispensers, floor equipment, and consumables stored on-site. All equipment labeled. Access controlled by facility manager. |
| 10 | Key Person / Transition | Named site supervisor cannot be reassigned without 30 days notice and client approval. Replacement must be equally or more qualified. Client has veto right. |
| 11 | Confidentiality and Security | Vendor does not disclose building security procedures, access codes, occupant information, or business operations. All staff sign NDA before site access. |
| 12 | Indemnification | Vendor indemnifies client for claims arising from vendor negligence, employee actions, chemical incidents, or contract non-performance. |
Insurance Minimums by Facility Type
| Coverage Type | Standard Office | Industrial / Manufacturing | Healthcare / High-Value |
|---|---|---|---|
| General Liability (per occurrence) | $1,000,000 | $1,000,000 | $2,000,000 |
| General Liability (aggregate) | $2,000,000 | $2,000,000 | $4,000,000 |
| Commercial Auto | $1,000,000 | $1,000,000 | $1,000,000 |
| Workers Compensation | Statutory + $1M EL | Statutory + $1M EL | Statutory + $1M EL |
| Umbrella / Excess | $2,000,000 | $3,000,000 | $5,000,000 |
| Additional Insured Endorsement | Required | Required | Required |
| Waiver of Subrogation | Required | Required | Required |
Real RFP Examples: What the Best Look Like
Government RFPs are public record and are the most detailed, legally-airtight janitorial specifications available. They are free to download and excellent models for private-sector procurement. Five worth studying:
Dover Township Janitorial RFP (2024)
Requires a detailed methodology section: 'a strategy for complete janitorial services with detailed descriptions of approach and implementation plan.' Not just a price. An operations plan.
Cincinnati and Hamilton County Public Library RFP (2025)
Requires vendors to submit a staffing plan with labor hours by building, daily work schedule, and full transition methodology. Treats onboarding as a scoreable deliverable.
Savannah, GA Government Janitorial RFP
Specifies tasks down to individual area type with frequency, method, and standard. One of the most granular scope documents publicly available.
Greater Basin Air Quality District RFP (California)
Requires MSDS sheets on-site for all chemicals on Day 1. Sets the standard for chemical documentation requirements now common in enterprise-level RFPs.
Phoenix College / Maricopa County RFP
Required a full staffing matrix including title, hours per day, days per week, wage rate, and square feet assigned to each worker. The staffing matrix format is worth copying directly.
What government RFPs weight vs. what private buyers weight
Government RFP Averages
- Price: 30-40%
- Technical approach: 20-25%
- Experience and references: 15-20%
- Management plan: 10-15%
- Green/sustainability: 5-10%
Recommended Private Scorecard
- Price: 30%
- Experience: 25%
- Quality control program: 20%
- Staffing plan: 15%
- References: 10%
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Frequently Asked Questions
A complete janitorial RFP must include eight sections: company and facility overview with cleanable square footage by floor type, scope of work with task-level frequencies, service schedule and access requirements, technology and verification requirements, staffing and management plan, company qualifications with references, a standardized pricing bid form, and contract terms with evaluation criteria. Without all eight sections, vendors fill in the gaps with different assumptions and you receive proposals that cannot be compared.
According to ISSA, in over 60% of professionally managed janitorial RFPs, the low bid is the losing bid. A vendor who wins on price alone and has no margin will cut service hours, staff quality, or supervision to stay profitable. Price should represent no more than 30% of the evaluation scorecard.
Require a standardized line-item bid form so every vendor prices the same scope. The correct comparison unit is cost per cleanable square foot per month, not total contract value. Market rate for commercial office cleaning runs $0.10 to $0.25 per square foot depending on frequency and geography. Use a weighted scorecard with defined criteria set before you open bids to eliminate bias.
At minimum: general liability at $1 million per occurrence and $2 million aggregate, workers compensation at statutory limits plus $1 million employer liability, commercial auto at $1 million, and umbrella coverage at $2 million or more for larger accounts. The client should be named as additional insured and a waiver of subrogation must be endorsed onto all policies.
Yes, and you should make it a disqualifying requirement. A vendor who bids without walking the facility is estimating on assumptions. Those assumptions produce incorrect proposals. A site walk levels the playing field and produces bids that reflect the actual work. Any vendor who declines is signaling they are not serious about scoping the job correctly.
Ask for a staffing matrix showing each worker's title, assigned areas, hours per shift, and total square feet assigned. The industry benchmark for standard office cleaning is 3,000 to 4,000 square feet per worker per hour. If a vendor proposes coverage well above this benchmark, the scope will either not get done or will be rushed.
Require GPS-enabled workforce tracking with geofencing at each worksite, a mobile inspection app with photo documentation, a client-accessible dashboard showing real-time inspection scores and task completion, a work order system for service requests, and payroll integration to prevent overbilling for unstaffed hours. Any vendor who cannot provide client-facing reporting is operating on the honor system.
Three to five vendors is the practical range. Fewer than three limits your ability to compare. More than five creates evaluation overhead that rarely produces better outcomes. Pre-qualify each vendor before sending the RFP by confirming they have experience at your facility type and scale.
The 12 non-negotiable clauses are: scope of work attachment, service level agreement with minimum inspection scores, performance remediation process, termination for convenience, termination for cause, insurance and bonding requirements, staffing and background check standards, pricing and escalation terms, supply and equipment ownership, key person clause for named supervisors, confidentiality and security, and indemnification.
A 100-point weighted scorecard should weight pricing at 30%, experience and qualifications at 25%, quality control program at 20%, staffing and management plan at 15%, and verifiable references at 10%. Define these weights before you review any proposals. Changing the weights after you have seen bids introduces bias and undermines the process.
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If you are running a formal procurement, we will do the site walkthrough, provide line-item pricing on every scope component, submit a full staffing matrix, and answer every qualification question with documentation. We serve Southwire, Georgia Aquarium, Trilith Studios, and World of Coca-Cola. We compete on specifics.
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