Janitorial RFP Template

A janitorial RFP (request for proposal) tells cleaning companies exactly what you need, so their proposals are accurate and easy to compare. Use this outline, keep what applies to your building, and give every company the same version.

Janitorial RFP template

1. About your organization. Name, address, the type of building, your hours, and the person the cleaning company should contact.
2. Facility details. Square footage by floor or area, flooring types (carpet, VCT, LVT, tile, sealed concrete), number of restrooms and fixtures, headcount, and special areas such as kitchens, exam rooms, labs or locker rooms.
3. Scope of work by frequency. What must be done every visit, weekly, monthly, and a few times a year. List it by area: offices, restrooms, break rooms, lobby, floors.
4. Schedule and access. Which days, the time window, alarm codes and keys, sign-in rules and any secure areas.
5. Supplies and equipment. Who supplies paper towels, toilet paper, soap and liners, whether you require green-certified products, and any equipment you own.
6. Staffing and supervision. Your screening requirements, how often a supervisor inspects the work, and how issues are reported and fixed.
7. Insurance and compliance. The general liability and workers' compensation coverage you require, and any training your building needs, such as bloodborne pathogen training for medical offices.
8. Pricing format. A monthly price for routine cleaning, periodic services itemized per job, an hourly rate for extra work, how supplies are billed, and how price changes are handled.
9. Contract terms. Start date, length, trial period and notice period.
10. Proposal instructions. Walkthrough dates, the deadline for questions, the due date, and the references you want.
11. How you'll decide. For example price, fit to scope, references, quality control and response time.

Checklists by type of building

Office Cleaning

• Total square footage, and which floors or suites are included
• Number of restrooms and fixtures (toilets, urinals, sinks)
• Flooring: carpet, VCT, LVT, tile, polished concrete
• Which nights, what time the crew can start, and how keys and alarm codes work
• Headcount and the heavy-use areas: break rooms, conference rooms, lobby
• Who supplies paper, soap and trash liners
• Floor care, carpet cleaning and windows you want priced as separate line items
• Start date, contract length and notice period

Medical and Dental Office Cleaning

• Number of exam rooms, operatories, labs and sterilization rooms
• Which surfaces your clinical staff clean and which the cleaning crew cleans
• How regular trash, regulated medical waste and sharps are handled
• Required disinfectants and contact times
• Locked areas, records rooms and patient privacy rules
• Proof of OSHA bloodborne pathogen training for the crew
• Cleaning hours after the last patient

Daycare and School Cleaning

• Number of classrooms, restrooms and the licensed capacity
• Your state licensing rules on cleaning and sanitizing
• Product rules: fragrance-free, green-certified, or approved lists only
• How the company screens staff, including background checks
• Which areas staff clean during the day and which the crew cleans at night
• Hours after close, and the summer and holiday schedule

Church Cleaning

• Your weekly service schedule and regular events
• Size of the sanctuary and the seating type
• Nursery and children's areas
• How often the kitchen is used
• Who opens and locks the building
• How extra event cleanups should be priced (per visit)
• Your budget year, so the contract lines up with it

Warehouse and Industrial Cleaning

• Total square footage and the office portion
• Floor type: sealed concrete, epoxy, bare concrete
• Shifts, and when the floor is clear of forklift traffic
• Whether you own a floor scrubber the crew can use
• Safety rules: PPE, forklift traffic, restricted areas
• Number of restrooms and locker rooms

Gym and Fitness Center Cleaning

• Opening hours, and whether you're open 24 hours
• Square footage and the equipment count
• Locker rooms, showers, saunas and pools
• Floor types: rubber, turf, hardwood, carpet
• Who supplies wipes, spray and paper
• Towel service, if any

Car Dealership Cleaning

• Showroom size and floor type
• Amount of glass inside and out
• Customer lounge hours and amenities
• Whether service bays and the service drive are included
• Opening time, so the crew is done before it
• Any brand facility standards the store has to meet

Tips

• Give every company a walkthrough. Proposals written without seeing the building are guesses.
• Ask for itemized pricing so you can compare like with like.
• Don't choose on price alone. See our hiring guide for what to check.