If you’re a facility manager tasked with finding a commercial cleaning service, you know the process starts long before a contract is signed. It begins with the RFPl.
A clear, detailed RFP helps you find the right partner, ensures you’re comparing apples to apples, and sets the tone for what you expect moving forward. But what exactly should go into a commercial cleaning RFP?
At Complete Cleaning Company, we’ve responded to hundreds of RFPs from schools, offices, car dealerships, and medical facilities across Chicago. We’ve seen the good, the vague, and the completely confusing. So we’ve put together this checklist to help you craft a request that gets real results and saves you time.
Why a Well-Written RFP Matters
Think of your RFP as the blueprint. A clear, detailed RFP will:
• Attract qualified, experienced vendors
• Eliminate confusion about scope or expectations
• Lead to more accurate and competitive pricing
• Protect you from gaps or surprise costs later
Without enough detail, you risk getting quotes that don’t align or worse, hiring a cleaning company that can’t meet your needs.
A Facility Manager’s RFP Checklist
Here’s what your commercial cleaning RFP should include to give vendors the full picture:
1. Overview of Your Facility
Before diving into specs, give vendors a basic understanding of your space.
• Type of facility (office, school, medical, dealership, etc.)
• Location(s), including the number of buildings or floors
• Square footage
• Number of employees or daily visitors
• Days and hours of operation
This sets the stage and helps vendors assess staffing needs and scheduling.
2. Scope of Work
Clearly outline the cleaning tasks you expect. Break them into categories where needed. Here are common service areas to include:
Daily or routine tasks:
• Dusting and surface wiping
• Sweeping, mopping, and vacuuming
• Restroom cleaning and restocking
• Trash removal and recycling
• Kitchen or breakroom cleaning
Periodic tasks:
• Window cleaning (interior/exterior)
• Carpet cleaning
• Floor stripping and waxing
• High-dusting or vent cleaning
• Disinfection protocols
• Post-construction cleaning (if relevant)
You can also list any unique needs like elevator interiors, showroom floors, or medical exam rooms.
3. Frequency and Schedule
Vendors need to know how often tasks are performed and when they’re allowed to work.
• Days per week (e.g., Monday–Friday)
• Cleaning hours (e.g., after 6 PM, weekends only)
• Access limitations (e.g., alarm codes, secure areas)
• Whether daytime cleaning or after-hours is preferred
The more specific you are, the fewer assumptions will be made in pricing.
4. Supplies and Equipment Expectations
Clarify who is responsible for providing:
• Cleaning supplies (disinfectants, paper products, soaps)
• Equipment (vacuums, floor machines, PPE)
• Consumables (toilet paper, hand soap, sanitizer refills)
You can request eco-friendly products or specific brands if needed.
5. Compliance and Insurance Requirements
Ask vendors to provide documentation for:
• General liability insurance
• Workers’ compensation
• Bonding
• OSHA training or certifications
• Background checks or security clearance, if required
If you’re in a medical or specialized facility, be clear about the additional compliance standards they must meet.
6. Staffing Expectations
Outline expectations around staffing and professionalism, such as:
• Uniformed staff
• English-speaking supervisors
• On-site supervision or point of contact
• Minimum staffing levels
• Training requirements
This helps vendors build realistic labor plans for your site.
7. Proposal Submission Details
Provide instructions on how and when to submit the proposal:
• Submission deadline
• Email or portal for delivery
• Required documents (e.g., references, licenses, pricing form)
• Contact person for questions
You may also want to include a timeline for site visits or Q&A sessions.
8. Evaluation Criteria
Let vendors know how you’ll be choosing a partner. This can include:
• Price and value
• Experience with similar facilities
• References and reputation
• Flexibility and customer service
• Compliance and safety record
Transparency here helps avoid vendors underbidding just to win and underdelivering later.
Why Facility Managers in Chicago Trust Complete Cleaning Company
With over five decades of experience, Complete Cleaning Company has partnered with facility managers across Chicago and beyond to deliver reliable, tailored cleaning services. From detailed RFP responses to flawless day-to-day execution, we understand the pressure you face, and we’re here to make your job easier.
Whether you manage a downtown high-rise, a medical clinic in the suburbs, or a network of car dealerships, we can help you build a cleaning plan that fits your facility, your budget, and your expectations.
Frequently Asked Questions
What’s the biggest mistake facility managers make in an RFP?
Leaving out details. Vague RFPs lead to inaccurate quotes and mismatched services. The more specific you are, the better your results.
Should I choose the lowest bidder?
Not always. Look for value, not just price. A low quote might mean cut corners or poor service. Review experience, references, and scope alignment carefully.
How long should a commercial cleaning contract last?
Most contracts range from one to three years. You can request flexible terms in your RFP or ask for a trial period.
Can I request references in the RFP?
Absolutely. Ask for references from similar facility types. This helps you verify that the vendor can handle your needs.
What if I don’t know exactly what I need?
Include that in the RFP and request a site visit. A good vendor will walk your space and help you identify your true needs.
Final Thoughts
Creating a solid RFP for commercial cleaning takes time, but it pays off. It protects your budget, improves service quality, and ensures you’re hiring a vendor who understands your space and expectations.
If you’re preparing a cleaning RFP for your Chicago facility, reach out to Complete Cleaning Company. We’ll walk your space, ask the right questions, and deliver a clear, honest proposal you can rely on.
