Streamline Your Janitorial RFP Process:
How to Write an Effective Janitorial RFP in less than 1 Hour
One of the most common barriers keeping companies from making a needed change in janitorial vendors is the time it takes to prepare a request for proposal (RFP). In this article, you will find a janitorial RFP framework and example text. Using this framework, you could submit an RFP to potential vendors in as little as an hour.
Section 1 – About Our Company and RFP Summary –
Provide a brief description of your company/organization and the reason for the RFP:
“Orange County Medical Group (OCMG) is a physician-owned, multi-specialty group that provides comprehensive healthcare services to families and businesses in Orange County, California. Our team of experienced physicians and medical professionals offers a wide range of specialties, including pediatrics, family medicine, OB/GYN, ENT, and orthopedics. In addition, we provide radiological, therapy, and lab services to our patients. We are committed to providing excellent service to our patients, staff, and visitors, and therefore, the cleanliness of our facilities is of utmost importance. We are seeking a vendor to perform environmental services for our facilities in Orange County.”
Section 2 – RFP Timeline –
Provide a timeline of your vendor selection timeline
- RFP Distributed to Vendors — Date
- Facility Walkthrough — Date
- Questions from Vendors — Due
- Response to Vendors Questions — Due Date
- Proposal Due from Vendors —Date
- Target Date for Internal Review of Proposals–Date
- Vendor Presentations (Q&A) (If necessary) — Date
- Final Vendor Selection —Date
Section 3 – Scope of Work –
Direct potential vendors to a scope of work document. The scope of work describes the janitorial tasks and their frequencies.
Section 4 – Location of Services –
Provide a list of sites if multiple sites are included in the RFP
Below are OCMG locations and estimated square footage information for each
- Family Medicine 123 Main Street Suite A 15,000 sq. ft
- Pediatrics 123 Main Street Suite B 10,500 sq. ft.
- OB/GYN 100 E. 1st Street Suite 11 13,200 sq. ft.
- Radiology 100 E. 1st Street Suite 12 4,500 sq. ft.
Section 5 – General Information and Requirements
Provide general information regarding the requested contract length, work hours, payment terms, and how you wish to treat project-related services.
- Work shall be completed six days per week, Monday through Friday, between 7:00 pm and 3:00 am.
- Contractor shall conduct a monthly walk-through at each building with a OCMG representative. The monthly walk-through will be scheduled at a mutually convenient time for OCMG and the Contractor. The monthly walk-through will identify carpet and hard-surface floor restoration schedules and a general review of services as identified in the Scope of Work.
- Pricing should be provided on a cost-per-month basis for each facility. Please provide cost-per-square-foot pricing for hard surface floor restoration and carpet cleaning. Please provide cost per window pane for cleaning the inside and outside of exterior windows.
- Invoicing – A valid OCMG Purchase Order number must be printed on all invoices. Payment terms are 30
- Assignment/Outsourcing – Allowable only by prior written consent from an authorized OCMG representative per occurrence.
Section 6 – Insurance Requirements –
Contractors must maintain at all times during the term of the contract, at their own cost and expense, the following minimum insurance coverages:
Commercial General Liability Insurance: With a minimum limit of liability per occurrence of $1,000,000 for bodily injury and property damage. This shall include premises and operations, product and completed operations, and blanket contractual coverage.
Workers’ Compensation and Employers Liability Insurance: Meeting the statutory requirements of the State of California and with Employers’ Liability limits of not less than $1,000,000 per accident.
Section 7 – Format of Proposal –
Describe what you would like to see from each vendor in their proposal.
- Proposals should include the following sections: (1) brief company history, (2) overview of your company’s hiring, training, and operations processes, (3) the name and location of the person who will be responsible for the work at our facility, (4) monthly and annual pricing, and (5) three references of similar size and scope.
- Proposed pricing should include all service costs, including wage and wage-related expenses, janitorial supplies and equipment costs, and allowance for overhead and profit. Proposed pricing should NOT include the cost of consumable products such as can liners, hand soap, paper towels, etc.
Section 8 – Submission and Questions
- Please submit questions regarding the Scope or Approach for this RFP no later than DATE.
- Please submit completed proposals via email no later than DATE.
- Submissions and questions should be directed to:
Jane Smith
Orange County Medical Group
Practice Administrator
Email: csmith@OCMG.com
Telephone: 555-555-5555
This framework should provide vendors with most of the questions they need to provide a competitive proposal. In addition, by providing this framework, proposals should be easy to compare and discuss.
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