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 RFP
Harris-Matthews Clinic ("HMC") is the largest physician-owned, multi-specialty group in the Tri-State. With over 20 providers, we provide a wide range of healthcare services to families and businesses throughout the area. Specialties include pediatrics, family medicine, OB/GYN, ENT, and orthopedics. In addition, HMC offers radiological, therapy, and lab services. HMC intends to select a supplier to perform housekeeping services for our facilities in Smith and Jones counties. The cleanliness of our facilities is critical to our mission of providing excellent service to our patients, staff, and visitors.
Section 2 – RFP Timeline – Provide a timeline of your vendor selection timeline
- RFP Distributed to Suppliers Date
- Questions from Suppliers Due Date
- Response to Suppliers Questions Due Date
- Proposal Due from Suppliers Date
- Target Date for Internal Review of Proposals Date
- Supplier Presentations (Q&A) (If necessary) Date
- Final Supplier Selection Discussions Date
Section 3 – Scope of Work – Direct potential vendors to a scope of work document (using provided as an attachment). 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 HMC locations and estimated square footage information for each
- Family Medicine 123 Main Street 5,000 sq. ft
- Pediatrics 112 1st Street 9,500 sq. ft.
- OB/GYN 150 1st Street 8,200 sq. ft.
- ENT 200 Main Street 3,500 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 five days per week, Monday through Friday, between 5:00 pm and 11:00 pm.
- Contractor shall conduct a monthly walk-through at each building with a HMC representative. The monthly walk-through will be scheduled at a mutually convenient time for HMC 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.
- Term - 1 year, beginning February 1, 2024.
- Invoicing - A valid HMC Purchase Order number must be printed on all invoices. Payment terms are 30
- Assignment/Outsourcing - Allowable only by prior written consent from an authorized HMC representative per occurrence.
Section 6 – Your 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 7 – 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:
Carol Smith
Harris-Matthews Clinic
Practice Administrator
Email: csmith@hmc.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.
