A free, copy-paste-ready commercial cleaning RFP template, written by Fraser Commercial Services for facility managers, operations leads, and procurement teams in Connecticut and Rhode Island.
The single biggest mistake in commercial cleaning RFPs is asking for cleaning frequency without specifying scope. “Clean the building 5 nights per week” can mean anything from a 30-minute basic sweep to a 4-hour deep clean. The bid prices reflect that ambiguity, which makes apples-to-apples comparison impossible. This template fixes that.
How to use this template
- Copy everything below into a Word doc or Google doc.
- Fill in the bracketed fields with your facility specifics.
- Send to 3 to 5 vendors for bidding.
- Use the included evaluation matrix to score responses on more than just price.
RFP Template: Commercial Cleaning Services
Section 1. Facility profile
- Facility name and address: [BUILDING NAME, FULL STREET ADDRESS]
- Facility type: [office, medical, manufacturing, school, government, retail, mixed]
- Total square footage: [TOTAL SQ FT]
- Breakdown by area type: [office sq ft, conference room sq ft, restrooms sq ft, kitchen sq ft, common areas sq ft, specialty spaces sq ft]
- Number of restrooms: [N]
- Number of staff on-site daily: [N]
- Hours of operation: [open/close times by day]
- Specialty spaces requiring extra attention: [labs, clean rooms, server rooms, vault areas, etc.]
Section 2. Service frequency requested
Please bid on the following frequency: [5 nights/week, 3 nights/week, 2 nights/week, weekly, biweekly]. If you would suggest a different cadence, please include that as an alternate option.
Section 3. Scope of work by area
For each area type below, the proposal must list exactly which cleaning tasks will be performed and at what frequency (D = daily, W = weekly, M = monthly, Q = quarterly).
- Offices and workstations: trash removal (D), surface dusting (D), spot vacuuming (D), full vacuuming (D/W), high dusting (M)
- Conference rooms: reset and surface clean (D), trash (D), glass cleaning (D), thorough deep clean (W)
- Restrooms: EPA-registered hospital-grade disinfection of all touch points (D), toilet/urinal cleaning (D), mirror polish (D), partition cleaning (D), full restock (D), floor mopping (D), descaling (W)
- Kitchens and break rooms: counter and table wipe-down (D), floor mopping (D), trash and recycling (D), appliance exterior wipe (W), microwave deep clean (M)
- Lobbies and common areas: floor care (D), glass and entry door cleaning (D), waiting area chair wipe (D)
- Hard floor care: sweep and mop (D), buff (M), strip and wax (annually), specify VCT, polished concrete, hardwood, tile
- Carpeted areas: vacuuming (D), spot stain treatment (as needed), full extraction (Q or annually)
Section 4. Compliance and operational requirements
- Background-checked crews required: yes
- Bonded crews required: yes
- General liability insurance with [FACILITY NAME] named as additional insured: yes, sample COI required with proposal
- Specific training requirements: [HIPAA awareness, OSHA bloodborne pathogen, ITAR clearance, prevailing wage compliance, child-safe disinfectant SDS, other]
- Documentation requirements: [cleaning logs by room, terminal-cleaning sign-offs, restroom check-off sheets, quarterly walk-through reports, COI on file, bonding documentation]
- Access procedures: [keys/fobs/alarm code handling, escort requirements, restricted areas]
Section 5. Project services anticipated (priced separately)
- VCT strip and wax: [annual / biannual]
- Carpet hot-water extraction: [quarterly / annually]
- Window cleaning interior: [included in nightly / quarterly project]
- Window cleaning exterior: [quarterly / annually]
- Post-incident disinfection: [as needed, please quote per-event pricing]
- Other: [pressure washing, upholstery cleaning]
Section 6. Pricing format
- Monthly recurring price for the nightly janitorial scope above
- Per-project pricing for each project service in Section 5
- Hourly rate for any out-of-scope or emergency response work
- Whether supplies are included or pass-through
- Annual pricing escalator clause, if any
Section 7. References required
Please provide three references from accounts in our industry sector ([healthcare / banking / manufacturing]) of similar size and scope. Include contact name, title, organization, phone, and length of relationship.
Section 8. Submission timeline
- Walkthrough date: [DATE/TIME, required for all bidders]
- Proposal due date: [DATE]
- Decision date: [DATE]
- Target start date: [DATE]
Section 9. Proposal contents required
- Cover letter signed by an authorized officer
- Completed scope of work matching Section 3
- Pricing per Section 6
- Three industry-specific references per Section 7
- Sample certificate of insurance and bonding documentation
- Background-check verification process documentation
- Named supervisor who would be assigned to this account, with bio and tenure
- Onboarding plan covering the first 30 days
- Any exceptions taken to the scope above, clearly listed
Section 10. Evaluation matrix
- Price (30 percent)
- Industry-specific experience (20 percent)
- Reference quality and tenure (15 percent)
- Supervisor quality, tenure, and accessibility (15 percent)
- Documentation and compliance posture (10 percent)
- Cleaner training and turnover practices (10 percent)
Helpful resources
- The Complete Guide to Commercial Cleaning in CT and RI (2026)
- Vendor Evaluation Scorecard
- Pricing Cheat Sheet
- All Commercial Cleaning Services we offer
- Request a free walkthrough
Want Fraser Commercial to bid on your RFP? Send the completed template to info@frasercommercial.com or call (860) 373-2525. We respond within two business days.