If you are a CT facility manager or property manager preparing an office cleaning RFP, this is the template you can copy. It is structured the way Fraser Commercial answers RFPs every quarter — written so you get apples-to-apples comparisons, defensible scope, and pricing that aligns vendor incentives with the building staying clean.
Section 1 — Scope of work (most important section)
Spell out exactly what gets cleaned, how often, and to what standard. Vendors will price to whatever you write, so vague scope = vague execution.
Standard nightly scope checklist
- Restrooms — full clean and restock (toilets, sinks, mirrors, fixtures, dispensers, floors, trash). Frequency per night.
- Vacuuming — all carpeted areas. Frequency per night.
- Floor care — sweep and damp mop hard floors. Frequency per night.
- Trash and recycling removal — all bins, transport to dumpster.
- Surface disinfection — high-touch points (door handles, switches, elevator buttons, signature pads).
- Kitchen and breakroom — counters, sinks, microwave exterior, fridge exterior, coffee station.
- Glass cleaning — entry doors, lobby glass, conference room glass.
- Dusting — desks, ledges, baseboards (rotating schedule).
- General tidying — straighten conference rooms, restock supplies.
Section 2 — Frequency and hours
- Cleaning nights per week (typically 5; some sites add 6).
- Cleaning window (e.g., 6 PM–6 AM, between specific times based on alarm).
- Day porter hours per week, if applicable.
- Weekend coverage requirements.
Section 3 — Project services schedule
Quoted separately from nightly. Specify required cadence per service per location:
- Carpet shampooing — typically 2–3× per year.
- Floor stripping and waxing — 2–3× per year.
- Window cleaning — 2–4× per year (interior + exterior where applicable).
- Vent cleaning and high dusting — 2–3× per year.
- Glass partition cleaning — quarterly.
- Pressure washing — 1–2× per year.
- Specialty as needed.
Section 4 — Vendor requirements
- General liability insurance (specify coverage minimums; $1M–$2M typical).
- Bonding documentation.
- Workers comp coverage.
- Background checks on all assigned staff (required for regulated sites).
- Branded uniforms and ID badges.
- Single named account manager / supervisor.
- Documented inspection program with reporting cadence.
- Backup coverage plan.
- References — at least three local commercial clients with 5+ years tenure.
Section 5 — Pricing structure
Require vendors to break out:
- Recurring monthly rate for nightly janitorial — single number.
- Day porter rate (per hour or per week) if applicable.
- Per-service quotes for each project service category, with frequency assumptions.
- Rate-card pricing for emergency or one-off work outside the monthly contract.
Do not let vendors bury costs in vague hourly numbers. Flat monthly recurring rates align vendor incentives with consistent quality.
Section 6 — Submission requirements
- Proposal due date.
- Walkthrough scheduling window.
- Single point of contact at the bank/property/facility for vendor questions.
- Required attachments — insurance cert, references list, scope-of-work confirmation.
- Decision timeline.
Section 7 — Evaluation criteria (publish your weights)
Letting vendors see how you will score them produces better proposals. Common weighting:
- Price: 30%
- Local references and tenure: 20%
- Compliance documentation (insurance, bonding, background checks): 20%
- Quality control program: 15%
- Account management structure: 10%
- Sustainability / green options: 5%
Want a Word doc version of this template?
Reach out — happy to send you a clean copy you can adapt for your facility. Email info@frasercommercial.com or call (860) 373-2525.