A free vendor evaluation scorecard for facility managers comparing commercial cleaning bids in Connecticut and Rhode Island. Use it to score every bid on the same dimensions, not just price.
Most facility managers compare cleaning bids on dollars per month and one or two impression-level questions. That misses the dimensions that actually predict service quality after year one: supervisor structure, cleaner tenure, scope clarity, and operational discipline. This scorecard gives every bid the same rigorous evaluation.
How to use this scorecard
For each vendor that submits a proposal, score them 1 to 5 on each dimension below (5 = excellent, 1 = poor or unable to answer). Total possible score: 100 points. Vendors below 70 should not be hired regardless of price.
The 20 questions to score
1. Supervisor structure (10 points)
- Will my account have a named supervisor with a phone number? (5 points)
- How many other accounts does that supervisor manage? (5 points if 8 or fewer, scale down)
2. Cleaner tenure and turnover (10 points)
- What is the tenure of the cleaner who would be assigned to my account? (5 points if 18+ months)
- What is the company’s overall annual turnover rate? (5 points if below 50 percent vs the industry average above 75 percent)
3. Background checks and bonding (10 points)
- Is every cleaner background-checked before receiving keys, fobs, or alarm codes? (5 points if yes, default, no upcharge)
- Are crews bonded and is the company carrying general liability insurance with willingness to add my facility as named insured? (5 points if yes, with sample COI provided)
4. Industry-specific experience (10 points)
- Do they have at least three current accounts in my industry sector? (5 points)
- Are the references at organizations of similar size and scope to mine? (5 points)
5. Scope of work clarity (10 points)
- Did the proposal include a written scope of work with specific tasks, frequencies, and areas? (5 points)
- Are there any vague phrases like “general cleaning” or “as needed” without specifics? (5 points if no vague phrases)
6. Pricing methodology (10 points)
- Did the vendor walk the building before quoting? (5 points)
- Is the price within plus or minus 20 percent of typical CT/RI market rates? (5 points if yes; deduct if substantially below market or substantially above without justification)
7. Backup coverage and reliability (10 points)
- What happens if the assigned cleaner does not show up? Is there a documented backup plan? (5 points)
- What is the company’s overall service reliability track record (ask references about no-shows or service gaps in the last 12 months)? (5 points)
8. Documentation and reporting (10 points)
- Will the company provide written cleaning logs, restroom sign-offs, and walk-through reports on a defined cadence? (5 points)
- Can they meet my industry’s specific compliance documentation requirements (HIPAA, OSHA, ITAR, prevailing wage)? (5 points)
9. Onboarding and transition (10 points)
- Did the proposal include a documented 30-day onboarding plan? (5 points)
- Have they handled vendor transitions of similar scope before, with reference contacts who can confirm? (5 points)
10. Communication and responsiveness (10 points)
- How quickly did they respond to the RFP and follow-up questions during procurement? (5 points if same or next business day)
- Do references describe the supervisor as easy to reach and quick to resolve issues? (5 points)
Scoring guide
- 90 to 100 points: Excellent. Hire with confidence.
- 80 to 89 points: Strong candidate. Minor gaps to negotiate.
- 70 to 79 points: Hire with caution and clear written commitments on the gaps.
- Below 70 points: Pass, regardless of price.
Helpful resources
- Free Commercial Cleaning RFP Template
- Pricing Cheat Sheet
- The Complete Guide
- All Commercial Cleaning Services
Want Fraser Commercial scored against this template? Call (860) 373-2525 or request a free walkthrough and we will give you the answers to all 20 questions in writing.