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Facility Manager’s Guide to Janitorial RFPs
Introduction
Purpose of this guide, benefits of a structured RFP process, and intended audience (Facility Managers, Procurement Officers).
When to Use an RFP
Scenarios that justify issuing an RFP: large multi-site contracts, contract renewals, switching vendors, compliance-driven bids.
Pre-RFP Planning
Define scope, cleaning frequencies, regulatory needs, KPIs, current pain points, and expected outcomes. Engage internal stakeholders (HR, security, operations).
Drafting the RFP Document
Key sections: Company background, RFP timeline, scope of work (SOW), proposal format, submission guidelines, evaluation criteria.
Defining the Scope of Work (SOW)
List of services (janitorial, disinfection, restroom cleaning), site specs, cleaning frequency, required equipment and supplies, green cleaning requirements, and special conditions (e.g., secure areas).
Vendor Qualification Criteria
Minimum years in business, certifications (e.g., ISSA, OSHA), insurance, previous similar projects, workforce screening, and management structure.
Proposal Evaluation Process
Scoring rubric (e.g., pricing 30%, quality 25%, references 20%, compliance 15%, innovation 10%), evaluation team structure, Q&A process.
Compliance and Legal Requirements
Insurance minimums, worker’s compensation, OSHA compliance, background checks, union requirements (if any), and data security standards.
Final Selection and Onboarding
Scoring final proposals, conducting interviews or site visits, contract negotiation, service level agreements (SLAs), onboarding plan, and kickoff checklist.
Template Attachments (Optional)
Sample SOW, sample scoring rubric, vendor questionnaire, pricing form template, and contract draft.
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