Writing a Cleaning RFP That Gets Comparable Bids

The purpose of an RFP is not to collect prices. It is to collect prices for the same work. Most cleaning RFPs fail at that, and the evaluation turns into guesswork.

Sections that do the heavy lifting

• Space inventory: area, surface type, fixture counts, and traffic class
• Frequency table by space type and task, not nights per week
• Periodic work schedule: floor care, glass, high dusting, carpet
• Compliance package: WSIB clearance, liability limits, WHMIS, screening requirements
• Staffing disclosure: hours on site, supervision model, coverage for absences
• Reporting: inspection format, frequency, and escalation response times
• Evaluation weighting stated up front, price included as a percentage

Ask for a walkthrough before bids close

Any serious bidder wants to see the building. Vendors who quote from a spreadsheet alone will discover reality after they win — and that discovery becomes your service problem.