When a cleaning contract is about to expire — or service levels just aren’t cutting it — running a formal RFP is the best way to find a better-fit vendor, lock in long-term pricing, and improve overall facility management.
With Power RFP, the process is structured, fast, and easy to evaluate. Here’s how to do it right.
Step 1: Define the Scope of Services Clearly
Start by detailing what you need cleaned, how often, and what standards must be met. A vague RFP leads to vague proposals — so specificity is your best friend.
Here’s a sample structure for janitorial and facility cleaning:
Facility: 50,000 sq. ft. combined office and warehouse
Contract term: 3 years
Services required:
- Daily office cleaning (after hours, Mon–Fri)
- Weekly warehouse cleaning (Saturday mornings)
- Monthly deep cleaning (carpets, upholstery)
- Restocking consumables: paper towels, soap, sanitizer
- Compliance with OH&S and environmental regulations
📂 Tip: Attach a facility layout and any compliance documents (e.g., OH&S guidelines) to ensure vendors understand your environment.
Step 2: Set Up the RFP in Power RFP
Log in to Power RFP and create a new project titled something like:
“RFP – Janitorial & Facility Cleaning Services (2026–2029)”
In the Scope of Work field, include details like:
We are seeking proposals from qualified cleaning service providers for a three-year contract to clean and maintain a 50,000 sq. ft. office and warehouse facility. Vendors must be able to meet daily, weekly, and monthly schedules as outlined, supply consumables, and adhere to relevant safety and environmental standards.
Attach:
- Facility layout (PDF)
- OH&S cleaning compliance guide
- Any internal policies related to contractor access
Set dates like:
- Launch: February 1
- Submission deadline: February 14
- Evaluation period: February 15–22
- Vendor selection: February 26
Step 3: Build Your Vendor Questionnaire
Use Power RFP’s questionnaire builder to gather service details beyond the proposal itself.
Here are example questions to include:
- Do you provide eco-friendly cleaning products?
- What is your emergency response time for spills or safety hazards?
- How do you train staff on safety and confidentiality?
- Can you accommodate flexible scheduling for after-hours events?
- What type of insurance coverage do you carry?
📂 Tip: You’re not just buying cleaning services — you’re managing safety, compliance, and employee experience. Ask the questions that uncover how vendors will deliver on those.
Step 4: Set Your Scoring Criteria
Customize your scoring system to reflect what matters most. For cleaning services, it might look like this:
| Criteria | Weight (Out of 5) |
| Price | 4 |
| Service level compliance | 5 |
| Scheduling availability | 5 |
| Ease of doing business | 5 |
| Experience & references | 3 |
📂 Tip: Make sure your scoring matrix aligns with your actual goals — if flexibility and eco-compliance are non-negotiable, weigh those higher.
Step 5: Invite Vendors & Launch
Once your RFQ is ready, invite vendors through Power RFP using their email addresses or from your vendor directory.
Include a brief message such as:
“We are conducting an RFP for facility cleaning services. Please review the scope, schedule, and documents and submit your proposal by [date]. We look forward to your response.”
Once launched, every vendor receives the same access to the project — ensuring fairness and consistency.
Step 6: Review and Compare Responses
As responses come in, Power RFP organizes everything in a clean dashboard so you can:
- Compare pricing, schedules, and scope of services
- View documents like safety certifications and insurance coverage
- Score each vendor based on your criteria
- Identify the top-scoring providers at a glance
No more sorting files, chasing missing documents, or digging through email threads.
Step 7: Select Your Vendor & Finalize
Once scoring is complete, you can:
- Notify the selected vendor through Power RFP
- Export all proposals and scores for documentation
- Archive the project or duplicate it for future RFPs
📂 Tip: Keep a shortlist of strong runners-up in case your first-choice vendor becomes unavailable or pricing shifts before contract finalization.
Final Thoughts
With Power RFP, sourcing a janitorial provider becomes a strategic move — not a scramble. You get transparency, control, and better service outcomes.Want to simplify vendor selection and stay audit-ready?
Try Power RFP for free today.