One of the most common barriers keeping companies from making a needed change in janitorial vendors is the time it takes to prepare a request for proposal (RFP). In this article you will find a janitorial RFP framework and example text. Using this framework, you could submit an RFP to potential vendors in as little as an hour.
Section 1 – About Our Company and RFP Summary – Provide a brief description of your company/organization and the reason for RFP
Harris-Matthews Clinic (“HMC”) is the largest physician-owned, multi-specialty group in the Tri-State. With over 20 providers, we provide a wide range of healthcare services to families and businesses throughout the area. Specialties include pediatrics, family medicine, OB/GYN, ENT, and orthopedics. In addition, HMC offers radiological, therapy, and lab services. HMC intends to select a supplier to perform housekeeping services for our facilities in Smith and Jones counties. The cleanliness of our facilities is critical to our mission of providing excellent service to our patients, staff, and visitors.
Section 2 – RFP Timeline – Provide a timeline of your vendor selection timeline
RFP Distributed to Suppliers Date
Questions from Suppliers Due Date
Response to Suppliers Questions Due Date
Proposal Due from Suppliers Date
Target Date for Internal Review of Proposals Date
Supplier Presentations (Q&A) (If necessary) Date
Final Supplier Selection Discussions Date
Section 3 – Scope of Work – Direct potential vendors to a scope of work document (using provided as an attachment). The scope of work describes the janitorial tasks and their frequencies.
Section 4 – Location of Services – Provide a list of sites if multiple sites are included in the RFP
Below are HMC locations and estimated square footage information for each
Section 5 – General Information and Requirements – Provide general information regarding the requested contract length, work hours, payment terms, and how you wish to treat project-related services.
Section 6 – Your Proposal – Describe what you would like to see from each vendor in their proposal.
Section 7 – Submission and Questions
This framework should provide vendors with most of the questions they need to provide a competitive proposal. In addition, by providing this framework, proposals should be easy to compare and discuss.