A commercial cleaning RFP (request for proposal) can be worth a lot, but it's also easy to get disqualified on a technicality. This checklist walks through how to respond to a cleaning RFP step by step, so your cleaning bid proposal gets read and not tossed.
Step 1: Decide if it's worth bidding
RFPs take real time. Before you start, answer honestly:
- Is this building type something you already clean well?
- Can you staff it at the frequency they want?
- Can you meet the insurance and bonding requirements?
- Is there a mandatory walkthrough, and can you attend?
- Do you have enough time before the deadline?
- Do you know anything about why they're bidding it out?
If you answer no to several, it may be better to pass and put the time into bids you're more likely to win.
Step 2: Read the whole RFP twice
Most disqualifications come from missed instructions. On the second read, make a list of:
- The submission deadline, time zone and method (email, portal, sealed envelope)
- Required forms, signatures and certificates
- The exact format they want pricing in
- Page limits or required section order
- The question deadline and who to send questions to
- How they'll score responses
Step 3: Attend the walkthrough and ask questions
If there's a pre-bid walkthrough, go, even if it's optional. Bring the walkthrough checklist. Submit questions in writing by the deadline. Answers are often shared with every bidder, but asking still shows you're paying attention.
Step 4: Build your janitorial RFP response
A strong response usually includes:
- Cover letter that restates their goals in their words
- Company overview: years in business, building types you clean, service area
- Scope of work, matching their task list line by line
- Staffing plan: crew size, supervision, hours
- Quality control: how you inspect work and handle complaints
- Transition plan: how you'll take over from the current cleaner
- Pricing, in exactly the format requested
- Insurance certificates, licenses and any required bonding
- References from similar buildings
- Every required form, signed
Step 5: Price it so it can be compared
RFP evaluators compare bids side by side. Make yours easy:
- Price every line they ask for, even the optional ones.
- Show monthly and annual totals if they ask for both.
- List any assumptions, like hours of access or supply costs.
- Don't bury exclusions in fine print.
Step 6: Check everything before you submit
- Every required form is included and signed
- Pricing matches between the summary and the detail
- File names and format match their instructions
- You've submitted before the deadline, with time to spare
- You have confirmation that it was received
Step 7: Follow up the right way
Many RFPs restrict contact during evaluation. Follow their rules. After the award, whether you win or lose, ask for a debrief if they offer one. It's the fastest way to improve your next cleaning bid proposal.
Log the result and the reason in your tracker, the same way you would for any bid.
If you respond to RFPs often and want a read on where your process is losing, the Revenue Systems Assessment covers RFPs alongside walkthrough bids. For the relationship side of winning contracts, see how to get commercial cleaning contracts from property managers.
Want the leaks found for you?
The Revenue Systems Assessment is a fixed-price $2,000 review of how your cleaning company turns quote requests into signed contracts and renewals. Leaks ranked by cost, plus a build plan you keep.
See the assessment →