Facility health guide
Janitorial RFP Templates: Scope of Work Specs for Offices, Medical & Warehouses
A good janitorial RFP lists the facility details, cleanable square footage, required frequencies by area, insurance minimums, and how bids must state labour hours. Use the templates below as a starting point: copy the task lists for your facility type, fill in your square footage and restroom count, and require every bidder to price the same scope.
What every janitorial RFP should include
Facility profile: address, cleanable square footage, floors, restroom and fixture counts, flooring types, occupancy, and access hours.
Scope by area and frequency: nightly, weekly, monthly, and periodic tasks spelled out — never 'as needed'.
Requirements: general liability and workers' compensation certificates, background checks, product types (EPA-registered disinfectants, food-contact sanitizers), and supervision and inspection frequency.
Pricing format: fixed monthly price, stated labour hours per week, consumables included or excluded, and hourly rates for extra work.
How to use these templates
Copy the list for your facility type into your RFP document, delete what doesn't apply, and add specialty items such as floor refinishing schedules or day porter hours. Send the same document to every bidder and ask for a walkthrough before pricing.
Tampa Bay property managers can request a free walkthrough from us and we will write the scope for you — you are free to use it to compare other bids.
Sources
Guidance on this page follows published public-health and regulatory sources. Verify current guidance before acting on anything time-sensitive.
Scope checklist
Compare this line by line against any other bid you receive.
Corporate office — nightly
- Empty trash and recycling; replace liners
- Clean and disinfect restrooms; restock paper and soap
- Disinfect touchpoints: door handles, switches, elevator buttons, shared desks
- Clean break room counters, sinks, appliance exteriors
- Vacuum carpeted traffic areas; dust-mop and damp-mop hard floors
- Weekly: detail vacuum, dust ledges and vents; Monthly: high dusting, baseboards
Medical / dental clinic — nightly
- Disinfect exam and operatory surfaces with EPA-registered hospital disinfectant at label dwell time
- Color-coded microfiber to separate restroom, clinical, and general areas
- Disinfect waiting-room seating, check-in counters, pens and clipboards
- Empty regular waste; regulated medical waste and sharps handled by licensed hauler only
- Mop hard floors with disinfectant; restrooms cleaned and disinfected
- HIPAA: no handling of patient records; screens and paperwork left untouched
Warehouse / distribution — 3x weekly
- Clean and restock restrooms and locker rooms
- Clean break rooms and office areas
- Empty trash; sweep or scrub dock and high-traffic floor zones
- Monthly: auto-scrub warehouse floors; quarterly: high dusting of racking and fixtures
- Spill response procedure and SDS binder on site
Questions
Common questions
- What is a janitorial RFP?
- A request for proposal that describes your facility and cleaning scope so contractors price the same work and you can compare bids fairly.
- Should bids be per square foot or fixed monthly?
- Ask for a fixed monthly price and stated weekly labour hours. Per-square-foot figures are useful for budgeting but hide how many hours the crew will actually spend.
- How long should a janitorial contract be?
- One year with a 30- to 60-day mutual notice period is common and keeps the contractor accountable.
- Will you write the scope for my building?
- Yes — for Tampa Bay facilities we walk the building and give you a written scope at no charge.
Keep going
Related pages
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