What Is An RFP?
What is an RFP (Request for Proposal) and how does it impact you? An RFP is a written document that details the specific needs of your facility and asks for a comprehensive plan from a qualified contractor on how they propose to address those needs.
The RFP is designed to be an open tool for you to look at a number of janitorial service providers and find the right contractor for your facility.
The better the RFP you receive, the better chance that your prospective cleaning company will be able to understand and offer your facility the services it needs.
While this may seem like a straightforward idea, it can quickly be derailed by imprecise specifications thrown together for your RFP or janitorial bids that are clearly not realistic for your facility.
Fortunately, there are a couple of important tools you can use when considering RFPs to be certain you get (and give) good information and proposals that address your facility’s unique needs.
Competition Is A Good Thing… Usually
Having competition for your facility’s business is likely to lead to more and better options for you and your facility.
That being said, in order to be useful, an RFP requires a lot of work from prospective janitorial companies and should not be your first qualification tool.
If you cast a wide enough net, you are going to bring in a lot of RFPs from unqualified, inexperienced, under skilled companies you shouldn’t have to sort through.
Sorting through such RFPs drains your time and burdens cleaning companies that are not actually contenders for your business.
The RFP should be used later in the process when you have identified a small group of promising companies.
When bids are open to nearly anyone, sometimes the most experienced companies will opt out to avoid the hassle.
Take Advantage Of Industry Certifications Like CIMS
A good way to wade through the crowded janitorial marketplace is to take advantage of the ISSA’s CIMS accreditation program to prequalify contractors before you even meet them or ask them to submit a proposal.
ISSA CIMS certification offers you a free shortcut to sift through the market and identify those companies most equipped to provide the kind of cleaning and maintenance your facility needs.
CIMS is a voluntary accreditation requiring a janitorial company to demonstrate a superior level of cleaning and maintenance in industry-specific areas.
CIMS, or the Cleaning Industry Management Standard, demonstrates a company’s capability and commitment to providing the highest levels of service and management.
These rigorous benchmarks are strong indicators of a company’s competency and help you narrow your short list to the best candidates.
It can be helpful to narrow your search using CIMS and then use the RFP in combination with an onsite inspection to get a better idea of what each prospective company can provide.
If you are looking for a CIMS certified partner, check with ISSA for a complete list of certified cleaning and building services companies in your area.
Overly Complicated RFPs Do More Harm Than Good
Information is king—except when it isn’t. Some information helps you make decisions, while other information unnecessarily complicates the process.
A frequent issue is when RFPs are recycled versions of old RFPs that haven’t been edited in years.
The RFP grows in size and complexity but doesn’t provide any more useful information.
An overly complicated RFP creates extra work for both you and your prospective janitorial company without telling you much about how they will actually operate in your facility.
An RFP should be detailed and specific but focused only on information that is essential for creating an accurate janitorial quote.
What information matters most?
First, cleanable square footage by floor type, because different types of flooring require different equipment, cleaners and time.
Second, accurate building occupancy numbers, because they determine consumable use like toilet paper and hand towels and predict how quickly a building will need attention.
This information allows the janitorial company to properly stock, plan and estimate janitorial hours.
Got Maintenance Headaches & Pain Points? Share Them
A common mistake is using the RFP to propose solutions to problems you had with your last cleaning company.
Finding solutions isn’t your job—it's the prospective janitorial company’s job.
But you must tell them what isn’t or wasn’t working; otherwise they may waste time testing solutions you already know aren’t effective.
Were you disappointed with your last commercial cleaning company? Did they consistently underperform in restrooms? Are budget cuts putting your maintenance on shaky ground?
Share this with qualified janitorial companies. Not only will you see their problem-solving skills in action before hiring them, they may have more effective, efficient or even lower-cost solutions.
The best way to strengthen your RFP is to build it around your actual business pain points and let the professionals propose solutions.
Let your prospective cleaning company do the heavy lifting!
The Importance Of Site Visits
A site visit is a critical aspect of any future contracting, and too often it is rushed or cursory.
For this reason, you should thin your list of prospective janitorial companies before walkthroughs.
This gives potential contractors more time to inspect your facility and produce a detailed, facility-specific plan.
Not only will you get a more accurate bid, but you will receive cleaner, more attuned service long-term.
Get The Commercial Janitorial & Cleaning Company That Does It Right
One of the most challenging tasks for any Facility Manager is finding the right janitorial service provider.
Putting time into the RFP process sets you and your facility up for success.
Further, using CIMS certification helps you quickly sort the dense commercial cleaning market and narrow your search to top performers.
Here at Stathakis, we have served Southeastern Michigan businesses for over thirty years.
We provide commercial cleaning, janitorial services and commercial handyman services to Genesee County, Livingston County, Washtenaw County, Monroe County, Wayne County, Macomb County and St. Clair County.
We offer effective, professional facility services to the cities of Detroit, Ann Arbor, Farmington Hills, Dearborn, Farmington, Livonia, Plymouth, Downriver, Royal Oak, Southfield, Troy, Auburn Hills, Novi and more.
For more information on our services and how we can help you, please contact us at 1-800-278-1884.
