best practices guide to writing an rfp for professional commercial cleaning

A Best Practices Guide toWriting an RFP for Professional CommercialCleaning Services

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Boston’s Best Commercial Cleaning

Writing a Request for Proposal for Professional Commercial Cleaning Services

Developing an RFP is a time-consuming but much necessary task when it comes to prospecting providers for commercial cleaning services. The key is to consider and view your RFP as a tool for efficiency. One that clearly states your needs and expectations, and mandatory requirements for any and all who submit an RFP for your review.

By taking the time to think through your needs, and write it right --- you will discover that in the end you will make your decision-making process fair, equitable and achieve the best outcome of candidates for your commercial cleaning services contract!

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To that end, we have prepared this eGuide to Assist you with the process.

What’s Included?Content discuss &

Include...

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Cover Letter Business Description Description of Your Office Space/Facilities Cleaning Tasks, Specifications & Scope of Work Company Profile for RFP Respondents Required Staffing for Your Commercial Cleaning Services Preferences & Disclosure Regarding Cleaning Materials Additional Services Mandatory Insurance Requirements Reporting, Customer & Client Services Requirements Invoicing & Payments On-Premise Site Assessment Key Contract Award Evaluation Criteria Announcement of Contract Award

… along with Best Practice Tips from your friends at BBCC

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Including a cover letter is always a best practice. It provides bidders with an overview and summary of service delivery expectations and requirements. It can also serve as an at-a-glance checklist and reminder for bidders to make sure they have covered all the information you require to fully and fairly assess their RFP submission.

COVER LETTER

Name of Company Key Contact Person (Title, eMail, Telephone) Total locations to be serviced Type Locations to be Serviced (Offices, Distribution Center, Call Center, etc.) Address of Properties to be Serviced Special Considerations (brands, green products, recycling policy, more) Mandatory Inclusions (Company Profile, Insurance Capabilities, References, more) Deadline for RFP Submissions (state a firm date and end time)

Use your cover letter to briefly summarize the following:BEST PRACTICE TIPS FROM BBCC… Close your cover letter with a list, recapping the total documents (and doc file names) that RFP respondents MUST include with their submission.

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PROVIDE A BUSINESS DESCRIPTION

Briefly describe the nature of your business. For example: advertising agency, architecture firm, customer service call center, law firm, multi-business center, distribution/warehouse facility, etc.

Include the number of employees, office/facility hours of operation, and/or shifts when employees are present – and how many employees per shift. This enables bidders to get a picture of your operations and what the office space incorporates.

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DESCRIBE YOUR OFFICE SPACE / FACILITIES

Type Office/Facility Space (open, private, warehouse, distribution, etc.) Total Facilities (office locations, warehouse/distribution, other) Estimated Total Square Footage Total Floors Inhabited Type Windows (floor-to-ceiling, etc.) Type Flooring (carpet, wood, laminate, concrete, etc.) Total Lunch & Break Rooms Total Bathrooms (men, women) Lobby, Reception Area(s) Hallway(s) Elevator(s)

This is understandably the most important component of your RFP. It defines your key office/facility areas to be serviced – and most importantly, defines your expectations and requirements. Consequently, be sure that you describe the following:

BEST PRACTICE TIPS FROM BBCC… When it comes to describing your facilities - More is always better. Include a floor plan if possible. The more information you can provide – the less time you will have to spend fielding questions and wondering whether bidders are bidding to specifications! Be clear. And be as specific as possible!

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CLEANING TASKS, SPECIFICATIONS & SCOPE OF WORK

TASKS FREQUENCY (Daily, Weekly, Biweekly, Monthly, Quarterly, Annual, As Needed)

Indicate as specifically as possible what cleaning tasks you want fulfilled. Also note how frequently you require each task to be done – daily, weekly, monthly, quarterly, etc.

WindowsDustingVacuumingMoppingLight Bulb ReplacementDeep Carpet ExtractionCarpet Bonnet ServicesFloor Strip & WaxBathrooms Floor ScrubbingTrash RemovalRecyclingCeiling

BEST PRACTICE TIPS FROM BBCC… It is extremely important to identify the frequency for tasks. Otherwise, the range in pricing you will receive will fluctuate wildly because bidders will typically place a minimum-priced bid, underpricing services to “get in the door” – then, once you get specific, your actual costs for services will increase. The other risk factor of not being specific is that once you short list candidates, you will more than likely have to request a second bid that is based on more specific information. That will prolong your decision-making process to finalize and select a service provider.


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Legal Name of Business Business Headquarters Legal Address Business Structure (Corporation, LLC, Sole Proprietorship) Years in Commercial Cleaning Business Overview of Business Credentials Types of Businesses and Clients Served Names of Owners Name(s) of Primary Contact(s), Telephone, eMail After Hours/Emergency Services Contact(s), Telephone, eMail References (3-5)

COMPANY PROFILE

Just as you are providing a description of your company, you need similar information from prospective service providers. As for a Company Profile, inclusive of the following:

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REQUIRED STAFFING FOR YOUR COMMERCIAL CLEANINGSERVICES

TASKS FREQUENCY (Daily, Weekly, Biweekly, Monthly, Quarterly, Annual, As Needed)

In most cases, after reading your Scope-of-Work and Specifications, an experienced commercial cleaning services provider will have what s/he needs to determine staffing requirements. However, if you havespecific staffing requirements – this is when you should state them. For example, you can get detailed and tell bidders how many shifts, the number of days, hours, and more – if you know this information.

BEST PRACTICE TIPS FROM BBCC… You might also indicate your expectations in regards to site service audits, meaning how regularly you want a management team member from the company to conduct a walk-through with you to assess service quality. Stating this upfront notifies candidates that you are open to structuring respectful, scheduled opportunities for you as client, and for the provider to collaboratively resolve any service issues and agree to corrective actions to be taken, going forward. It also provides a structured schedule for your service provider to provide you with insights and recommendations to keep your offices and facilities in conditions that meet your requirements and expectations.

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PREFERENCES & DISCLOSURE REGARDING CLEANINGMATERIALS

TIP: ask for the MSDS sheets to ensure the chemicals used by the cleaning providers are ecofriendly.

Request that bidders provide a list of proposed products/brands and chemicals to be used on a regular cleaning basis. This is particularly important if you have expensive furniture, artifacts and decorative items. It is also a time to take into consideration certain health issues such as allergies, among your staff members. And as well to point out any mandatory green and/or recycling company policies.

BEST PRACTICE TIPS FROM BBCC… We work with our clients to make sure that the products we use are safe, green, and according to their specifications. We will even alter our usual products to accommodate any special needs and requirements. Make sure the cleaning provider you choose can do the same if its important to you.

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ADDITIONAL SERVICES

TIP: You might consider requesting an hourly or day rate for additional services. Or, if you do not want to include a request for pricing at this time – just indicate: timing, services and costs to be determined.

List of indicate additional services that you might need on occasion or on demand, such as:

Snow Removal Landscaping Deep Carpet Extraction / Cleaning Floor Strip & Wax Floor Scrubbing Tenant Move Out / Move In Elective or Routine Maintenance (if required):

Light plumbing, interior painting, etc.

BEST PRACTICE TIPS FROM BBCC… The “heads up” on additional services is also likely to prove beneficial for you. Many companies will work with clients once a contract is awarded to provide pricing incentives. Especially after they get to know they needs of your business and your office/facilities.

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MANDATORY INSURANCE REQUIREMENTS

Be SURE to indicate the level of liability insurance that your company requires. Many companies will opt out of bidding if they do not meet what is required. That is important for you to know. You only want companies to take the time to complete the process and submit an RFP that can comply with your insurance requirements.

BEST PRACTICE TIPS FROM BBCC… If you are leasing your space, be sure to check with your property manager to confirm that the amount of liability insurance you require meets your lease terms. In most cases, we have discovered that the $1-million mark meets most requirements, and $2-million is typically more than enough.

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REPORTING, CUSTOMER & CLIENT SERVICES REQUIREMENTS

In addition to your key contact information, also indicate requirements for reporting and customer/client care:

Weekly, Monthly Reports (brief description: light out, damage, new work order, recommendations, other/more)

Weekly, Monthly Reports Primary Provider Contact for Commercial Cleaning Service Issues/Concerns

Provider Contact Telephone Provider Contact eMail Requirements & Timing for Audits, Walk-Throughs,

Assessments, Other

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INVOICING & PAYMENTS

Specify any specifics that might be important for prospective candidates to know, prior to submitting an RFP, inclusive of:

Payment Terms (Upon service completion, Net 10, Net 30, Net 45, Net 90 etc.)

Billing closing dates for invoicing Required Banking information for paperless check

payments Alternative payment channels (credit cards, PayPal, etc.) More, as/if applicable)

BEST PRACTICE TIPS FROM BBCC… The longer the wait for payment the more you may end up paying since some companies will include a ‘premium’ fee for every 30 days they have to wait for payment.

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ON-PREMISE SITE ASSESSMENT

It is strongly advised to take the “best practice” approach and set aside one or two days for RFP bidders to conduct an on-premise site assessment. This will provide vital informative clues for bidders --- and extremely important insights for you. By doing so, you can reduce the amount of time required to field phone calls and emails with questions that need your answers. And, it will give you an opportunity to gauge and assess the level of administrative services that prospective services will provide.

BEST PRACTICE TIPS FROM BBCC… Include days and times for bidders to request and schedule time for an on-premise visit in the writing of your RFP. Keep the time short, such as 30 minutes. Or, schedule one set time for a “group” walk-through and Question/Answer session. Provide attendees with a print out of your floor plan for reference. And schedule all individual appointments or your group session at least 2 week prior to the deadline for RFP submissions.

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KEY CONTRACT AWARD EVALUATION CRITERIAWe hear about terms such as transparency … leveling the playing field … and, disclosure. But typically they can be a “miss” in writing an RFP. The tendency and intent is to make the RFP “objective.” But sometimes the result can prevent candidates from really delivering information and answers that really get to the heart of your expectations. So why throw a stone in the path? Provide candidates with YOUR core evaluation criteria. That will help you! Their answers will help you develop your short-list when vetting RFP submissions.

BEST PRACTICE TIPS FROM BBCC… Specify and rank your evaluation criteria. This “levels the playing field” for all RFP respondents. AND you receive submissions that you can fairly assess in terms of what is most important to you in terms of criteria. For example: Cost 35%.

TIP: Keep a 1 pager Evaluation Criteria and make notes about the cleaning providers as the meeting ends.

So take a moment to list your primary, core evaluation criteria that you will use to guide your decision-making, such as: Cost Completion of Your RFP Experience Credential & References Other –To your Needs & Specifications

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ANNOUNCEMENT OF CONTRACT AWARD

Save yourself from a barrage of phone calls, eMails and text messages! Firmly state the date and time that you will announce the contract award. AND indicate how you will announce it (on your website … via eMail … via written response).

BEST PRACTICE TIPS FROM BBCC… Call the contract award winner immediately upon your decision. Once all parties have signed the contract – make it official! Prepare an at-the-ready eMail to send to ALL candidates who submitted an RFP. Thank them for their time in completing the RFP and going through the submission process. That’s the right and reasonable way to do business and maintain a positive attitude towards your company. Then, move on to building a positive, sustainable relationship with your new commercial cleaning services provider!

We wish you all the best in developing RFPs that make your decision-making efficient –going forward!

If you have any further questions on how to develop an RFP that meets your specific needs – please do not hesitate to contact me, directly! Sincerely,Victoria Amador, CEO

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-Victoria Amador-CEO, Co-Founder

Tel: 617-553-1393Email:

[email protected]: www.bostonsbestcommercialcleaning.com

https://www.linkedin.com/in/victoriaamador



http://www.bostonsbestcommercialcleaning.com/


www.bostonsbestcommercialcleaning.com