Commercial Cleaning RFP: A Property Manager’s Guide

How to write and evaluate a commercial cleaning RFP — what to include, how to score, and red flags to watch for.

Scope Definition First

Before requesting bids, document the actual scope: total square footage by area type (office, restroom, kitchen, common, glass exterior), frequency by area, special considerations (24/7 access, sensitive tenants, after-hours only). Vendors cannot accurately bid without this — and you cannot compare apples to apples if your RFP is vague.

What to Include in the RFP

Scope of work by area and frequency. Required certifications and insurance. Reference requirements (three similar buildings). Performance metrics and SLA. Pricing structure (per-square-foot, monthly retainer, hourly). Term length and termination clauses. Background check requirements for all staff entering the building. After-hours access policy. Inspection and audit rights.

How to Score Bids

Lowest price almost never wins luxury commercial. Score on: price (30%), references (25%), proposed approach and SOPs (20%), insurance and compliance (15%), team experience and turnover rate (10%). The lowest bidder often has the highest turnover and the most quality complaints six months in.

Red Flags in Bids

Pricing significantly below market — they are paying staff poorly and turnover will be high. Vague SOPs. No supervisor on staff. No insurance certificates provided. No willingness to provide references in similar buildings. High-pressure sales tactics. Unwillingness to commit to specific staff for the account.

Need Professional Help?

FJ Luxury Services provides Commercial Cleaning across Beverly Hills, Bel-Air, Brentwood, Pacific Palisades, Hollywood Hills, Malibu, Hidden Hills, and Calabasas. Call (747) 966-0525 for a free consultation.