Commercial Cleaning RFP & Scope-of-Work Template
Replace the prompts and blanks with your facility's details, then send to the cleaning companies you're evaluating.
1. Facility Information
| Company / organization | __________________________ |
| Site address | __________________________ |
| Primary contact & email | __________________________ |
| Facility type | office / medical / dental / daycare / restaurant / warehouse / retail / other |
| Total cleanable area (sq ft) | ____________ |
| # of restrooms / floors | ____________ |
| Desired start date | ____________ |
| Service window | after-hours / daytime / weekends — note access constraints |
2. Scope of Work & Frequencies
Mark the required frequency for each task; leave blank if not applicable. Add rows for facility-specific needs (operatory disinfection, kitchen floor scrubbing, dock sweeping).
| Task / Area | Daily | 3×/wk | Weekly | Monthly | Qtrly |
|---|---|---|---|---|---|
| Empty waste & recycling, replace liners | |||||
| Vacuum carpets / traffic areas | |||||
| Sweep & mop hard floors | |||||
| Restroom clean, disinfect & restock | |||||
| Kitchen / break room clean & sanitize | |||||
| High-touch surface disinfection | |||||
| Dust surfaces, sills, fixtures | |||||
| Glass / partitions / entry doors | |||||
| Interior windows | |||||
| Floor scrub / strip & wax / burnish | |||||
| Carpet extraction / deep clean | |||||
| Add facility-specific task… |
3. Service Standards & Accountability
- Quality inspections: documented walkthrough at least monthly, shared checklist.
- Issue response: re-clean / corrective action within [24 hours] of a reported deficiency.
- Communication: named account manager; a written checklist that you approve.
- Supplies: confirm equipment, products, and consumables (liners, soap, paper) are included.
- Staffing: consistent assigned crew; notice of substitutions; uniformed, ID-carrying staff.
4. Compliance & Insurance Requirements
Ask every bidder to confirm in writing — this protects you from liability transfer if a worker is injured or property is damaged on site:
| Requirement | Vendor confirms (Y/N) |
|---|---|
| WSIB coverage in good standing (request a clearance certificate) | |
| Commercial general liability insurance — minimum $2M–$5M | |
| WHMIS-trained; safe handling of cleaning chemicals | |
| Medical/dental: IPAC-aware protocols, the products you choose and approve, written checklist | |
| Food service: DineSafe knowledge, and a clear statement of what is and is not cleaned in the kitchen | |
| Written health-and-safety policy & a written checklist that you approve |
Zusashi Maintenance meets all of the above as standard: WSIB-compliant, $5M insured, since 2007. Every cleaner on our team is experienced. Use this section to hold every bidder to the same bar.
5. Pricing Request
- Flat monthly rate for the scope above: $__________ / month
- Implied rate per square foot (monthly ÷ sq ft ÷ visits): $________ / sq ft / visit
- One-time / periodic services priced separately (deep clean, strip & wax, carpet, windows).
- Contract terms: month-to-month vs. fixed term; cancellation notice; price-escalation clause.
- What is excluded from the monthly rate.
6. Questions to Ask Every Bidder
- How long have you operated, and can you provide 2–3 references for facilities like ours?
- Will the same crew service our site, and who is our day-to-day contact?
- How do you handle a missed task or a complaint?
- Month-to-month or long-term contract?
- Can you provide a WSIB clearance certificate and proof of insurance before we sign?
7. Submission Instructions
Return your completed proposal by [date] to __________________________. Include your flat monthly price, scope confirmation, the Section 4 compliance confirmations, references, and proof of WSIB + insurance. We expect to award by [date].