A structured RFP helps school districts secure reliable janitorial vendors who meet safety and compliance standards.
Key sections of a strong RFP include scope of work, compliance requirements, and quality assurance metrics.
Evaluating vendors based on experience, staffing, and cleaning protocols reduces service disruptions.
Transparent scoring and site walkthroughs lead to better long-term vendor relationships.
Download a sample RFP checklist template to save time and standardize your bidding process.
Facility directors across school districts face mounting pressure to maintain safe, sanitary learning environments while keeping budgets under control. A well-prepared Request for Proposal (RFP) for janitorial services is the foundation for selecting the right cleaning partner.
This guide explains exactly what to include in your RFP, how to evaluate bidders, and what compliance standards to verify before signing a contract. Whether you manage a small district or a network of campuses, this checklist ensures no critical detail is overlooked.
A school district janitorial services RFP is a formal document used to invite qualified cleaning contractors to submit bids for facility maintenance. It defines the cleaning scope, performance standards, safety policies, and evaluation process.
Unlike basic quotes or informal proposals, an RFP ensures transparency and fairness in vendor selection. It allows school districts to compare providers objectively, prioritize experience in educational settings, and verify compliance with local health codes and OSHA regulations.
A structured RFP protects your district in three key ways.
Consistency: Standardized specifications prevent misunderstanding about cleaning frequency, staffing levels, or supply responsibilities.
Accountability: Vendors must meet documented quality standards, including inspection and reporting procedures.
Compliance: Mandating OSHA, EPA, and state health standards helps avoid liability issues related to student or staff safety.
A clear RFP also signals professionalism and attracts higher-quality bidders who can meet district-level operational needs.
Every school district RFP should contain these essential sections.
Explain your district’s size, number of schools, and specific cleaning challenges. Mention any recent policy changes such as green cleaning or infection control that vendors must align with.
List all service areas including classrooms, cafeterias, gyms, restrooms, and administrative offices. Specify daily, weekly, and monthly cleaning tasks. Include seasonal deep cleaning, floor maintenance, and event setup or teardown as needed.
Outline expected cleaning hours, night shifts, and the minimum number of custodial staff per square footage. Request vendor details on supervision, substitute coverage, and communication procedures for absences.
Require proof of OSHA compliance, chemical safety data sheets (SDS), and employee background checks. If the district mandates eco-friendly cleaning, specify EPA-certified or Green Seal products.
Ask for performance metrics such as inspection frequency, response time to complaints, and documentation of completed tasks. Define how results will be tracked and reported.
Request certificates of insurance covering general liability, workers’ compensation, and property damage. Minimum coverage limits should be clearly stated.
Instruct vendors to break down costs by labor, materials, and optional services. Clarify whether prices should include supplies or if the district provides them.
Detail submission deadlines, required documents, and the evaluation process. A transparent scoring system ensures fairness and easier justification to boards or committees.
Evaluating bids involves more than comparing prices. Use a weighted scoring system that considers experience, quality control, and responsiveness.
| Evaluation Criteria | Weight (%) | Notes |
|---|---|---|
| Experience with K-12 or educational facilities | 25 | Look for multi-campus or district references |
| Staffing & training programs | 20 | Include turnover rates and background check policies |
| Compliance documentation | 15 | OSHA, EPA, and local safety adherence |
| Quality assurance & reporting | 15 | Inspection frequency, digital logs, issue tracking |
| Pricing & value | 15 | Compare line-item transparency |
| References & reputation | 10 | Include verified reviews or testimonials |
Always schedule site walkthroughs for top bidders. Observing staff professionalism, equipment quality, and communication in real settings often reveals more than written proposals.
Vague scope descriptions: Leads to inconsistent service delivery and cost overruns.
Ignoring past performance data: Vendors with unresolved complaints may repeat patterns.
Focusing solely on price: Low bids can mask inadequate staffing or outdated cleaning equipment.
Skipping site inspections: Paper qualifications rarely show day-to-day standards.
Omitting feedback loops: Without periodic evaluations, quality drifts over time.
A strong RFP sets clear expectations, ensures competitive fairness, and establishes performance monitoring from day one.
Facility directors should reference both federal and state standards in their RFP.
OSHA (Occupational Safety and Health Administration): Worker safety, chemical handling, and PPE requirements.
EPA (Environmental Protection Agency): Approved disinfectants and green cleaning initiatives.
CDC (Centers for Disease Control and Prevention): Guidelines for infection prevention, especially in health-related emergencies.
Local Fire and Health Departments: Waste disposal, ventilation, and chemical storage compliance.
Including compliance clauses prevents costly penalties and strengthens trust with parents and staff.
Planning Phase (2–4 weeks): Define cleaning scope and collect input from principals and custodial leads.
Drafting & Approval (1–2 weeks): Finalize RFP language and legal review.
RFP Release (2 weeks): Distribute publicly via district website and procurement portals.
Bidder Q&A (1 week): Allow clarifications and pre-bid meetings.
Evaluation (2 weeks): Score proposals and conduct interviews or site visits.
Contract Award (1 week): Announce winner and finalize terms.
This timeline can be adjusted based on district size and the number of submissions received.
Facility managers can streamline the RFP process using these resources.
U.S. EPA Healthy Schools Toolkit – Guidance on green cleaning programs (epa.gov).
OSHA School Facility Safety Guidelines – Compliance documentation and templates (osha.gov).
All Janitorial Service RFP Checklist Template – Download a pre-filled editable document to save time during bid preparation.
Vendor Evaluation Scoring Sheet – Spreadsheet template to score vendors by weighted criteria.
These tools help standardize evaluation and improve audit readiness.
A thorough, transparent RFP process allows school districts to secure reliable janitorial partners who understand the unique challenges of educational environments. By following this checklist and incorporating compliance, quality assurance, and pricing transparency, facility directors can reduce risk, save time, and ensure consistently clean, safe schools for students and staff.
All Janitorial Service, Inc. provides dependable, fully compliant janitorial programs for K-12 schools and district facilities across the Bay Area. Our in-house crews follow strict safety, background, and green-cleaning standards to keep campuses healthy and inspection-ready.
Get a customized RFP consultation within 24 hours and see how we can support your district’s cleaning goals.