New Year, New Contracts: What to Include in Your Janitorial RFP

Dec 30

January isn’t just about fresh starts and resolutions. For property managers, it’s RFP season.

This is when commercial and residential properties review, rebid, or renew their trade contracts. It’s a chance to evaluate how things went over the past year, identify what needs fixing, and make sure services fit the current budget. Janitorial contracts are usually at the top of that list.

But writing an effective janitorial RFP takes more than copying last year’s version. The information you provide directly affects how accurate the proposals will be, and ultimately, whether your cleaning program actually works.

Why Building Details Actually Matter

Pricing matters, obviously. But the facility information you include is what makes those numbers meaningful. RFP season gives you the opportunity to document what your building really needs, not just list generic cleaning tasks.

When your RFP is vague or missing key details, you’ll get bids all over the map that are impossible to compare fairly. Janitorial companies have to guess at things like square footage, how many people use the building, or what special requirements you have. They either inflate their pricing to cover the unknowns, or they submit unrealistically low bids that create problems down the road.

The more specific your facility information is, the better the proposals you’ll get back.

What to Actually Include in Your RFP

Here’s what property managers should document in every janitorial RFP to get accurate, comparable proposals:

1. Square Footage That Makes Sense

You need both total and cleanable square footage:

Total building square footage (the whole footprint)
Cleanable square footage (areas that actually get cleaned regularly, not mechanical rooms or storage)
Breakdown by floor type: carpet, tile, hardwood, concrete, etc.
High-traffic versus regular areas (lobbies, elevators, common spaces that need more frequent attention)

Why this matters: Cleaning companies price based on cleanable space and floor types. A 100,000 square foot building might only have 70,000 square feet that actually needs cleaning. That difference matters a lot for both pricing and how many people you’ll need on site.

2. Floor Plans and Building Layout

Share floor plans or layouts that show:

How many floors and how they’re set up
Where the elevators are and if there’s freight access
Janitorial closet locations and how much storage space exists
Where all the washrooms are and how many there are
Common areas like lobbies, mailrooms, gyms, party rooms, pools
Parking areas (underground garages, surface lots, parkades)
Outdoor spaces that need maintenance (entrances, patios, courtyards)

Why this matters: Layout affects how efficiently you can clean a building. Ten small floors take more time to service than one big floor. If storage is tight, supplies might need to be delivered daily. These logistics change both cost and how service gets delivered.

3. How Your Building Gets Used

Document the real usage patterns:

Number of units or office spaces
Occupancy rates (what percentage is actually occupied versus vacant)
When people are there (business hours, evening activity, weekend traffic)
Seasonal changes (is summer different from winter?)
Regular events that affect cleaning needs
How often units turn over (for residential properties)

Why this matters: A building that’s busy 9 to 5 on weekdays needs different coverage than a residential building with people coming and going 24/7. Properties with high turnover need more frequent deep cleaning and flexible scheduling.

4. Washroom Details

Get specific about washrooms:

Total number (broken down by floor if you have multiple levels)
Public versus private washrooms
How many fixtures in each (toilets, urinals, sinks)
Any special features like showers, change rooms, or children’s facilities
How often they currently get cleaned

Why this matters: Washrooms take the most time to clean properly. A building with 20 washrooms needs completely different staffing than one with 5.

5. Anything Out of the Ordinary

Call out unique needs or challenges:

Green cleaning requirements or sustainability goals
Security and access (key cards, alarm codes, after-hours procedures)
Special certifications (food-safe cleaning for kitchens, medical standards for healthcare)
Sensitive spaces (computer rooms, labs, childcare areas)
Pet-friendly buildings (dog runs, pet stations need extra attention)
Pool and spa areas
Fitness centers and locker rooms

Why this matters: Special requirements affect training, what products can be used, what certifications are needed, and pricing. These details help cleaning companies figure out if they’re even qualified for the job.

6. Your Current Cleaning Schedule

Write down what you’re doing now:

How often each area gets cleaned (daily, weekly, monthly)
When cleaning happens (after hours, overnight, daytime porter)
Whether you need day porter coverage
Weekend and holiday expectations
How many cleaners currently work in the building

Why this matters: This baseline helps vendors understand what you expect and whether your current coverage actually makes sense for your building.

7. What’s Not Working

Be honest about problems:

High-traffic spots that need extra care
Issues with your current service
Complaints from residents or tenants
Specific headaches (dirty lobbies, elevator maintenance, garbage room smells)
Things that went wrong before that you want to avoid

Why this matters: When you’re upfront about challenges, vendors can suggest actual solutions instead of just generic services. It also shows you’re serious about finding the right fit, not just the lowest price.

Commercial vs. Residential Condo Cleaning: Different Details Matter

The basic checklist works for both property types, but what you emphasize should differ.

Commercial buildings should focus on: How many office suites, tenant density, conference room usage, kitchen and break room setups, and after-hours security. Commercial cleaning services in Toronto for your building often have different needs and they can change from year to year.

Residential properties should highlight: Unit counts, how much the amenities get used, package room needs, how often the party room gets booked, moving day schedules, and the fact that cleaning staff need to be visible and professional. Toronto residential condo cleaning services may need to be approved by a Board of Directors so it’s important to get all of the right information to get an approval.

A good RFP recognizes these differences and includes the details that actually matter for your type of property.

What Good Information Does for Cleaning Companies

When janitorial providers get detailed facility information, they can:

Calculate labour accurately instead of guessing
Plan for the right equipment and supplies
Create realistic schedules that work with your access and peak times
Price fairly without padding for unknowns
Start faster because they already understand the building

Clear facility information during the RFP process means you get proposals that are accurate, easy to compare, and actually useful. That’s why experienced cleaning companies often ask for site visits to double-check details and catch anything that might have been missed on paper.

Get the Foundation Right

RFP season is your chance to set things up properly for the year ahead. The facility information you provide becomes the foundation for service delivery, quality standards, and accountability.

At M.C. Janitorial Systems, we treat the RFP process as a planning conversation, not just a bidding exercise. We know that good proposals start with understanding your building, and we’re always willing to walk the property to make sure we’ve covered everything.

Good janitorial service doesn’t start on day one of a contract. It starts with understanding your building before the contract even begins.

Preparing Your RFP This Year?

If you’re reviewing janitorial services this season, take the time to document your facility properly. It makes a bigger difference than you’d think.

Whether you manage commercial property or a residential community, complete facility information means you’ll get proposals that reflect what your building actually needs.

M.C. Janitorial Systems works with property managers across the GTA on thorough building assessments, detailed proposals, and consistent service all year long.

If you’re putting together an RFP or need help figuring out what details to include, let’s talk.

Shannon Clement