Copy this into a document, fill in the bracketed fields, and send it to 3–4 vendors. The
frequency matrix and pricing format force every bid into the same shape, so you can
compare scope to scope instead of number to number.
Periodic floor care (strip/wax or burnish): [frequency]
Periodic carpet extraction: [frequency]
Window cleaning: [frequency]
Consumables supplied by vendor (paper, soap, liners)
Other: [describe]
4. Service Frequency Matrix
Area
Requested frequency
Notes
Offices / open work areas
[e.g., 3×/week]
Restrooms
[e.g., every visit]
Kitchen / breakroom
[e.g., every visit]
Conference rooms
[frequency]
Lobby / entrances
[frequency]
Other
[frequency]
5. Vendor Requirements
Certificate of insurance: general liability + workers' compensation (attach)
Willing to name our organization as additionally insured
All staff background-checked; employees (not subcontractors) — state if otherwise
Named account manager and escalation contact
Documented inspection/QA process (describe in proposal)
Two references from comparable facilities
Contract terms: state required commitment length and cancellation terms
6. Pricing Format (required)
Line item
Monthly price
Base janitorial service (scope & frequency above)
$
Consumables (if separate)
$
Day porter (if requested)
$
Periodic floor care (annualized ÷ 12)
$
Periodic carpet care (annualized ÷ 12)
$
Total monthly
$
7. Evaluation Criteria
Proposals will be evaluated on: completeness of scope response, inspection/QA process,
staffing model and background-check policy, references, contract flexibility, and price
— in that order.
✦✦✦
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