guide

You are at your desk grinding away on your daily hour’s budget comparison report when a FedEx package arrives and makes your day. Inside, you find a request for proposal (RFP). All of that cold calling is finally paying dividends. Rejoice!  

A quick perusal indicates it could be a great opportunity; however, it will require a high level of commitment in time and resources: a multi-day site tour, a voluminous response requirement and, if selected to make the first cut, an in-person presentation by your entire executive team. At this point, your BSCAI Contracting Success seminar experience reminds you it’s time to ask yourself the two critical questions during any facility services RFP process:  

  1. Does this commercial janitorial RFP qualify for us? 

  1. Do we qualify for the RFP? 

Does the RFP Qualify for Us?  

Since becoming a member of BSCAI, you’ve already made a criteria list for your commercial company to qualify for this opportunity. Below are four areas of RFP best practices your list will cover.  

Revenue 

Does this account appear to be the right revenue size, allowing you to achieve your janitorial service company’s revenue goal?  

Market Segment 

Does the client match the facility maintenance market segments clearly defined as an ideal client? For example, a movie theater chain might be a significant client; however, your operational expertise is not geared to multi-site facilities, third shift and seven-days-a-week service accounts. Rather, a single-site facility management contract, full-time day portering and part-time/nighttime requirement may better align with your current janitorial business model. 

Terms and Conditions 

The revenue and market segment are ideal; however, if the terms and conditions do not qualify, it might not be an opportunity after all. Key points of consideration are:  

  1. Risk: Understanding the level of risk involved based on indemnity language 

  1. Payment terms: Are the payment terms acceptable regarding your commercial cleaning company’s cash flow requirements? 

  1. Insurance Requirements: Does your current insurance policy provide for the types of coverage and amounts required? 

  1. Termination Clause: Does the contract allow termination by either party? Unforeseen circumstances like scope creep, non-payment for services, and unrealistic expectations are common examples in facility service contracts and why it is imperative to have the ability to cancel a contract. 

Disclaimers 

Some RFPs are merely requests for vendors to submit information. This typically indicates a client isn’t requesting a proposal to be considered and, instead, the request is for unpaid consulting services provided by your organization. This might take further investigation, perhaps a phone call or email to ask probing questions: Why is the janitorial RFP happening? Is the incumbent allowed to bid? What would it take to make a change? 

next page of this article:
Asking the Right Questions about Qualifications



POSTED ON: 2/18/2025