Janitorial RFP Mistakes That Attract the Wrong Commercial Cleaning Company

When you’re ready to choose a new cleaning provider, you’ll likely begin by distributing a janitorial RFP to several companies and waiting for responses. But if your RFP is built around generic, low-bar questions, you may inadvertently invite the wrong type of bidder. In this post, we’ll walk you through some of the most common red-flag questions in a janitorial RFP, explain why they matter, and offer smarter alternatives you can use to build a stronger cleaning service contract.

Questions to Avoid When Hiring a Commercial Cleaning Partner

The Questions You Ask Shape the Partner You Get

Not every janitorial RFP RFP gets the same results. Some attract experienced, well-qualified vendors; others fill your inbox with vague, cookie-cutter proposals from companies that can’t deliver what your facility truly needs.

The difference often comes down to the questions you ask. A generic or price-driven RFP can unintentionally signal inexperience and attract the wrong bidders. In contrast, a strategic, well-built RFP filters out underqualified vendors and helps you evaluate who’s capable of meeting your standards long-term—bringing in the right partner instead of the lowest bidder.

Why Certain RFP Questions Send the Wrong Signal

When it comes to cleaning contracts, what you ask often determines what you get. Some RFP templates use questions so broad that quality vendors hesitate to bid at all.

Here are a few examples that illustrate why:

“What’s your price per square foot?”

It’s a common question, but it reduces complex cleaning programs to a single number. Price-per-square-foot doesn’t account for frequency, scope, occupancy levels, or compliance requirements. It encourages bidders to cut corners to appear “competitive.”

Ask instead: “Provide detailed pricing that includes scope of work, service frequency, and expected staffing levels.” This encourages transparency and allows you to compare value, not just cost.

“List all services you provide.”

While it sounds comprehensive, this question invites vague, boilerplate responses. You’ll likely receive long lists that don’t reflect your actual needs or priorities.

Ask instead: “Describe your experience with facilities similar to ours and detail which services were most critical to their success.” You’ll learn which vendors understand your operational realities, not just who can copy-paste a brochure.

“How many employees do you have?”

Headcount doesn’t reveal how well those employees are trained or managed. A company with 500 cleaners may still lack consistent oversight or safety compliance.

Ask instead: “Outline your training, supervision, and quality assurance process.” This shifts focus from quantity to capability.

When these questions dominate your janitorial RFP, they unintentionally attract bidders who are chasing volume rather than quality.

How a Weak RFP Can Create Long-Term Problems

The consequences of a poorly designed RFP often show up months after contract signing. What seems like a small oversight during procurement can evolve into operational disruption later on.

Inconsistent Service Quality

Vague scopes lead to differing interpretations of “clean.” Without clear standards or KPIs, you’ll see variation from site to site, technician to technician. This inconsistency drives tenant complaints, rework, and endless micromanagement.

Scope Creep and Hidden Costs

When tasks aren’t clearly defined, vendors may either overpromise or quietly exclude items. Once service begins, you discover certain areas “weren’t included.” The only fix? Change orders and higher costs.

Compliance and Safety Risks

If your RFP never asked about certifications, safety programs, or chemical handling procedures, you may unknowingly hire a vendor that lacks compliance readiness. For some industries, that can trigger fines or failed audits.

Vendor Turnover

Contracts that start on unclear expectations rarely last. Frustrated clients switch vendors, while vendors drop clients who demand unpriced extras. The cycle of churn begins again with more time and money lost.

A strong janitorial RFP is the foundation of your long-term cleaning service contract. The clearer your expectations, the smoother your partnership.

Building a Smarter, More Effective RFP Process

Refining your RFP doesn’t mean making it longer, it means making it smarter. A few targeted improvements can transform your vendor pool and the quality of proposals you receive.

Align Stakeholders Early

Include input from facility managers, maintenance supervisors, and compliance officers before releasing your RFP. Their insights help you shape questions that reflect real operational needs instead of boilerplate templates.

Define Measurable Standards

Instead of “clean offices daily,” specify “vacuum all carpeted areas, disinfect high-touch points, and empty waste bins each shift.” Define performance metrics and audit frequencies so bidders know how success will be measured.

Require Documentation

Ask vendors to provide examples of inspection reports, training manuals, or quality assurance systems. This weeds out companies without established management processes.

Compare Apples to Apples

Include a section for assumptions or exclusions so you can fairly compare proposals. Otherwise, one bid may look “cheaper” simply because it left key items out.

Focus on Partnership, Not Price

Your RFP should test responsiveness, communication, and accountability, not who can shave off a few cents. Ask scenario-based questions that reveal how vendors solve problems, not how low they’ll go.

By investing more time in your commercial cleaning RFP, you’ll spend far less time later managing vendor issues or renegotiating scope.

Your next contract can be a partnership, not a gamble. Explore how Commercial Cleaning Experts’ janitorial services support consistent quality, measurable standards, and seamless vendor transitions.

Our Janitorial Services

The Power of Asking Better Questions

A well-structured RFP sets expectations, defines accountability, and establishes the tone of your working relationship. When your RFP demonstrates clarity and professionalism, qualified vendors take notice. They respond with thoughtful proposals that speak to your needs, not just their pricing sheets.

Conversely, when an RFP lacks depth, you’ll get surface-level answers. That’s how companies end up locked in short-term deals with providers that can’t deliver on scope or service quality. Better questions don’t just create better bids, they build better outcomes.

A few final best practices to keep in mind:

Review your RFP annually to keep standards and language up to date.
Reference your internal KPIs and inspection data to inform future RFP questions.
Ask for case studies or references from clients with similar facilities.
Include evaluation weighting criteria in your RFP (e.g., 30% quality, 30% experience, 20% price, 20% reporting).

These steps demonstrate transparency and attract vendors who value long-term alignment over short-term wins.

Start Your Stronger Janitorial RFP Today

Commercial Cleaning Experts (CCE) works with facility managers and procurement teams to design smarter RFPs and manage reliable, performance-based cleaning programs. Whether you’re drafting a new commercial cleaning RFP or preparing to renew your cleaning service contract, we can help you structure your process to achieve consistent, accountable service.

Contact Commercial Cleaning Experts today to start building an RFP that sets you up for long-term success.

Janitorial RFP Mistakes That Attract the Wrong Commercial Cleaning Company

The Questions You Ask Shape the Partner You Get

Why Certain RFP Questions Send the Wrong Signal

“What’s your price per square foot?”

“List all services you provide.”

“How many employees do you have?”

How a Weak RFP Can Create Long-Term Problems

Inconsistent Service Quality

Scope Creep and Hidden Costs

Compliance and Safety Risks

Vendor Turnover

Building a Smarter, More Effective RFP Process

Align Stakeholders Early

Define Measurable Standards

Require Documentation

Compare Apples to Apples

Focus on Partnership, Not Price

The Power of Asking Better Questions

Start Your Stronger Janitorial RFP Today

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