Janitorial Annual Contract RFP Template
Daily / nightly cleaning contract for commercial or multi-unit residential common areas.
You're rebidding your janitorial contract (recommended every 2–3 years to keep pricing honest), or starting fresh on a new property. Best for commercial office, retail, and mid-rise residential.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Janitorial Cleaning Contract — [Property Name]
Daily / nightly cleaning contract for our [property type] at [address]. Approximately [X] sq ft of cleanable area including common areas, washrooms, and elevators.
Scope of work
Daily / nightly: - Vacuum all carpeted areas. - Sweep + mop hard-surface floors. - Wipe down all common-area surfaces (counters, doors, handles, switches). - Empty all garbage and recycling. - Clean and restock washrooms (paper, soap, toilets, sinks, floors, mirrors). - Elevator interior wipe-down. - Lobby + entry glass cleaning. Weekly: - Spot-clean carpet stains. - Deep-clean washrooms. - Polish stainless steel. - Detail-clean elevator tracks. - High-touch surface disinfection. Monthly: - Strip + wax hard floors (or as scheduled). - Carpet spot extraction. - Wall and high-dust cleaning. - Mechanical room cleaning. Quarterly: - Carpet hot-water extraction. - Window cleaning (interior). - Mechanical / electrical room deep clean. Annual: - Exterior window cleaning (coordinated separately or as add-alt). - Hard floor strip + refinish. Supplies: - All consumables (paper, soap, garbage bags) included in contract. - Branded supplies optional (specify if required). Communication: - Daily logbook in service room. - Online portal for tenant requests and incident reporting. - Monthly walk-through with property manager.
Standard requirements
- $5M general liability insurance. - WSIB clearance. - All staff are direct employees (not subcontracted) with criminal background checks. - Supervisor present or on-call for each shift. - Online portal for incident tracking and tenant requests. - Three references for similar property types in the last 2 years. - Compliance with provincial cleaning chemical labelling and WHMIS standards.
Suggested timeline
- 1
RFP open
21 days.
- 2
Site walks
Top 3 invited to walk site and confirm scope.
- 3
Award
Within 2 weeks.
- 4
Transition
30 days from award to first night of service.
- 5
Contract term
2-year typical with annual review.
Site access & logistics
Service entrance + supply room. Work hours: typically overnight 10pm–6am for commercial; flexible for residential. Service elevator available.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Per-square-foot per month all-in cost?
- Are staff direct employees or subcontracted? Background checks?
- Supervisor model — is there one on every shift?
- Are consumables (paper, soap) included in price?
- Online portal for tenant requests — can we see a demo?
- Monthly meeting cadence?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Per-sq-ft monthly cost.
- 2.Staff model (direct employee vs. sub).
- 3.Supervisor coverage.
- 4.Consumables included vs. extra.
- 5.Portal and communication quality.
- 6.References on similar property types.
How much does commercial cleaning cost in Canada
Read what a typical cleaning / janitorial job runs in Canada before you post — so you know the budget range to expect.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
Ready to post your cleaning / janitorial RFP?
Click below to start with the Janitorial Annual Contract template pre-filled. Customize anything that doesn't fit your project and post free.