Janitorial Annual Contract RFP Template

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.

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.

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.

- $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.

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.

Service entrance + supply room. Work hours: typically overnight 10pm–6am for commercial; flexible for residential. Service elevator available.

• 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?

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.