Tendering for FM, Cleaning, or Security? Here’s What to Include in Your RFP

What should you include in your FM, Cleaning, or Security RFP?

When you are preparing a request for proposal for facilities management, cleaning or security services, clarity makes all the difference. A complete RFP allows potential service providers to respond with proposals that match your expectations in terms of staffing, service objectives, quality assurance, and cost transparency. This reduces misunderstandings and creates a smoother procurement process from start to finish. Including a detailed bidder guide and compliance checklist also ensures that your tendering process attracts qualified service providers.

What are the key components of a facilities services RFP?

A good RFP covers every detail that suppliers need in order to quote accurately and deliver consistent services. From manpower planning to contract terms, each section should support decision making and reflect your operational requirements.

Scope of Work and Staffing Requirements

Setting out clearly what needs to be done and who is responsible for it prevents confusion and supports consistent service delivery. Whether it is a cleaning RFP structure, a security services tender or a full FM RFP template, include the following:

What tasks are included in the scope of work?

• Specify routine cleaning tasks, frequencies and expected outcomes

• Include security services such as key holding, access control, patrol logs and incident response

• Define any planned preventative maintenance responsibilities or emergency call-out duties

What are the staffing expectations?

• State the number of personnel required per shift or per square foot

• Include shift coverage requirements, rest break arrangements and team structure

• Attach a staffing matrix showing how labour hours and task types are allocated

Use a cleaning checklist or patrol zone plan to communicate needs across different facility types. This improves accuracy when vendors build their proposal.

How do you manage staff continuity and contingency?

Reliable service depends on consistent staffing. Ask service providers to outline their contingency planning:

• Float team availability for short-notice cover

• On call resources and substitute coverage for absences

• Seasonal workforce planning and shift adjustment protocols

• Emergency response team availability and escalation procedures

Request a sick leave plan or backup staff pool strategy to show how the vendor maintains uninterrupted coverage. Also include how surge capacity would be managed during peak usage periods.

Vendor Experience, Certifications and Staffing Credentials

You need confidence that the team working on site is qualified and vetted. Include requests for:

• Relevant health and safety certifications and qualifications such as COSHH, BICSc, or SIA licensing

• Workforce development and training protocols for continuous improvement

• Background verification, badge status, and staff ID tracking systems

• Site manager experience, supervisory ratios, and organisational structure charts

This helps assess the vendor’s ability to recruit, develop and retain skilled professionals in cleaning, FM, and security roles.

Transparent Cost Structure and Labour Allocation

Ask for a clear connection between cost and staffing. Cleaning and FM pricing often varies by cleanable area or service frequency, so request:

• Line item pricing for hourly rates, consumables, waste disposal, and administrative costs

• Labour markup percentages and unit costs per service category

• A breakdown of direct labour costs and allocated staff hours per area

• Rates per cleanable square foot, daily service level or per security patrol hour

A janitorial pricing model and FM cost table makes vendor comparisons straightforward. Request clarity on any assumptions included in the pricing.

What site details do vendors need to quote accurately?

Providing a complete facility profile helps vendors avoid over or underestimating costs. Your cleaning area profile or FM site specification should include:

• Total square footage including zoning and access levels

• Restroom counts, lift shaft positions, high traffic areas and stairwells

• Floor plans and traffic flow insights with occupancy load estimates

• Maintenance history, utilities layout and window cleaning access points

This allows service providers to align labour projections and equipment needs accurately with your site layout.

How is service quality measured through staff-based KPIs?

Tracking performance builds confidence and accountability. Ask vendors how they link service quality to staff outputs:

• Site audits and service KPIs aligned with inspection scorecards

• Cleaning scores, rework rate reports and missed task logs

• Security patrol log compliance, incident detection and daily service logs

• Reporting templates integrated with issue trackers and visual inspection results

These measurable outcomes help link operational delivery to manpower performance in a transparent way.

Contract Terms: Service Duration, Renewal and Continuity

Clear contract terms ensure consistency and minimise disruption. In your FM agreement or security contract, outline:

• Contract length and extension options with rebid notice periods

• Termination clauses and service transition timelines

• TUPE compliance for staff transfer and employment continuity

• Non-solicit clauses and minimum staff retention guarantees

Including a continuity clause supports smoother handovers in the event of contract renewal or vendor change.

How can frontline reporting support better service outcomes?

Cleaners, guards and FM staff play a direct role in identifying service issues. Ask providers to formalise their reporting approach:

• Use of mobile checklists, digital incident reporting and hazard note forms

• Real-time cleaning feedback, patrol notes and janitor alerts

• Daily shift summaries, cleaning logs and anomaly tracking tools

This approach values staff input and captures insight that improves service responsiveness.

Submission Instructions and Vendor Disclosures

To make proposal reviews more efficient and consistent, define submission requirements in full. Your FM bid format should include:

• Clear submission deadline and digital document format

• Bid checklist with mandatory requirements and qualification documents

• Staff turnover statistics, organisational charts and workforce declaration

• Incident history, safety score summaries and risk management details

Including a compliance checklist ensures all proposals are complete and comparable.

Why a clear FM or cleaning RFP structure helps your procurement process

A structured RFP supports stronger procurement results by helping vendors align with your operational requirements. Procurement managers can reduce uncertainty and shorten decision timelines by setting clear service objectives, submission criteria and vendor expectations. When bidders understand your building profile, staffing needs and cost model, their proposals are more relevant and transparent.