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Writing an Effective RFP for Custodial Services in Education

When a school district needs to hire custodial services, a Request for Proposal (RFP) is the best way to ensure that all bids are fair, transparent, and offer the greatest value. An effective RFP outlines all expectations and requirements of the job and offers potential vendors an opportunity to provide a comprehensive proposal that meets those expectations. Here's what you need to know about writing a request for proposal for custodial services.


Request for Proposal

Define Your Needs 
Before you can write an effective RFP, you need to understand exactly what it is your school district needs from custodial services. Take some time to consider all your requirements—including any special requirements or regulations that must be met—and compile them into a comprehensive list. This list should include everything from the types of services that need to be provided (e.g., floor cleaning, window washing, etc.) to how often those services should be performed (e.g., 240-260 days per year, will school activities be covered in the contract, etc.). 

Create Detailed Instructions 
Once you have a clear understanding of your needs, it's time to create detailed instructions outlining exactly how vendors should submit their proposals. Include as much detail as possible in these instructions so that there is no question as to what is expected of each vendor. For example, if there are certain forms or documents that must be included with each proposal, make sure they are clearly listed in the instructions. Additionally, include information on when and where vendors should submit their proposals, so they know when and where they need to submit them by in order for their bid to be considered valid. 

Outline Evaluation Criteria 
In order for your school district to evaluate each proposal accurately and fairly, it’s important that you outline specific evaluation criteria ahead of time. These criteria can include things like cost effectiveness, quality of service offered, experience/expertise of staff members assigned to the task, etc. Be sure that this criterion is clearly outlined in the RFP so vendors understand exactly what will be used when evaluating their proposals. 

A well-crafted request for proposal is essential when seeking out reputable custodial services for your school district. An effective RFP allows potential vendors an opportunity to provide comprehensive bids based on your specific requirements and ensures that all bids are evaluated fairly using predetermined criteria. By taking the time upfront to define your needs and create detailed instructions with clear evaluation criteria before issuing an RFP, you'll increase your chances of finding the right custodial service provider at the most competitive price point possible.

Download our free customizable template for custodial services RFP! 


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