FACILITY PLANNING
Multi-Site Commercial Cleaning RFP Template
A multi-site commercial cleaning RFP gives bidders a common response format while preserving a separate scope and budget for each building. Use a shared brief, site appendices and an evaluation sheet to compare the same requirements across the portfolio.
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What should a multi-site cleaning RFP contain?
Include the portfolio objectives, site schedule, task-scope appendices, response fields, evaluation method and proposed start conditions. Name one procurement contact and state how bidders should submit questions and exceptions.
For property management cleaning, separate tenant areas from landlord-controlled common areas and identify who can approve work at each location. Give every bidder the same version of the documents. This operational template helps organize a request; it is not a complete legal contract or a promise that every location can share one service arrangement.
Which details must remain separate for each building?
Keep each site's cleanable quantities, task boundaries, operating pattern, access window, starting condition and supply responsibilities separate. Two equally sized buildings may contain different fixtures, surfaces and restrictions.
Attach a scope of work for each address and ask for a separate routine price, periodic-work price and list of unresolved assumptions. State that YEG commercial cleaners recurring service is during closed hours, with one to seven weekly visits as agreed. Do not multiply a single site's estimate across the portfolio or assume a volume discount before each site has been reviewed.
How do you set evaluation criteria before bids arrive?
Define the essential requirements, evidence requested and any scored criteria before reviewing the bids. State the weights and explain how unresolved exceptions will be handled so the buyer's priorities are visible.
CanadaBuys' federal procurement guidance separates mandatory and rated criteria and calls for clear criteria and weighting in the solicitation. This is a useful public procurement example, not a rule imposed on this private-sector worksheet. Read CanadaBuys on specifying evaluation criteria. Use criteria relevant to your sites and verify supplied evidence instead of treating a bidder's unsupported statement as proof.
How do you compare portfolio prices without hiding site differences?
Normalize each site's bids first, then add only comparable site totals into a portfolio summary. Keep separately priced start-up work, consumables, periodic tasks and unresolved exclusions visible rather than burying them in one blended number.
The quote comparison worksheet supplies the per-visit and average-month conversion. Synthetic example: Site A at CAD 3,250 and Site B at CAD 1,800 per average month total CAD 5,050 before GST for their stated recurring scopes. If Site C is unpriced, CAD 5,050 is a partial total, not a portfolio budget. The figures are fictional and imply no market rate or discount.
What needs confirmation before a multi-site rollout starts?
Confirm each site's accepted scope, authorization, supply readiness, start date and responsible contact before scheduling its first visit. A portfolio award does not resolve a missing key handover or authorize entry to a restricted tenant area.
Use the access handover checklist for each building, with private security details kept outside the general RFP. Record dependencies and who can release each site for service. Send the site schedule with your multi-location quote request; confirm availability and any staged start dates through the resulting site-specific proposals.
YOUR WORKING DOCUMENT
Portfolio RFP response matrix: repeat for every site
Adapt the fields to your facility. These planning entries are editable in this tab. Download your work before leaving; it is not sent to YEG commercial cleaners or saved automatically.
Swipe or scroll across the table to reach every field.
| Site ID / address | Scope / visit window | Comparable recurring price | Separate items / exceptions | Evidence / readiness owner |
|---|---|---|---|---|
A template supports the discussion; the accepted written scope determines the work.
Sources and review
Reviewed September 8, 2026. Source links support the statements beside them. The worksheet is an original planning aid; confirm site requirements and current product instructions before use.
Use this information in your cleaning scope
Use the property management cleaning scope to take the next planning step. Identify the quantities, access conditions and exclusions that apply before requesting a price.