A well-written RFP (Request for Proposals) is the difference between hiring a cleaning partner who understands your school's or daycare's specific needs and overpaying for generic services. Getting this right saves time, money, and protects your facility from inconsistent cleaning quality that affects student health and safety. Here's how to request proposals that actually get you competitive bids from qualified providers.
Define Your Cleaning Scope Clearly
Before sending anything to vendors, document exactly what needs to be cleaned and how often. Schools and daycares have distinct requirements: classrooms need daily attention, bathrooms demand multiple touch-ups, and high-contact surfaces (door handles, light switches, tables) require different disinfection protocols than typical office buildings.
Break down your facility by area and specify frequency. For example:
- Classroom floors: daily vacuuming and weekly mopping
- Bathrooms: sanitized 2-3 times daily (morning, midday, end-of-day)
- Lunch areas: swept and wiped after each meal period
- High-touch surfaces: disinfected twice daily with EPA-approved products
- Windows and exterior: monthly or quarterly
Include square footage, number of rooms, and any specialized spaces (gyms, cafeterias, science labs). This specificity prevents bidders from guessing and submitting inflated or unrealistically low quotes.
Set Non-Negotiable Health and Safety Standards
Daycares and schools operate under health department regulations. Your RFP must require vendors to comply with local standards and prove it. Request that proposals include:
- OSHA certification or training verification for staff
- Knowledge of current disinfection protocols (especially post-pandemic standards)
- Criminal background checks on all personnel
- Insurance coverage (general liability minimum $1 million; workers' comp required)
- References from at least two other educational facilities they've cleaned
Don't accept "we'll follow best practices." Specify which products you require or prohibit—some schools ban certain chemicals around children with sensitivities. Mention if you need hypoallergenic or non-toxic cleaning solutions.
Include Specific Scheduling and Flexibility Requirements
Most schools operate Monday–Friday during business hours, but your needs might differ. Clarify in the RFP:
- When cleaning happens (early morning before students arrive, after dismissal, or during school hours)
- Holiday and summer break schedules
- Whether the vendor can accommodate emergency deep cleans for illness outbreaks
- Response time for spill cleanup or bathroom issues during the day
- Coverage if a regular crew member is absent
If you run year-round or have extended hours, say so upfront. This prevents mismatched expectations and surprise costs.
Request Detailed Pricing Breakdowns
Don't ask for one flat monthly fee—you'll regret it. Request itemized quotes that separate:
- Base cleaning costs (per square foot or fixed monthly rate typical range: $0.10–$0.25 per sq ft for schools)
- Specialized services (carpet shampooing, floor waxing, window cleaning)
- Disinfection add-ons or premium eco-friendly products
- After-hours premium fees (if needed)
- Contingency or surge pricing for deep cleans during outbreak periods
Typical school cleaning contracts run $2,000–$8,000+ monthly depending on facility size and service frequency. Knowing what you're actually paying for each service helps you compare apples to apples.
Ask the Right Follow-Up Questions
Your RFP should request responses to scenario-based questions:
- "Describe your quality control process. How often do supervisors inspect work?"
- "What happens if a classroom is left unsatisfactory? What's your re-do policy?"
- "Do you track chemical usage and environmental impact?"
- "How do you handle staff training on new health protocols?"
These answers reveal whether vendors treat your facility as a priority or just another account.
Use a Comparison Tool and Set a Timeline
Create a simple spreadsheet to compare proposals side-by-side: vendor name, monthly cost, included services, certifications, references, and start date. Request responses within 2–3 weeks to maintain momentum.
Platforms like Mercoly let you compare and find trusted school and daycare cleaning providers in one place, making it easier to evaluate multiple bids without managing separate RFP processes.
Frequently Asked Questions
Q: How often should bathrooms be cleaned in a daycare with 50+ children? A: High-traffic daycare bathrooms should be cleaned and disinfected at minimum 2–3 times daily (morning, midday, and end-of-day), with spot-cleaning and sanitizing of high-touch surfaces as needed throughout the day.
Q: What's a realistic timeline to hire a school cleaning contractor? A: Plan 4–6 weeks from RFP distribution to contract signing, including vendor response time, reference checks, and final negotiations.
Q: Should I require green cleaning products in my RFP? A: Only if required by district policy or state regulations; otherwise, specify that disinfectants must be EPA-approved and non-toxic around children, then let vendors propose their solutions.
Request proposals today and compare quotes from qualified providers in your area.