REQUEST FOR PROPOSAL (RFP)
COMMERCIAL CLEANING SERVICES
[FACILITY / PORTFOLIO NAME]
Procurement Reference: [REFERENCE NUMBER]
Issue Date: [DATE]
Response Due: [DATE — recommend 3–5 weeks from issue]
Contact: [PROCUREMENT CONTACT NAME, EMAIL, PHONE]
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1. INTRODUCTION AND BACKGROUND
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[Insert a brief description of your organisation, the facility or portfolio,
total floor area, site type(s) (office / retail / medical / industrial /
education / aged care / childcare / hospitality / other), current cleaning
arrangements, and the reason for this tender — e.g. contract expiry,
consolidation, dissatisfaction with incumbent, new build.]
Key facts for bidders:
• Total sites under this RFP: [NUMBER]
• Total cleanable floor area: [AREA in m²]
• Primary locations: [SUBURB / CITY / STATE]
• Operating hours: [HOURS — e.g. 0700–1900 Mon–Fri]
• Current cleaning frequency: [e.g. 5 nights per week + 1 day per week]
• Proposed contract term: [e.g. 2 years with 2 × 1-year options]
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2. SCOPE OF SERVICES
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2.1 General Cleaning (Daily / Scheduled)
List each zone and the required frequency:
Zone Frequency Notes
──────────────────────────────────────────────────────────────────────────
[e.g. Open-plan office level 3] [5 nights/wk] [150 workstations]
[e.g. Kitchen / breakout] [5 nights/wk] [2 kitchens]
[e.g. Reception / lobby] [5 nights/wk] [High-traffic, glass]
[e.g. Bathrooms] [5 nights/wk] [Male / Female / Access]
[e.g. Meeting rooms] [3 nights/wk] [8 rooms]
Typical inclusions per visit:
• Vacuum all carpeted areas and hard-floor dry-mop
• Damp-mop hard floors with approved chemicals
• Clean and sanitise all bathrooms (toilets, basins, mirrors, fixtures)
• Empty all waste bins and replace liners
• Clean kitchen surfaces, sinks, appliances (exterior)
• Spot-clean glass and entrance doors
• Dust horizontal surfaces up to 2.1 m
• Replenish consumables (toilet paper, hand soap, paper towels)
2.2 Periodic Cleaning (Non-daily)
Service Frequency Notes
──────────────────────────────────────────────────────────────────────────
Carpet extraction / steam clean [Quarterly] [High-traffic zones]
Hard-floor strip and reseal [Annually] [Vinyl / timber / other]
High-dusting / ceiling vents [Semi-annually] [Above 2.1 m]
Window cleaning (internal) [Monthly] [All accessible glass]
Window cleaning (external) [Quarterly] [Up to 3 storeys]
2.3 Specialist Cleaning (if applicable)
Service Frequency Notes
──────────────────────────────────────────────────────────────────────────
[Medical-grade infection control] [Daily] [AS 4187 / NSQHS aligned]
[Industrial / warehouse scrub] [Weekly] [Cm3 prequalified crews]
[Post-event / emergency] [On call] [24/7 Rapid Response]
[Construction / builders clean] [As required] [Handover standard]
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3. COMPLIANCE PREREQUISITES (Mandatory — non-negotiable)
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Bidders must hold the following at the date of submission and for the
full contract term. Failure to evidence any item is grounds for exclusion.
Requirement Evidence Required
──────────────────────────────────────────────────────────────────────────
ISO 9001:2015 (Quality) Current certificate + audit body
ISO 45001:2018 (Health & Safety) Current certificate + audit body
ISO 14001:2015 (Environment) Current certificate + audit body
Cm3 Contractor Prequalification Active Cm3 profile ID
QLD Labour Hire Licence Current licence number (if tendering
in QLD — verify on QLD Govt register)
Public Liability Insurance $20,000,000 minimum
Workers Compensation Insurance Current policy (all states of operation)
Professional Indemnity (if $5,000,000 minimum (recommended for
advisory / consulting component)
The Principal reserves the right to verify any certificate directly with
the issuing body.
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4. WORKFORCE AND TRAINING STANDARDS
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4.1 Workforce Model (declare one)
☐ Direct-employee — cleaners on bidder's payroll with superannuation,
leave, and workers' compensation
☐ Labour-hire — cleaners on a licensed labour-hire company's payroll
☐ Subcontracted — bidder engages a third-party cleaning company
☐ Mixed — direct in some states, labour-hire / subcontracted in others
Note: The Principal prefers direct-employee models and reserves the right
to weight evaluation accordingly.
4.2 Training and Vetting
• All cleaning staff must hold Certificate III in Cleaning Operations
(or equivalent) or be enrolled to complete within 90 days of site start.
• Site-specific induction must be completed before first cleaning visit.
• Working with Children Checks (Blue Card in QLD), Working with Vulnerable
People Checks, or National Police Checks must be current where the
assignment requires.
• All staff must wear photo-ID badges on site at all times.
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5. TECHNOLOGY AND REPORTING REQUIREMENTS
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5.1 Proof-of-Work (Mandatory)
The successful contractor must provide a technology platform that delivers:
• GPS-attended or geofenced sign-in / sign-out for every visit
• Photo-verified task completion (before / after or task-specific photos)
• Real-time client portal accessible to the Principal 24/7
• Monthly audit-ready export (PDF or Excel) of all visit logs, photos,
and exceptions
5.2 Quality Verification
• ATP surface testing at minimum [MONTHLY / QUARTERLY] frequency with
results reported in the client portal
• Periodic independent audits by the contractor's compliance team
• Annual third-party audit by an external certification body
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6. SERVICE LEVELS AND RESPONSE TIMES
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6.1 Routine Service Standards
• Cleaning start time variance: no more than ±15 minutes from agreed schedule
• Missed visit notification to Principal: within 30 minutes of scheduled start
• Corrective action for missed visit: next business day or sooner
• Complaint resolution: initial response within 4 business hours;
resolution within 48 hours
6.2 Emergency / Rapid Response
• Emergency callout availability: 24 hours per day, 7 days per week,
365 days per year
• CBD response time: within 1 hour of call
• Metropolitan response time: within 2 hours 30 minutes of call
• Regional response time: within 12–24 hours of call
• Emergency callout charge structure: line-item in quote, no hidden premiums
6.3 Escalation Path
Issue Contact Response
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Daily operational Site Supervisor Same day
Quality complaint Area Manager 24 hours
Compliance / WHS issue HSQE Manager 4 hours
Contract / commercial Account Manager / State Manager 24 hours
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7. PRICING STRUCTURE
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7.1 Required Format
Bidders must submit line-item pricing with the following minimum
breakdown for each site or zone:
Line Item Unit Rate (excl. GST)
──────────────────────────────────────────────────────────────────────────
Labour — scheduled cleaning $/hour [RATE]
Labour — periodic cleaning $/hour [RATE]
Cleaning chemicals and supplies $/visit [RATE]
Equipment (owned / leased) $/visit [RATE]
Supervision and overhead $/visit [RATE]
Contractor margin $/visit or % [RATE / %]
TOTAL per visit [TOTAL]
7.2 Annual indexation
CPI + Cleaning Services Award wage movement, applied annually on
[ANNIVERSARY DATE].
7.3 Variation handling
Scope changes (floor area increase/decrease, frequency change,
additional services) must be quoted line-item within 5 business days
of written request.
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8. EVALUATION CRITERIA AND WEIGHTING
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The Principal will evaluate responses against the following criteria:
Criterion Weight Description
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Compliance and certifications 25% Currency and quality of ISO,
Cm3, insurance, and Labour Hire
Licence evidence
Workforce model and training 20% Direct-employee ratio, Cert III
coverage, vetting depth
Operational capability 20% Technology platform, proof-of-work,
quality verification, audit cycle
Pricing transparency 20% Line-item clarity, indexation
terms, variation handling
References and sector fit 15% Named client references,
relevant sector experience
Minimum threshold: bidders must score at least 60% on Compliance and
Certifications to proceed to full evaluation. Price is evaluated as
value-for-money within the context of the total score, not as a
standalone lowest-wins criterion.
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9. SUBMISSION REQUIREMENTS
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Please provide:
1. Cover letter (2 pages max) signed by an authorised officer
2. Company profile and organisational chart
3. Evidence of all compliance prerequisites (Section 3)
4. Detailed response to scope of services (Section 2)
5. Line-item pricing schedule (Section 7)
6. Technology platform demonstration or screenshots
7. Minimum three (3) named client references with contact details
8. Draft Field Operations Manual outline (or existing FOM sample)
Submit to: [EMAIL ADDRESS]
Deadline: [DATE AND TIME — e.g. 5:00 PM AEST]
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10. CONDITIONS
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• The Principal reserves the right to reject any or all responses.
• The Principal reserves the right to negotiate with one or more bidders.
• All information provided by the Principal remains confidential.
• Bidders bear their own costs of preparing and submitting a response.
• This RFP does not constitute an offer to contract.
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END OF RFP
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Prepared by [YOUR ORGANISATION NAME]
[DATE]
