Complete Checklist for Facility Managers: How to Choose the Right Commercial Cleaning Contractor

Selecting the wrong commercial cleaning contractor is one of the costliest facility management mistakes—leading to tenant complaints, unexpected costs, frequent rebidding, and operational disruptions.

Yet many facility managers inherit vendors from predecessors or choose based primarily on price, missing critical evaluation criteria that predict long-term performance.

This comprehensive checklist walks you through the complete contractor selection process, from RFP creation through final contract signing, ensuring you choose a vendor that delivers quality, reliability, and value for your Monmouth County facility.

What you'll learn:

• How to create an RFP that attracts qualified vendors and enables accurate comparisons
• A weighted scoring system to objectively evaluate proposals (with downloadable template)
• Essential credential verifications to avoid liability risks
• Reference-checking best practices that reveal true contractor performance
• Contract review essentials to protect your organization
• Red flags that predict contractor failure

Phase 1: Define Your Requirements Before Vendor Contact

Most facility managers start by calling vendors, which leads to inconsistent information and difficulty comparing proposals. Start instead by documenting your exact requirements.

Facility Assessment Worksheet

Building Specifications:

• Total cleanable square footage (exclude mechanical rooms, unused spaces)
• Building type: Office, medical, industrial, multi-tenant
• Number of restrooms and break rooms
• Flooring types: Carpet %, hard flooring %, specialized (marble, terrazzo)
• High-traffic areas requiring extra attention

Current Service Analysis:

• Current cleaning frequency (daily, 2-3x weekly, weekly)
• Current monthly cost and cost per square foot
• Services currently receiving vs. services actually needed
• Specific problem areas or recurring complaints
• Current vendor strengths to preserve

Special Requirements:

• Operating hours and cleaning window availability (after hours, overnight, weekends)
• Access protocols: Key cards, security check-in, escort requirements
• Green cleaning mandates or preferences
• Industry-specific compliance (OSHA, HIPAA, FDA for medical facilities)
• COVID-19 or enhanced disinfection protocols
• Sustainability goals (LEED certification, waste reduction)

This foundation document enables you to create a comprehensive RFP and ensures all vendors address identical scope.

Phase 2: Create a Comprehensive RFP

Essential RFP Components

Section 1: Facility Overview

Provide enough detail for vendors to understand your facility without requiring site visits before proposal submission (site visits should occur after initial proposal review):

• Full address and building access details
• Square footage breakdown by area type
• Building hours and tenant schedules
• Parking availability for cleaning crews
• Loading dock access or supply delivery logistics

Section 2: Detailed Scope of Work

List every task with frequency in table format. Vague scopes lead to "scope creep" disputes and surprise fees later.

Daily Tasks:

• Empty all waste and recycling receptacles, replace liners
• Vacuum all carpeted areas in common spaces and offices
• Spot-clean carpets for spills and stains
• Sweep and damp-mop hard flooring in restrooms, break rooms, and entrances
• Clean and disinfect restroom fixtures, toilets, urinals, sinks
• Replenish restroom supplies (provided by vendor or client—specify)
• Wipe down and disinfect high-touch surfaces (door handles, light switches, elevator buttons)
• Clean break room counters, sinks, microwave exterior
• Empty and clean break room refrigerator weekly

Weekly Tasks:

• Dust all horizontal surfaces (desks, shelves, window sills)
• Vacuum edges and corners of all carpeted areas
• Damp-mop all hard flooring in offices and common spaces
• Clean interior glass on entry doors and partitions
• Wipe down baseboards in high-traffic areas
• Clean and sanitize drinking fountains

Monthly Tasks:

• High dusting (vents, ceiling fans, light fixtures, top of partitions)
• Detail-clean restrooms (tile grout, partition frames, vent covers)
• Machine-scrub hard flooring in common areas
• Spot-clean walls for marks and scuffs
• Vacuum upholstered furniture

Quarterly Tasks:

• Exterior window cleaning (specify if included or separate contract)
• Deep carpet extraction in high-traffic areas
• Strip and wax VCT flooring (if applicable)
• Light fixture cleaning

Section 3: Performance Standards

Define measurable quality standards so vendors understand expectations and you have contractual grounds for addressing deficiencies:

• "Restrooms will be inspected daily. No visible soil, odors, or supply outages permitted."
• "Carpets will show visible vacuum lines and no debris or stains."
• "High-touch surfaces will be disinfected using EPA-registered disinfectants with appropriate dwell time."
• "Response time for after-hours emergencies: 2 hours maximum."
• "Quality inspections will occur weekly using attached scoring rubric (85% minimum acceptable)."

Section 4: Vendor Qualifications

Specify minimum requirements to pre-qualify vendors:

• Minimum 3 years serving similar facility types in Monmouth County
• Minimum $2 million general liability insurance + $1 million workers compensation
• Ability to provide certificates of insurance naming your organization as additional insured
• Background check program for all employees entering your facility
• Minimum three verifiable references from current clients managing similar square footage
• OSHA safety training documentation
• Proof of legal business registration in New Jersey

Section 5: Proposal Requirements

Request specific information in specific formats to enable apples-to-apples comparison:

• Itemized pricing: Monthly flat rate for scope as described
• Separate pricing for optional add-on services (day porter, carpet cleaning, floor care)
• All included supplies, equipment, and consumables specified
• Proposed staffing plan: Number of cleaners, hours per visit, supervision structure
• Employee screening and training processes
• Quality assurance program description
• Sample service agreement for review
• Certificates of insurance (general liability, workers comp)
• Three client references with contact information, facility type, square footage, and length of service
• Company background: Years in business, number of employees, geographic service area

RFP Distribution Strategy

Identify 4-6 Qualified Vendors:

Don't issue RFPs blindly. Pre-qualify through:

• Online research: Professional website, Google reviews, BBB rating
• Phone screening: "We're considering a vendor change. Do you serve [facility type] of [square footage] in [city]? What's your average client retention rate?"
• Insurance verification: "Can you email a certificate of insurance showing $2M liability coverage?"

RFP Timeline:

• Issue RFP: Day 1
• Vendor questions deadline: Day 7
• Responses to vendor questions (send to all vendors): Day 9
• Proposals due: Day 14
• Initial proposal review: Days 15-17
• Finalist presentations & site visits: Days 18-21
• Reference checks: Days 22-24
• Final decision & contract negotiation: Days 25-28
• Service start: Days 30-35

This 30-day timeline balances thorough evaluation with reasonable procurement speed.

Phase 3: Evaluate Proposals Using Weighted Scoring

Relying on "gut feel" or price alone leads to poor vendor selection. Use a weighted scoring system to objectively evaluate proposals.

Contractor Evaluation Scorecard (100 points total)

Pricing & Value (25 points)

• Competitive pricing vs. market benchmarks (10 pts)
• Transparent, all-inclusive pricing with no hidden fees (5 pts)
• Value-added services included in base price (5 pts)
• Flexible contract terms (30-60 day termination clause) (5 pts)

Qualifications & Experience (20 points)

• Years serving similar facility types in your area (5 pts)
• Client retention rate (average client tenure 3+ years) (5 pts)
• References from facilities similar in size and type (5 pts)
• Industry certifications (CIMS, ISSA, green cleaning) (5 pts)

Insurance & Compliance (15 points)

• Adequate liability coverage ($2M+ general liability) (5 pts)
• Workers compensation coverage with no gaps (5 pts)
• Background checks for all facility staff (3 pts)
• OSHA and safety training programs (2 pts)

Quality Assurance Systems (15 points)

• Formal inspection program with documented checklists (6 pts)
• Supervisor site visits (weekly minimum) (4 pts)
• Client portal or app for issue reporting and communication (3 pts)
• Response time guarantees for issues and emergencies (2 pts)

Staffing & Operations (15 points)

• Dedicated account manager for your facility (4 pts)
• Consistent crew assignment (same cleaners each visit) (4 pts)
• Comprehensive employee training program (4 pts)
• Low employee turnover (under 30% annually) (3 pts)

Responsiveness & Communication (10 points)

• Proposal completeness (addressed all RFP requirements) (3 pts)
• Clarity and professionalism of proposal presentation (3 pts)
• Timeliness of proposal submission and responses to questions (2 pts)
• Account manager accessibility and communication style (2 pts)

Scoring Guidelines:

• 85-100 points: Excellent candidate, strong consideration
• 70-84 points: Acceptable candidate, proceed to references
• 60-69 points: Marginal candidate, likely eliminate unless unique circumstances
• Below 60 points: Eliminate from consideration

Calculate scores for each vendor independently before comparing. This prevents anchoring bias where the first proposal influences your evaluation of subsequent proposals.

Phase 4: Verify Credentials & Check References

Never skip verification, even for vendors with impressive proposals.

Insurance Verification Checklist

Request certificates of insurance and verify:

• General liability coverage: Minimum $2 million per occurrence
• Workers compensation: Meets New Jersey state requirements
• Additional insured status: Your organization named on both policies
• Policy expiration dates: Coverage extends beyond your contract start date
• Insurance carrier ratings: A.M. Best rating of B+ or higher

Pro Tip: Call the insurance agent listed on the certificate to verify coverage is active—unethical vendors occasionally submit expired or fraudulent certificates.

Reference Checking Best Practices

Vendor-provided references are curated, but you can still extract valuable insights with strategic questions.

Initial Reference Contact Email Template:

Subject: Reference Request for [Vendor Name] – Commercial Cleaning Services

Hello [Reference Name],

I'm [Your Name], Facility Manager at [Your Organization] in [City]. We're evaluating [Vendor Name] for commercial cleaning services and would appreciate your insights on their performance.

Could you spare 10 minutes this week for a brief phone conversation? I'm particularly interested in your experience with their quality consistency, responsiveness to issues, and staff professionalism.

Are you available [Day/Time] or [Day/Time]?

Thank you,
[Your Name]
[Title]
[Email] | [Phone]

Phone Reference Questions (15 minutes):

1. Relationship & Tenure: "How long has [Vendor] provided cleaning services for your facility? What's your facility type and square footage?"

2. Quality & Consistency: "On a scale of 1-10, how would you rate their cleaning quality and consistency over the past 6 months?" (Probe any rating below 8: "What specifically affects the score?")

3. Problem Resolution: "Describe the last service issue or complaint you had. How did they respond and resolve it?" (Tests responsiveness and accountability)

4. Staffing Stability: "How many different cleaning crew members have you had? Is it the same team each visit or frequent turnover?" (Turnover creates quality and security issues)

5. Cost Transparency: "Have you experienced unexpected cost increases, surprise fees, or scope creep charges not in your original contract?" (Tests vendor honesty)

6. Communication: "How responsive is their account manager? Can you typically reach them the same day when issues arise?"

7. Would You Recommend?: "If a colleague asked for your recommendation, what would you tell them? Would you hire them again?" (Direct loyalty test)

8. Unfiltered Feedback: "What's one thing you wish [Vendor] would improve or change?" (Every vendor has weaknesses—this question reveals them)

Red Flags from References:

• Hesitation or lukewarm recommendations
• Complaints about communication or responsiveness
• Mentions of frequent staff turnover or inconsistent crews
• Surprise fees or cost increases above annual escalation clauses
• Unresolved quality issues or slow issue resolution

Verification Tip: Search the reference contact on LinkedIn to confirm they hold the claimed facility manager title and work at the stated organization. Unethical vendors occasionally provide fake references.

Phase 5: Conduct Finalist Site Visits & Presentations

Narrow to 2-3 finalists and invite them for on-site presentations. This reveals professionalism, preparedness, and whether they truly understand your facility.

Site Visit Evaluation Criteria

Who Attends from Vendor:

• Account manager (your primary contact)
• Operations manager or regional supervisor
• Ideally, the proposed on-site supervisor

Meeting with the people who'll actually manage your account is critical—don't accept "sales rep only" presentations.

What to Observe:

• Preparation: Did they review your facility in advance, or are they seeing it for the first time?
• Questions: Do they ask insightful questions about your operations, peak hours, tenant needs?
• Attention to Detail: Do they note specific challenges (heavy floor traffic in entry, difficult restroom tile grout)?
• Solutions: Do they propose solutions for your stated problem areas, or just generic services?
• Professionalism: Punctual, well-prepared, professional appearance?

Questions to Ask at Site Visits:

1. "Walk me through exactly how you'd staff and schedule cleaning for our facility."
2. "What specific cleaning methods would you use for [problem area you mentioned in RFP]?"
3. "Describe your quality inspection process. What happens if you identify a deficiency?"
4. "How do you handle employee absences to ensure our facility is always covered?"
5. "What communication tools do you provide? How do we report issues?"
6. "Describe your employee screening, training, and onboarding process."
7. "What's your average employee tenure? What's your staff turnover rate?"
8. "How do you handle complaints or service failures?"

Listen for specific, detailed answers—vague responses suggest lack of systems.

Phase 6: Review Service Agreements Carefully

Never sign a vendor's standard contract without review and negotiation.

Essential Contract Elements

Scope of Work:

• Detailed task list matching your RFP specification
• Frequency for each task clearly defined
• What IS and IS NOT included (avoid disputes later)
• Process for handling scope changes (written approval required)

Pricing & Payment:

• Flat monthly rate clearly stated
• All included supplies and consumables specified
• Payment terms (net 15, net 30)
• Annual price escalation cap (3-5% typical for inflation adjustment)
• No hidden fees: Fuel surcharges, equipment fees, administrative fees

Performance Standards:

• Quality standards defined with measurable criteria
• Inspection process and frequency specified
• Service-level agreements (SLAs): Response times for issues, emergencies
• Remedies for performance failures (service credits, re-cleaning at no charge)

Insurance & Liability:

• Minimum insurance requirements specified ($2M+ general liability)
• Your organization named as additional insured
• Vendor liability for damages caused by their employees
• Hold harmless/indemnification clause protecting your organization

Staffing & Security:

• Background checks required for all employees with facility access
• Vendor responsible for employee screening, training, and supervision
• Confidentiality and non-disclosure requirements
• Prohibition on subcontracting without written approval

Term & Termination:

• Initial contract term (1 year typical for new vendors)
• Termination clause: 30-60 days notice by either party without cause
• Performance termination: Immediate if vendor fails to meet standards after notice
• Transition assistance if you terminate (continued service during notice period)

Dispute Resolution:

• Process for resolving disputes (escalation to vendor management before legal action)
• Venue for legal disputes (New Jersey courts)

Contract Negotiation Tips

Request Changes in Writing: "We'd like to proceed, but need the following contract modifications: [list changes]. Can you provide a revised agreement within 3 business days?"

Common Negotiation Points:

• Auto-renewal clauses: Remove these—require affirmative renewal decision each year
• Long initial terms: Negotiate 1-year initial term with option to extend, not 3-5 year commitment
• Limited liability clauses: Vendors often try to cap their liability—negotiate for full liability
• Termination restrictions: Push for 60-day termination without cause to preserve flexibility
• Price increases: Cap annual increases at 3-5% or CPI, whichever is lower

Phase 7: Implement Trial Period & Onboarding

Even the best vendor selection process can miss issues. Protect yourself with a structured trial period.

60-Day Trial Period Structure

Include contract language: "This agreement includes a 60-day trial period. During this period, either party may terminate with 15 days notice without penalty. After 60 days, standard 60-day termination notice applies."

Week 1-2: Intensive Onboarding

• Conduct facility walkthrough with account manager and cleaning supervisor
• Provide building access credentials, alarm codes, parking information
• Introduce vendor to security, maintenance staff, key tenant contacts
• Review scope of work task-by-task to ensure shared understanding
• Establish communication protocols (email, phone, online portal)
• Schedule standing weekly check-ins for first month

Week 3-8: Performance Monitoring

• Conduct weekly inspections using your quality scoring rubric
• Document findings with photos and share with account manager within 24 hours
• Track responsiveness: How quickly do they address identified issues?
• Monitor tenant feedback: Any complaints or compliments?
• Verify staffing consistency: Same crew each visit as promised?

Week 9: Trial Period Review

• Calculate average quality scores across 8 weeks
• Review issue log: Frequency of problems and resolution times
• Assess communication: Responsive? Proactive?
• Survey tenant satisfaction: Better, same, or worse than previous vendor?

Decision Criteria:

• Proceed to standard contract: 85%+ average quality scores, no major unresolved issues, positive tenant feedback
• Extend trial 30 days: 75-84% scores with identified correctable issues
• Terminate: Below 75% scores, repeated quality failures, unresponsive to feedback

Red Flags During Trial Period

Terminate immediately if:

• Frequent no-shows without advance notice or coverage plan
• Repeated quality failures in same areas despite feedback
• Account manager unresponsive to emails/calls for 48+ hours
• Staff members without proper background checks or identification
• Vendor requests cost increases or claims scope misunderstanding
• Safety violations or damage to facility property

Common Contractor Selection Mistakes to Avoid

Mistake #1: Choosing Based on Price Alone

The lowest bid is usually low for a reason—cutting corners on labor, training, quality supplies, or background checks. Vendors bidding 15-20% below competitors either don't understand your scope (expect scope creep charges later) or plan to underbid-then-upsell.

Better approach: Eliminate outliers (unusually high and low), then choose among mid-range bids based on qualifications, references, and value.

Mistake #2: Skipping Reference Checks

Vendors provide polished proposals and confident presentations, but only references reveal true long-term performance. Skipping this step means learning about their quality issues, staff turnover, or communication problems after you've signed a contract.

Better approach: Check all provided references and ask probing questions about quality consistency, issue resolution, and what they'd change.

Mistake #3: Accepting Vague Scope of Work

Contracts stating "general office cleaning" or "typical janitorial services" create disputes later. What's "typical"? Who defines "general"? Vague scopes enable vendors to claim tasks are out of scope, requiring additional fees.

Better approach: Itemize every single task with frequency in your RFP and contract. If it's not listed, it's not included.

Mistake #4: Long-Term Contracts with New Vendors

Signing a 3-5 year contract with an untested vendor is high-risk. Performance often declines after the initial honeymoon period once they've secured your business.

Better approach: 1-year initial term with trial period, then option to renew annually if performance remains strong.

Mistake #5: No Quality Inspection Program

Assuming the vendor will maintain quality without oversight is unrealistic. You get what you inspect, not what you expect.

Better approach: Conduct weekly inspections for first 3 months, then monthly. Use a consistent scoring rubric and share results with the account manager.

Mistake #6: Ignoring Company Stability Warning Signs

Newly formed companies, very small operations (under 10 employees), or vendors serving areas 50+ miles away introduce risk. They may lack backup staff, financial stability, or local responsiveness.

Better approach: Favor established vendors (3+ years) with local presence and sufficient staff to provide coverage during absences.

Your Contractor Selection Timeline

Weeks 1-2: Preparation

• Complete facility assessment worksheet
• Draft comprehensive RFP
• Identify and pre-qualify 4-6 vendors
• Distribute RFP

Weeks 3-4: Proposal Evaluation

• Receive and review proposals
• Score proposals using weighted rubric
• Shortlist 2-3 finalists

Week 5: Due Diligence

• Schedule finalist site visits and presentations
• Conduct reference checks
• Verify insurance certificates

Week 6: Contract Negotiation

• Review service agreements
• Negotiate terms
• Finalize contract with trial period clause

Week 7-8: Onboarding & Trial

• Vendor starts service with intensive monitoring
• Weekly quality inspections
• Regular communication and feedback

Week 9+: Ongoing Relationship

• Transition to monthly inspections if trial successful
• Quarterly performance reviews
• Annual contract renewal decisions

How Costa1Cleaning Supports Facility Managers in Monmouth County

Facility managers throughout Monmouth County choose Costa1Cleaning because we've built our commercial cleaning services around what facility managers actually need: reliability, transparency, and accountability.

Transparent Vendor Evaluation:

• Comprehensive proposals addressing every RFP requirement
• All-inclusive flat-rate pricing with zero hidden fees
• $3 million liability insurance + workers compensation with additional insured status
• 15+ years serving commercial facilities across Monmouth County

Quality Assurance Systems:

• 52-point inspection checklist with weekly supervisor audits
• Client portal with photo documentation of completed tasks
• Dedicated account manager with same-day response guarantee
• Same crew assignment for consistency and security

Facility Manager Resources:

• Free facility assessment with detailed scope recommendations
• Sample RFPs and evaluation templates
• Quarterly performance reporting with tenant satisfaction metrics
• Flexible contract terms with 60-day termination clause

We serve office buildings, medical facilities, retail spaces, and industrial properties throughout Red Bank, Freehold, Tinton Falls, and all Monmouth County communities.

Schedule your free facility assessment and receive a detailed proposal within 24 hours.

Professional service. Transparent processes. Facility managers in Monmouth County trust Costa1Cleaning for commercial cleaning vendors who deliver on their promises.