Office Cleaning Request for Proposal — Template and Key Questions

Why a Well-Structured Request for Proposal Matters

Office cleaning is an ongoing service, billed monthly and rarely subject to competitive tender more than once a year. A properly prepared RFP (Request for Proposal) allows you to:

• Compare quotes on an apples-to-apples basis — when each provider prices the same scope, you avoid situations where "the cheapest offer didn't include window cleaning."
• Reduce misunderstanding risk — clearly defined cleaning hours and kitchen zones lower complaint volume in the first month of the contract.
• Speed up the selection process — the Reefa team responds to complete RFPs within 24–48 business hours; missing basic parameters extends email exchanges by a week.
• Build a data-driven SLA foundation — a well-prepared RFP becomes an annex to the contract and a reference point for audits.

Data from our implementations show that offices that sent a structured RFP had half as many complaints in the first three months compared to facilities where scope was determined over the phone.

A Request for Proposal for office cleaning is a document that lets you gather comparable cost proposals from selected cleaning firms. The more precisely you describe requirements around area, frequency, type of work, and quality standards, the easier it is to compare bids and choose a partner with the best price-to-scope ratio.

Most B2B cleaning firms—including Reefa—price services based on square footage, cleaning frequency, number of specialized areas (kitchens, restrooms, conference rooms), and expected health and safety standards. A properly prepared RFP eliminates guesswork on the provider's side and prevents later surcharges for "additional rooms we didn't know about."

This article presents a ready-to-use RFP template, a list of ten critical questions for cleaning contractors, and a summary of red flags to watch when selecting a partner.

In Brief

• Describe the area precisely (square meters, number of rooms, types of zones), number of staff, and cleaning frequency — these are the foundation of pricing.
• A complete RFP template should include a schedule, room inventory, list of expected tasks, and formal requirements (liability insurance, RODO data-processing agreement).
• Ask about liability coverage, backup procedures, quality control, cleaning supply sources, complaint handling, and billing methods.
• Compare quotes in a table: monthly net rate, scope of work, frequency, insurance, coordinator, and reporting system.
• Red flags: missing company registration numbers in the quote, refusal to show liability insurance, no written contract, unusually low price without explanation.

What Data Should You Include in an RFP?

Below is a list of parameters needed for office cleaning pricing, plus two optional items that speed up quote preparation.

Area and Square Footage

• Total area to be cleaned (m², usable floor space net) — provide the figure from your floor plan or lease; building square footage minus warehouses, server rooms, and other excluded zones.
• Division into zones — open space, closed offices, conference rooms, pantries, restrooms, corridors, reception area.
• Number of each room type — for example, "open space 300 m², 4 office rooms (80 m² total), 2 conference rooms (50 m²), 2 kitchens (20 m²), 4 restrooms (16 m²)."

For a typical office in a Class A building in Cracow, net area ranges from 150 m² (start-up with up to 15 people) to 1,200 m² (corporate branch, 80–120 workstations). An exact zone breakdown lets the cleaning firm estimate time needed per area — restrooms require 3–4 times more time per m² than a typical open space.

Number of Users and Intensity

• Number of staff on-site — people using the office on a typical working day.
• Work model — full-time on-site, hybrid (50% occupancy), rotational.
• Industry and traffic specifics — financial services (moderate traffic, RODO requirements), IT sector (high guest rotation, many meetings), creative studio (intensive pantry use).

The more staff per m², the higher the frequency needed for restroom cleaning and toilet paper restocking during the day. Above 10 people per 100 m², we recommend adding a mid-day top-up cleaning option.

Frequency and Access Hours

• Frequency — Monday–Friday, 5 times per week; Monday, Wednesday, Friday, 3 times per week; daily including weekends; other.
• Preferred cleaning times — before 8:00 am, after 5:00 pm, weekends, flexible during business hours (requires quiet operation and discretion).
• Building access — physical key, access card, alarm code, sign-in requirement at reception.

For offices renting space in a Class A office building in Cracow (e.g., Bonarka for Business, High Five, Tertium) or Katowice, it's worth noting building management requirements — cleaning team registration at reception, access to service elevators after 6:00 pm, parking zone for the provider.

Floor Types and Additional Points

• Flooring — carpet, laminate panels, epoxy, tile, polished concrete (common in Cracow office lofts).
• Desks and furniture — shared-desk setup (all require daily wiping), personalized desks (many staff request documents not be moved), upholstered furniture, open vs. closed storage.
• Special areas — chill-out zone with loungers, climbing wall or ping-pong tables, reception with marble counter, company library.

For high-aesthetic-standard areas — reception, executive boardroom — it's worth separately specifying finish quality ("we require daily polishing of the marble reception desk," "crystal chandelier in the boardroom requires delicate electrostatic handling").

Kitchens and Restrooms — Key Hygiene Points

• Number and type of kitchenettes — mini-kitchen with kettle and fridge, full pantry with large sink and espresso machine, area with dishwasher.
• Dish handling — does the cleaner wash dishes left in the sink (additional service), or only empty the dishwasher and wipe counters?
• Number of restrooms and urinals — provide both the number of restroom compartments and total fixtures (toilets, sinks, urinals) as this affects service time.
• Additional fixtures — showers in bathrooms (popular in IT offices), freestanding tub in relaxation zone, touchless hand dryers.

At Reefa, we count each restroom with a stall and sink as a service point requiring 15–20 minutes daily (disinfection, restocking supplies, ceramic scrubbing). For offices over 40 staff, we recommend mid-day restroom checks — toilet check with a minimum commitment of 2 hours weekly.

Frequency of Periodic Tasks

Beyond daily cleaning, it's worth defining requirements for less-frequent tasks:

• Window cleaning — number of windows, height (windows up to 2.5 m without scaffolding vs. full-height glazing needing a lift), frequency (1–2 times yearly, quarterly).
• Carpet and upholstery washing — quarterly, semi-annually, ad hoc after company events.
• Cleaning blinds, louvers, fixtures — quarterly or per safety schedule.

Periodic tasks can be included in a fixed subscription (flat monthly fee covers everything) or billed ad hoc. In Reefa's standard office package, interior and exterior window cleaning from safe areas (ground floor, loggias) happens quarterly; high-access work is quoted separately per safety standards.

Ready-to-Use RFP Template — Copy-and-Paste

Below is a text-format template ready to paste into an email or procurement system. Fill fields marked […] with your office details.

Subject: Request for Proposal — Office Cleaning in Cracow, [address]

Dear Sir or Madam,

We request a quote for comprehensive office area cleaning services.

1. Basic Information
   – Building address: [street, number, postal code, city]
   – Area to be cleaned: [m² net]
   – Number of staff: [number of people on a typical business day]
   – Work model: [on-site / hybrid (50% occupancy) / other]

2. Schedule
   – Frequency: [Monday–Friday, 5 times per week / Monday–Wednesday–Friday, 3 times per week / other]
   – Preferred times: [before 8:00 am / after 5:00 pm / weekends / flexible]
   – Access: [key / access card / alarm code / building reception]

3. Room and Area Inventory
   – Open space: [m²]
   – Closed office rooms: [number of rooms, total m²]
   – Conference rooms / meeting rooms: [number, total m²]
   – Pantries / kitchenettes: [number, total m²]
   – Restrooms / sanitary facilities: [number of rooms, number of stalls, number of sinks]
   – Corridors, reception area: [total m²]
   – Other zones (e.g., storage, chill-out area): [description]

4. Floor and Furniture Types
   – Flooring: [carpet / laminate / epoxy / tile / polished concrete / other]
   – Desks: [shared-desk setup / personalized desks]
   – Additional notes: [upholstered furniture, marble reception counter, plants needing watering]

5. Scope of Services
   a) Daily (or per frequency):
      – Vacuuming and/or mopping floors
      – Wiping desks, kitchen counters, sinks
      – Emptying trash bins
      – Restroom disinfection, restocking toilet paper, soap, towels
      – Wiping mirrors
      – Pantry cleaning (excluding personal dishes / including dish washing — specify)
   b) Periodically:
      – Window cleaning (interior and exterior): [frequency, e.g., 2×/year]
      – Carpet washing: [frequency, e.g., 1×/quarter]
      – Blind, louver, and fixture cleaning: [frequency or ad hoc]

6. Legal and Quality Requirements
   – Liability insurance (OC) minimum PLN 1,000,000
   – Staff legally employed and insured (Social Security tax, employment contract or freelance with full documentation)
   – Data processing agreement in compliance with RODO
   – Dedicated site coordinator and ability to receive ongoing feedback
   – Reporting system (e.g., photo reports after each cleaning)
   – Cleaning supplies with environmental certification (EU Ecolabel / Nordic Swan / other)

7. Quote Deadline and Format
   – Please provide quote by: [date]
   – Preferred format: email [email address]
   – Contact: [name, phone number]

8. Evaluation Criteria
   – Monthly net price (40%)
   – Scope of services and scheduling flexibility (30%)
   – Experience and references (20%)
   – Quality control system and insurance (10%)

We appreciate a monthly net rate and any conditions that might affect pricing (e.g., holiday breaks, additional window cleaning after renovations).

Sincerely,
[Name]
[Job Title]
[Company Name]

You can enhance the template by attaching a floor plan in PDF or a diagram showing cleaning zones — this helps the provider estimate travel time with cleaning equipment and avoid surprises during the site visit.

Ten Critical Questions for Your Cleaning Provider

Beyond technical data in the RFP, it's worth asking the cleaning firm a series of quality questions. Below are ten points that distinguish a professional partner from a low-cost operator.

1. What is your liability insurance coverage limit?

A liability (OC) insurance policy protects against property damage claims (flooded IT equipment, damaged marble countertop) or accidents related to cleaning company activities. Reefa's liability insurance covers PLN 1,000,000; this amount addresses nearly all risk scenarios in an office with equipment valued up to several million zlotys.

Ask for a scan of the current policy (should be valid on contract signature date) and check for exclusions — some basic policies exclude damage to electronics or acts by freelance workers.

2. How do you handle backup coverage if a staff member is absent?

Illness, vacation, unforeseen events — a cleaning firm should have a backup mechanism without service interruption. Ask:

• Do you guarantee that if your regular cleaner is absent, you'll send a replacement on the same day?
• Does the backup worker receive orientation on the facility plan and standards?
• Who coordinates backup logistics — a regional manager or automated dispatch?

At Reefa, each facility has a dedicated coordinator who arranges backup within 2 hours if the primary cleaner is unavailable. Thanks to photo reports, the replacement staff can see the previous days' standard and follow the plan accordingly.

3. What is your quality control system?

Professional firms conduct quality checks at three levels:

• Staff self-check — task checklist on smartphone or paper; sign-off or QR scan upon completion.
• Coordinator audit — spot checks weekly or biweekly, with photo documentation.
• Client audit — quarterly joint review with office manager, satisfaction survey.

In Reefa's system, each facility receives a photo report after every cleaning: images of restrooms, kitchen, and critical areas sent via email or mobile app. On average, 91% of our B2B clients in Cracow and Katowice renew annually—a result of consistent checks and quick response to feedback.

4. Who supplies cleaning products and equipment?

There are two main models:

• Provider supplies everything — monthly rate includes chemicals, trash bags, toilet paper, soap, towels, cloths, mops, and vacuums. This is the dominant model in Cracow and Katowice for offices over 200 m².
• Client buys supplies, provider brings equipment — rare, mainly for start-ups with tight budgets; problematic because you must monitor stock and risk service gaps if supplies run out.

Beyond the model, ask about eco-friendly practices: does the firm default to EU Ecolabel or Nordic Swan certified products, or standard detergents with green options available? At Reefa, all core cleaning agents come from suppliers holding environmental certifications; upon request, we conduct a full audit of product MSDS (Safety Data Sheets).

5. What is your complaint process?

A professional provider should specify response time and resolution reporting. Sample control questions:

• What channel for reporting issues — email, phone, app, QR code in the office?
• How quickly do I receive acknowledgment of the complaint during business hours?
• When and how will the corrective action be executed?
• Is there escalation to management if the first response doesn't resolve the issue?

In our system, each location has a unique QR code near the entrance; scanning opens a complaint form sent directly to the dedicated site coordinator. Acknowledgment comes within 2 business hours; corrective action is same-day if urgent (e.g., spilled liquid in kitchen) or during the next regular cleaning if routine (e.g., extra vacuuming under a desk).

6. What are your references and how long have you been in business?

Experience in B2B matters: a firm operating for several years has established health and safety procedures, maintains a backup staff pool, and understands different industries. Ask:

• How long have you provided professional cleaning services?
• Do you service facilities similar to ours (size, industry, building class)?
• Can you provide contact details for two or three current clients?

Reefa has operated in the Cracow market since 2020 and in Katowice since 2024. Among our steady clients are Ottobock (innovative prosthetics and orthotics manufacturer), Diamed medical center, Say Hi! marketing agency, TWW, and Familia. Before signing a contract, we're happy to share contacts from two references in an industry close to yours.

7. Do you assign a dedicated facility coordinator?

Large offices benefit from a single point of contact—someone familiar with facility history, user preferences, and schedule details. Ask whether each facility has an assigned site manager / coordinator or if all requests go through a central call center. With a dedicated coordinator, you can:

• Agree on schedule adjustments (move cleaning before a company event).
• Get immediate feedback on complaint status.
• Receive advice on new furniture care ("how do we maintain the new microsuede sofa in the relaxation area?").

Every Reefa facility has a dedicated coordinator available by phone and email; in practice, most day-to-day issues are resolved in one conversation.

8. How do you bill in non-typical months (holidays, vacations)?

Clarify whether the contract provides for:

• Flat monthly fee — regardless of workdays in the month (flat-rate model); simplest for both parties.
• Proportional deduction — if your office closes for two weeks in August, you pay for half the standard month.
• No deductions — subscription covers fixed costs (staff standby, coordinator, supplies in storage) regardless of service delivery.

Reefa's standard contract uses a monthly flat-rate model with the option to suspend the subscription for periods longer than two weeks (e.g., full-floor renovation, office relocation). For offices using flexible coworking or work-from-home models, we offer a hybrid model—reduced base subscription plus per-visit billing by checklist.

9. Are your employees legally employed?

Questions about legal employment mitigate risk of joint liability under labor law and RODO compliance obligations. Request:

• Social Security clearance certificate — confirms zero arrears with the insurer.
• Employment status declaration — employment contract, freelance contract, or B2B (all are legal if properly registered and reported).
• Data processing agreement — per RODO, cleaning staff access personal data visible on desks, monitors, notice boards; requires a written data-processing agreement.

Reefa's team consists only of legally employed and insured personnel — each worker has a Social Security-registered contract, passed health and safety training, and signed a confidentiality clause per RODO. Before signing, we provide a copy of the Social Security certificate and a template data-processing agreement.

10. Can we trial your service?

Some firms offer a trial period — one or two weeks of service (billed separately or credited toward the first month). Ask:

• How long is the trial?
• Do all SLA standards apply during trial?
• What are the termination terms if the standard doesn't meet expectations?

Reefa offers a first cleaning trial after the site visit, billed as a one-time fee; if the standard is accepted, we sign a master agreement with a one-month notice period. This lets both parties test the relationship without a long-term commitment.

How to Compare Three Quotes — Sample Comparison Table

Once you receive three quotes, arrange them in a simple spreadsheet or text table. Below is an example for a 400 m² office cleaned 5 times weekly.

In this example, Firm C has the lowest price but provides no liability insurance details and requires client-supplied materials—meaning extra administrative work and service interruption risk. Firm A offers mid-range pricing but a long notice period and no dedicated coordinator. Reefa shows higher cost but includes quality assurance (photo reports), PLN 1,000,000 coverage, window cleaning in the subscription, and named client references.

Your final choice depends on priorities: if budget is paramount, Firm C may suffice with improved contract terms. If you value peace of mind and a full-service partner, Reefa's proposal minimizes operational risk at a moderate cost premium.

Red Flags That Should Raise Caution

Not every RFP response meets B2B service standards. Below are warning signs to consider when evaluating a provider.

Missing Company Registration or Details in the Quote

A professional quote includes business registration details (full name, headquarters address, tax ID, registration number) — the foundation for checking in the business registry whether the entity is active and has no tax arrears. Missing these suggests informal operation or solo activity without registered business.

Refusal to Show Liability Insurance or Social Security Certificate

If a firm refuses to send an insurance policy copy "for confidentiality reasons," the policy likely doesn't exist or covers only a symbolic PLN 50,000. Similarly with a Social Security certificate: a legal business receives this monthly and shares it without issue.

Unusually Low Price Without Explanation

A price 40–50% below market average for the same scope may mean:

• No supplies included in cost — you must buy materials separately.
• Shortened service time — 1.5 hours instead of standard 2.5 hours for a 400 m² facility.
• Informal employment — no contract, no worker insurance, liability risk for you.

Before choosing the cheapest quote, ask directly how the firm calculates time and whether the price covers all RFP line items.

No Written Contract, Verbal Billing Arrangement

Some offers propose service without a contract: "let's try a month, then sign later." In practice, you lack a document specifying scope, pricing, SLA, and liability; in a dispute, you have no legal basis for claims. Always require a written contract before service starts.

Reluctance to Conduct a Site Visit or Phone-Only Pricing

A professional cleaning firm visits the site before quoting — assesses layout, floor types, water access, building health and safety rules. A firm quoting "off the cuff" by phone risks underestimating and later demanding a raise or cutting standards.

If you're planning office cleaning in Cracow, we encourage you to use our online calculator, which in 2 minutes shows an estimated monthly net rate based on area, frequency, and add-on services. For a precise quote, contact the Reefa team — we'll schedule a site visit within 48 hours.

Timeline from RFP to Contract Signature

A typical schedule from sending your RFP to service start with a professional provider takes 7–14 business days:

1. Day 0–1: You send the RFP to 3–5 cleaning firms.
2. Day 2–3: Providers request clarifications or propose a site visit.
3. Day 4–5: Site visit (30–60 minutes) — the provider notes room layout, baseline cleanliness, building health and safety rules.
4. Day 6–7: You receive a written quote with monthly net rate, service scope, and contract template.
5. Day 8–10: You compare quotes, ask follow-up control questions, negotiate terms.
6. Day 11–12: You select the provider, sign the master agreement, hand over keys/access cards.
7. Day 13–14: First trial cleaning; you receive a photo report and a brief call summarizing any feedback.

For large office complexes or facilities needing security orientation and integration with the Building Management System, the process may extend to three weeks.

Additional Tips for Office Managers

Account for Seasonality and Company Events

If your office hosts an annual conference, shareholder meeting, or holiday party, mention the date in the RFP and ask about post-event availability (often a weekend one-off service). Similarly, during flu season—some firms offer daily disinfection of handles, railings, and elevator buttons as a "flu season care" add-on.

Verify Compliance with Building Management Rules

Class A buildings in Cracow (Bonarka for Business, High Five, Lubicz Office Park) and Katowice (Altus, Face2Face Business Campus) have detailed rules for external contractors: service elevator hours, parking zones, sign-in procedures, garbage removal schedules. Before selecting a firm, ask building management for these requirements and attach to your RFP—you'll avoid situations where the team faces locked elevators after 6:00 pm.

Consider Third-Party RFP and Audit Services

For facilities over 1,000 m² with specialized zones (labs, server rooms, industrial kitchens), hiring a facility management consultant to draft the detailed RFP and audit selected proposals is worthwhile. A cost of PLN 1,500–3,000 net can be spread over three contract years and ensures all providers quote the same scope and your SLA contains measurable KPIs.

Define Satisfaction Measurement

The best contracts include objective satisfaction metrics: on-time completion (target 98%), complaints per month (target ≤ 2), staff satisfaction survey result (1–5 scale, target ≥ 4.2). At Reefa, we hold quarterly reviews with the office manager to review KPIs and plan improvements.

Frequently Asked Questions

How much does professional office cleaning cost in Cracow?

For a typical 200–400 m² office cleaned five times weekly, monthly net rate ranges from PLN 1,200 to 2,400 (2026). Price depends on area, number of restrooms, kitchens, floor types, and frequency of periodic tasks (window washing, carpet cleaning). Reefa's rates from PLN 1,200 net include EU Ecolabel-certified supplies, PLN 1,000,000 liability insurance, a dedicated coordinator, and photo reports after each cleaning. For a precise estimate, use our online calculator or contact the team to arrange a free site visit.

Must a cleaning firm have liability insurance?

Yes—liability (OC) insurance protects against claims for property damage (flooded laptop, damaged marble counter, broken glass doors) or accidents from the firm's operations. For offices over 200 m², minimum coverage should be PLN 500,000; for high-value equipment (servers, medical devices, lab workstations), PLN 1,000,000 or more is recommended. Reefa holds PLN 1,000,000 liability coverage; before signing, we provide a policy copy.

How long does it take to receive a cleaning quote?

After receiving a complete RFP, a professional firm needs 24–48 business hours for a site visit and written proposal. If your RFP lacks key details (area or schedule), the provider may request clarification, adding 2–3 days. Reefa responds within 24 hours; non-standard work (glass facade cleaning, carpet deep clean) may require a site visit within 48 hours.

Are cleaning supplies and toilet paper included in the monthly fee?

In most B2B office packages over 200 m², monthly rate includes cleaning supplies (detergents, window cleaners, trash bags) and basic hygiene products (toilet paper, liquid soap, paper towels). The "client supplies" model is common in small start-ups and sub-100 m² coworking spaces—saving 10–15% but adding administrative burden. Reefa's standard office package includes all cleaning supplies with environmental certification, trash bags, and hygiene products in the monthly rate; specialized products (marble cleaner, high-gloss surface polish) are quoted separately.

How quickly does a cleaning firm respond to complaints?

A professional provider should confirm receipt within 2–4 business hours and execute corrective action same-day or at the next scheduled visit. Reefa gives each facility a unique QR code for complaint submission — scanning opens a form sent to the dedicated coordinator. Acknowledgment comes within 2 business hours; urgent fixes (spilled liquid) are immediate; routine issues handled at the next cleaning. Average complaint resolution time is 6 hours.

Can I change cleaning frequency during the contract term?

Yes—most master agreements allow schedule adjustments with advance notice. Common scenarios: increased frequency during conference season, reduced frequency in holiday periods (July–August). Reefa offers flexible subscription: switching from 5-day to 3-day cleaning proportionally lowers the monthly rate while maintaining the same standard. Changes take effect with one week's notice—just email or call the site coordinator. For hybrid work models, we offer pay-per-visit billing where you pay only for days our team works, with a permanent coordinator and backup guarantees.

Summary

A well-structured office cleaning RFP is key to comparing quotes fairly and selecting a partner with optimal price-to-quality balance. Critical RFP elements include precise area description (square meters, number of rooms, zone types), frequency and hours, list of daily and periodic tasks, and formal requirements (PLN 1,000,000 minimum liability, legally employed team, RODO data-processing agreement).

Ten control questions—from insurance amount, through backup protocols, quality checks, supply sourcing, complaint handling, to billing—separate the professional provider from low-cost operators. When comparing quotes, use a simple table covering not just monthly rate but also scope, references, reporting, and notice period.

Red flags—missing registration details, insurance refusal, extremely low prices without explanation, verbal agreements, reluctance to visit—warrant extra scrutiny or rejection.

If you're selecting a cleaning provider for an office in Cracow or Katowice, we invite you to contact Reefa. We'll schedule a site visit within 48 hours, prepare a detailed quote, and share references from similar facilities. Try our online calculator for a 2-minute estimate—no personal details required.