REQUEST FOR PROPOSAL DESIGN

Signature de contrat

Whether you need to negotiate or renegotiate agreements with your cleaning companies or simply to define your list of building maintenance requirements, ValkarTech's professional RFP design service allow you to get personalized support and find the cleaning company that will best satisfy your expectations while staying within your budget. 

Housekeeping is a unique activity with multiple variables that affect many components. Considering the number of people it affects (employees, visitors and others) and the budgetary repercussions it entails (employees' salaries, purchases of products, equipment and materials, replacement of architectural finishes and others), this type of activity must be considered at its proper value.

It is imperative to ensure the highest standards of hygiene and sanitation in the facilities.  Special attention must be paid at all times to cleaning and disinfection to ensure the safety of occupants and workers.

WHAT IS A REQUEST FOR PROPOSAL DOCUMENT MADE OF?

Part A : Instructions to bidders

Part B : The submission documents

  • Details of the mandate

  • Information Session 

  • Bid Submission

  • Duration of the offer

  • Eligibility

  • Evaluation of bids

  • Price Requirements

  • Security Requirements (Bond)

  • Client and Bidder Certifications

  • Bidder's Obligations

  • Appendices:

    • Building matrix and pricing document

    • Addenda

    • Bond

    • Etc…

Part C : Terms and Conditions

  • Interpretation

  • Purpose

  • Terms of payment

  • Certificates

  • Obligations

  • End of contract

  • Entry into force

  • Etc…

Part D : The Technical Specifications

  • Mandate context

  • Human resources, staff qualifications

  • Commissioning

  • General provisions/structure required

  • Technical requirements

    • Definition of terms of use

    • Definition of tasks

  • Space type categories and associated teasks

    • Frequency of execution

  • Quality Management

    • Regular work monitoring and control

    • Special project work monitoring and control

THE FOUNDATION OF YOUR HOUSEKEEPING CONTRACT

SPACE TYPE CATEGORIES

| SPECIFYING THE NEEDS

The definition of space type categories and work frequencies is an important step in which the actual needs and requirements are clarified. In documents that have been revised several times over the years, we often encounter non-essential or outdated requirements. The most common example of this: floor stripping performed at a frequency of 1 to 2 times per year.

| MODERN TECHNOLOGY

With today's technology and good housekeeping practices, the frequency of floor stripping can be extended to every 6 or even 10 years! Nano technology can even eliminate the need for stripping and yet, this operation is still very common. Several other examples could be raised.

 

Professional validation of tasks and frequencies is essential because the definition of your space type categories is a fundamental element in the control of operations.

BUILDING MATRIX AND PRICING DOCUMENT

| ACTUAL NEEDS

The building matrix and pricing document is a critical element because it defines the budget expense centers and you are always better off paying for actual needs rather than for superfluous services. Take the example of surface areas. In the vast majority of RFPs analyzed through our mandates, the entire surface area of the building is listed.  Is this really representative of the needs in terms of housekeeping? Knowing that the rates are established according to the square footage, it is essential to start with a validation of all the surfaces to be cleaned and serviced. 

| COST INCREASES

Should cost increases be applied across the board? Absolutely not! Any increase must be justified. It is necessary to constantly keep a watchful eye on cost increases because charges are directly proportional to the size of your facilities and the scope of your contract.   

| SPECIAL WORK PROJECTS

In general, special work projects should not be included in the monthly billing. These jobs are performed on an as-needed basis, on demand, so why pay the service provider systematically without even knowing what has been performed? At the very least, the use of tools for effective follow-up and a cost breakdown for this type of work are required to ensure that payment is made only when work is carried out.

BID ANALYSIS TOOLS

We provide all the analytical tools to simplify and facilitate the evaluation of the proposals from various suppliers. We develop customized evaluation documents that allow for analysis derived directly from your bid specifications. Specific evaluation criteria are defined so that all proposals (bidders) are ranked by score;

| Qualitative Assessment: 

  • Envisioned organizational structure

    • Staff training, qualification and experience;

    • Oversight;

    • Communication methods;

    • Etc.

  • Quality control

    • Process​

    • Tools

    • Etc.

  • Corporate policies and practices

    • Staff training plan;

    • (DES, DVS or AVS in housekeeping)

    • Occupational health and safety;

    • Environmental practices;

    • Etc.

  • Commissioning Plan

    • Schedule

    • Timeline

    • Etc.

  • Major Comparable Contracts

    • Experience​

    • Service delivery

    • Etc.

  • Innovation program

    • Protocoles​

    • Complementary service

    • Etc.


|  Financial Offer Analysis: 

  • Total cost

  • Regular work

  • Special work project

  • Hourly rates

  • Equipment cost

  • Sanitary products cost

  • Hygienic products cost

Case study: Downtown Montreal client

The success of the RFP process, which will have a direct and positive impact on operating costs, undeniably relies on the use of a well-defined methodology adapted to the specific realities of the janitorial industry.  

 

And to generate savings that will persist over time, managers must invest time in sensible management, rigorous follow-up and constant control of the ongoing work, especially those special work projects.  

 

Only by doing so can considerable savings be made by allowing the costs associated with special work projects to be disbursed only when they are carried out and to pay only for the hours actually worked.

Through our RFP design service combined with our comprehensive housekeeping management support service, we have been able to see the almost instantaneous return on investment that comes from a thorough control over the work.    

 

Here is an example, taken from an actual report, on a $1.9M annual contract for a 1.3M sq.ft. building.  The English version starts on page 5, following the French version.