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Trusted by leading property managers
Why a Well-Structured RFP Is Essential for Property Management
A professionally drafted Request for Proposal helps reduce operating costs, clearly define the real needs of your buildings, improve service quality, and ensure a transparent and objective vendor selection process, while maintaining strict control over your budget.
Cost Reduction
Service Quality
Transparency
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Average Cost Savings Achieved
18-25%
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Vendor Participation Rate
98%
Reduction in Process Management Time
40%
Why Structure Is Critical
A well-designed RFP framework ensures a clear understanding of expectations, measurable accountability, and tangible results for your property management operations.
The Impact of a Structured RFP
Without a rigorously structured RFP, property managers often face inflated costs, poorly defined service expectations, and difficulty objectively comparing vendor proposals. Our methodical approach transforms the procurement process into a true strategic lever.
A structured RFP is not just a document. It is your roadmap to operational excellence and cost control.
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Vendor Comparison
Compare proposals objectively using standardized criteria and transparent scoring systems.
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Service
Quality
Define clear performance standards and measurable quality indicators to ensure accountability.
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Cost
Control
Eliminate hidden costs and budget overruns through detailed, clearly itemized pricing schedules.
Operational Clarity
Establish precise scopes of work to reduce ambiguity, prevent disputes, and ensure compliant execution.
Our Services
Our RFP Design Services
Comprehensive support, from the initial assessment through vendor selection and contract finalization.
What We Do for You
Operational Needs Analysis
We analyze the operational needs of your buildings to identify required services and eliminate assumed or habitually renewed services.
On-site facility assessment
Stakeholder interviews
Review of existing contracts
Identification of service gaps
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Complete RFP
Drafting
We design professional, clear, and structured RFP documents, including a detailed technical specification tailored to your buildings’ specific characteristics.
Instructions to bidders
Submission documents
General terms and conditions
Technical specifications
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Measurable Evaluation Criteria
We develop transparent evaluation frameworks that enable rigorous, fair, and comparable analysis of submitted proposals.
Detailed technical specifications
Defined service level expectations
Measurable quality standards
Performance indicators
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Industry-Compliant
Structure
Ensure your RFP complies with industry standards, regulatory requirements, and best practices in property management.
Legal Compliance
Adherence to contractual and regulatory requirements
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Sustainability
Environmentally responsible maintenance protocols
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Industry Standards
BOMA, LEED and ISSA benchmarks
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Safety Standards
Health and safety requirements
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Vendor Evaluation and Selection Support
Structured guidance throughout the entire evaluation process, from proposal review to contract award.
Proposal Analysis
Vendor Presentations
Site Visit Coordination
Contract Negotiation Support
What a Professional RFP Document Includes
A comprehensive Request for Proposal is built on four essential components that together ensure clarity, compliance, and effective vendor participation.
Instructions to Bidders
Clear guidelines outlining submission requirements, timelines, and the evaluation process.
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General Terms and Conditions
Contractual provisions governing execution, duration, and termination of the agreement.
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Submission Documents
Required documents, forms, and certifications for a complete and compliant proposal.
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Technical Specifications
Detailed description of expected services, performance standards, and operational requirements.
Schedule and Key Dates
Proposal submission deadlines, site visits, Q&A periods, and award notifications.
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Submission Format
Required document structure, formats, number of copies, and electronic submission procedures.
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Question Process
Procedures for submitting questions, response timelines, and addendum distribution.
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Evaluation Methodology
Scoring criteria, weighting, and transparency of the selection process.
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Company Information
Business registration, organizational structure, years of operation, and organizational chart.
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Insurance and Bonding
General liability, insurance coverage, professional liability, and performance bonds.
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Certifications and Declarations
Client and bidder attestations, compliance declarations, and required commitments.
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Appendices and Supporting Documents
Forms, appendices, addenda, and any documents required for a complete proposal review.
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Purpose and Interpretation
Contract purpose, definitions, and applicable interpretation rules.
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Payment Terms
Billing conditions, payment schedules, and contractual adjustments.
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Obligations and Attestations
Contractual obligations, representations, and compliance requirements.
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Contract Term and Termination
Effective date, duration, renewal options, and termination conditions.
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Project Context and Structure
Scope context, general provisions, and required technical structure.
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Human Resources and Staffing Profiles
Personnel qualifications, staffing profiles, training requirements, and supervision.
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Service Definitions and Frequencies
Definition of tasks, execution frequencies, and service delivery requirements.
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Quality Management and Controls
Quality assurance processes, monitoring of routine work, and control of periodic services.
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Critical Component
The Foundation of Your Contract: Staffing Profiles
Accurate staffing profiles are the cornerstone of efficient and profitable property management. Generic or oversized profiles lead to budget overruns and inefficient resource allocation.
Our Staffing Profile Development Process
The Risks of Generic Staffing Profiles
Paying for unnecessary labor hours
Oversized teams with reduced productivity
Lack of accountability in service execution
Difficulty justifying budget increases
Hidden costs embedded in pricing models
Benefits of Customized Staffing Profiles
Workforce aligned with actual operational needs
Clear and transparent productivity standards
Properly sized teams
Clearly defined performance expectations
Justifiable, predictable, and controlled costs
Building Site Visit
On-site inspection to understand the environment, real usage patterns, operational constraints, and high-impact areas.
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Comprehensive Building Analysis
Analysis of maintained areas, space types, occupancy flows, and building-specific operating conditions.
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Review of Existing Documentation
Review of current contracts, historical reports, and identification of problematic elements, particularly those related to recurring complaints.
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Identification of Architectural Specificities
Identification of unique or non-standard architectural elements that directly impact maintenance requirements.
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Staffing Profile Structuring
Precise structuring of maintenance tasks and execution frequencies, based on recognized industry practices.
Financial Control
Cost Control: The Pricing Schedule
Real Needs. Real Costs.
The Problem with Traditional Pricing Models
Most janitorial service contracts rely on simplified pricing models that bundle all services into a single monthly fee. This approach lacks transparency and often results in paying for services that are unnecessary or not performed.
Hidden Cost Increases
Annual increases applied to already inflated base costs compound over time.
Bundled Services
No visibility into the actual cost of each service included in the contract.
Assumptions Instead of Reality
Pricing based on total building area rather than the areas actually maintained.
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Real Needs.
Real Costs.
We validate the areas actually maintained to establish a fair and representative pricing foundation.
Total Area
Maintained Area
150 000
150 000
Potential Savings
25%
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Controlled Cost
Increases
Cost adjustments are strictly governed to ensure clear budget predictability.
Indexation Method
CPI or parity committee
Equipment
Excluded from increase mechanisms
Review Frequency
Annual
Justification Required
Our Transparent Pricing
Approach
We design detailed pricing schedules that clearly separate costs by service type, validate actual maintained areas, and ensure you pay only for work performed, with clear justification for every budget line item.
Detailed Cost Breakdown
Separation of costs for daily maintenance, periodic work, and specialized services.
Validated Maintained Areas
Actual maintained areas verified through on-site measurements.
Controlled Cost Increases
Predefined, structured indexation mechanisms aligned with relevant indices.
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Cost Separation by Service Type
A clear breakdown of costs by service category ensures transparency and accountability.
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Labor
332 000 $
Periodic Services
59 600 $
Equipment
24 900$
Subcontracting
13 000 $
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Billing Based on
Execution
Periodic services are billed only when performed, not on a presumed flat-rate basis.
Window Cleaning
Quarterly Cost
4 000$
Q1 - Completed
Q2 - Completed
Q3 - Not Completed
Billed
Billed
Not Billed
Selection Committee Support and
Bid Analysis Tools
Professional guidance and structured analysis tools to ensure an objective, rigorous, and data-driven vendor selection process.
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Structured Bid
Analysis
Comprehensive comparison matrices that allow proposals to be analyzed on a fair and consistent basis, across all established evaluation criteria.
Standardized response templates
Side-by-side proposal comparison
Compliance verification checklists
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Objective Comparison Tools
Weighted scoring systems that ensure consistent and impartial evaluation across all committee members.
Customizable evaluation criteria
Automated score calculation
Committee consensus tracking
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Gap
Identification
Structured identification of financial and technical gaps between submitted proposals and the RFP requirements.
Missing requirement flagging
Cost variance analysis
Technical deficiency reports
Sample Bid Comparison Dashboard
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Decision Support Throughout the Entire Process
Our team supports you at every stage, including vendor presentations, site visits, reference validation, and final negotiations. We help you ask the right questions, identify potential red flags, and ensure that all commitments are clearly documented in the final contract. With this support, your selection committee makes informed, defensible decisions backed by objective data and recognized expertise.
Case Study
Case Study: Commercial Office Tower
How a structured RFP process generated measurable cost savings and improved service quality.
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Client Profile
Class A office tower
320,000 sq. ft.
Multi-tenant building
Downtown location
Institutional owner
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Initial Challenges
28% cost increase over five years
Frequent tenant complaints
Lack of clear performance indicators
Poorly defined service scope
Bundled pricing with limited transparency
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Project Objectives
Reduce operating costs
Improve service consistency
Establish clear accountability
Implement transparent pricing
Deploy measurable performance indicators
Our Solution and Approach
Comprehensive Facility Assessment
Detailed on-site analysis including validation of actually maintained areas, space classification, and documentation of existing service levels.
Key Finding: Only 245,000 sq. ft. out of 320,000 sq. ft. required daily cleaning, immediately revealing a 23% cost reduction opportunity.
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Vendor Selection Process
Management of a competitive process involving 8 qualified vendors, including site visits, Q&A periods, and structured evaluation tools.
Result: Receipt of 7 compliant proposals with a price variance limited to 12%, demonstrating a clear and well-defined scope of services.
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Detailed RFP Development
Preparation of a complete RFP including clearly defined service scopes, staffing profiles aligned with real needs, and objective evaluation criteria.
Innovation: Implementation of separate pricing schedules for daily, weekly, monthly, and quarterly services, eliminating cost opacity caused by bundled pricing.
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Contract Negotiation
Support during final negotiations, definition of performance indicators, transition planning, and implementation of quality control protocols.
Success: 30-day transition with no service interruption and immediate improvement in tenant satisfaction.
Measurable Results
22%
cost reduction
$186K
annual savings
47%
fewer complaints
96%
tenant satisfaction
100%
SLA compliance
92%
quality audits
3.5%
annual cap
5 ans
year price protection
“The structured RFP process transformed how we approach facility management procurement. We now benefit from complete cost transparency, measurable service quality, and a vendor partnership built on clear expectations. The savings achieved offset the consulting investment within the first year alone.”
Move to an RFP Based on Real Operational Needs
Stop overpaying for services based on assumptions. Our structured RFP process ensures you pay only for what you truly need, with complete transparency and accountability at every level.
Free Consultation
30-minute assessment call
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No-Obligation Proposal
Customized recommendation
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Expert Guidance
Support throughout the entire process