Why Adding a Qualitative Component to Your RFPs Changes Everything

The Common Mistake: Choosing Based on Price Alone

When it comes to issuing a cleaning services RFP, many managers believe they’re making the right decision by focusing solely on the lowest price. After all, if two companies promise to clean the same square footage, why pay more?

However, this logic can quickly backfire: user complaints, high employee turnover, lack of follow-up, and poor inspection results. In reality, what you save in the short term often ends up costing you in time… and in service quality.

The Qualitative Component: A Management Tool, Not a Luxury

Adding a qualitative weighting to your RFP allows you to go beyond promises of surface-level cleanliness. It helps evaluate the real capacity of a company to meet your expectations, structure its operations, maintain quality, and properly supervise its teams.

A well-written RFP protects you. It allows you to compare companies on concrete, measurable criteria and build a long-term partnership rather than entering a race to the bottom.

Which Qualitative Criteria Should You Include in a Cleaning Services RFP?

Here are some qualitative elements we recommend including in your RFP:

• Proposed supervision structure: number of supervisors, frequency of site visits.

• Startup plan: how the transition and initial service deployment will be managed.

• Technological approach: tracking tools (e.g., digital log sheets, photos, real-time alerts).

• Ongoing training plan: how staff will be trained to meet the site’s specific requirements.

• ESG practices: eco-friendly products, waste reduction policies, commitment to staff stability.

• Backup staffing plan: how quickly replacements are provided in case of absence.

  
  

These criteria help you identify truly prepared service providers with structured, consistent operations not just appealing promises on paper.

Example of a Price vs. Quality Weighting

A properly structured RFP doesn’t just compare prices — it relies on a weighted scoring system, where service quality is evaluated using specific, predefined criteria. Here’s a real example used in a cleaning services RFP:

• 70 points are assigned to qualitative aspects, broken down as follows:

  • Proposed organizational structure: 15 points

  • Quality control measures: 14 points

  • Corporate policies and practices (training, safety, environmental standards): 15 points

  • Service startup plan: 12 points

  • Comparable contracts: 6 points

  • Innovation program: 8 points

• 30 points are then allocated to the financial offer.

  
  

  

  
  

You can adapt this scoring grid based on your priorities (e.g., school environments, healthcare, residential facilities, etc.). What matters most is that the evaluation methodology is clear, transparent, and well explained in the RFP document.

The Strategic Role of the Selection Committee

Including qualitative criteria in an RFP is a great step forward. But for it to truly be effective, you need to ensure that the selection committee is structured, trained, and objective.

What Is a Selection Committee?

A selection committee is a group of designated individuals responsible for analyzing and comparing submitted proposals based on the criteria outlined in the RFP. It plays a central role in the process by ensuring fairness, rigor, and consistency in evaluations.

The Committee’s Role in the RFP Process

• Objectively assess proposals using a predefined evaluation grid.

• Evaluate qualitative components, such as:

  • the proposed supervision structure;

  • the startup and transition plan;

  • monitoring and reporting tools;

  • sustainability practices or ongoing staff training.

• Compare bidders in a structured way, according to the weighted criteria (e.g., 60% price, 40% quality).

• Document and justify the final selection, especially in cases of disqualification or contested decisions.

  
  

Who Should Sit on the Selection Committee?

Ideally, the committee should be multidisciplinary and include:

• a building operations or facilities manager;

• a representative from purchasing or finance;

• a stakeholder representative (e.g., school principal, unit manager, etc.).

  
  

This structure ensures informed decisions, based on tangible elements rather than personal impressions. That’s how you select a reliable and structured provider, not just the lowest bidder.

Conclusion: A Good Provider Is Not a Coincidence

A well-structured cleaning services RFP is more than a procurement tool — it’s a strategic lever to ensure consistent quality and long-term service reliability. By integrating clear, measurable, and properly weighted qualitative criteria, you significantly increase your chances of forming a stable, effective partnership.e.

Need Help Writing Your Next RFP?

At ValkarTech, we support dozens of organizations each year in drafting technical RFPs for cleaning services, integrating objective and tailored qualitative criteria.

👉 Contact us to receive a sample scoring grid or to schedule a diagnostic consultation.