Bid for RFP: Strategies to Win More Contracts in Facility Services
Bid for RFP: How to Stand Out and Win More Contracts
Winning a bid for RFP (Request for Proposal) can be a game-changer for cleaning companies and facility service providers. These competitive opportunities often represent long-term, high-value contracts—but the process of securing them is far from simple. ISSA’s Consulting Services can provide valuable guidance as you prepare proposals that are strategic, compliant, and built to win.
If you’ve ever wondered how to improve your chances when responding to RFPs, this post offers a step-by-step guide to creating proposals that stand out. From pre-bid planning to post-submission follow-up, we’ll break down what it takes to make your bid competitive and compliant.
What Is an RFP—and Why Does It Matter?
A Request for Proposal (RFP) is a formal document issued by an organization seeking bids from qualified vendors to fulfill a specific need—often related to services like janitorial work, building maintenance, or specialty cleaning.
An RFP outlines:
- Scope of work
- Performance expectations
- Timeline and deadlines
- Budgetary constraints
- Evaluation criteria
Responding to an RFP gives you a chance to showcase your value, but only if your proposal is tailored, strategic, and polished.
Key Steps to Build a Winning Bid for RFP
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Understand the Client’s Needs
Before you start writing, carefully review the RFP and identify:
- Specific services requested
- Site or facility requirements
- Preferred cleaning frequency
- KPIs (Key Performance Indicators) and reporting needs
- Compliance and certification expectations
Highlight how your team can meet these expectations clearly and confidently in your proposal.
ISSA Consulting Services – Get expert support to prepare, review, and refine your bids.
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Attend Pre-Bid Meetings or Site Visits
Many RFPs include pre-bid walkthroughs or meetings. These are invaluable for:
- Asking questions directly
- Understanding the client’s pain points
- Evaluating logistics and staffing needs
- Building rapport with the procurement team
Take detailed notes and use this insight to shape a more relevant proposal.
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Customize Every Proposal
Avoid using a generic template. A strong bid for RFP is customized to the opportunity. Address:
- The organization’s specific goals
- How your solution reduces risk or improves quality
- Your proven success in similar environments
- Detailed pricing with rationale
Tailored proposals demonstrate that you’ve done your homework and care about meeting the client’s objectives.
What Should a Strong RFP Response Include?
Here’s a checklist of elements to include in your bid:
- Executive Summary: A brief, persuasive summary of your value proposition
- Company Overview: Experience, mission, and qualifications
- Staffing Plan: Who will perform the work, and how it’s managed
- Work Plan/Schedule: Clear outline of how and when services will be delivered
- Certifications & Safety Info: Include CIMS, OSHA compliance, and training credentials
- Pricing Proposal: Detailed and transparent pricing with cost breakdown
- References/Case Studies: Highlight past success with similar clients
- Value-Added Services: Include extras like green cleaning, tech integrations, or sustainability initiatives
Need help crafting your proposal?
ISSA’s Consulting Services provide one-on-one guidance for small businesses and contractors competing for large bids.
Common Mistakes When Bidding for RFPs
Avoid these errors to keep your proposal competitive:
| Mistake | How to Avoid It |
| Submitting late | Create internal deadlines well ahead of time |
| Ignoring formatting instructions | Follow the RFP’s exact format and file naming |
| Overpromising | Be realistic—don’t offer more than you can deliver |
| Skipping site visits | Attend them to show commitment and gather insights |
| Vague pricing | Break down costs to show value and transparency |
How to Make Your Proposal Stand Out
To rise above the competition, your bid should reflect:
- Professionalism: Neatly formatted, free of errors, and complete
- Relevance: Aligned to the client’s goals and written in their language
- Innovation: Use of smart tools or sustainable practices
- Proof of Performance: Results, client testimonials, and metrics that build credibility
The Role of Credentials in Bidding Success
Credentials such as CIMS (Cleaning Industry Management Standard) and CIMS-GB (Green Building) can be the deciding factor in an RFP award.
They demonstrate:
- Operational excellence
- Verified compliance with industry standards
- A commitment to sustainability and customer satisfaction
GSA Schedules – Learn how government buyers evaluate vendors and assign contracts.
After Submission: What Comes Next?
Don’t assume your work is done after clicking “submit.” Follow these steps:
- Confirm receipt of your bid with the procurement office
- Prepare for a presentation or interview if shortlisted
- Ask for feedback if you lose the bid—use it to improve next time
- Keep in touch with the organization for future opportunities
Even if you don’t win today, a strong impression can lead to tomorrow’s contract.
Final Thoughts
Submitting a bid for RFP isn’t just about answering questions—it’s about telling your company’s story in a way that proves you’re the right fit. With the right strategies, credentials, and presentation, you can turn every RFP into a real opportunity. If you’re looking for expert help along the way, ISSA’s Consulting Services are ready to support you from start to submission.
