RFP for Schools: Win Educational Cleaning & Facility Contracts
What Is an RFP for Schools?
An RFP for schools (Request for Proposal) is a formal document issued by educational institutions when they need to outsource services such as custodial work, facilities maintenance, groundskeeping, or supplies. These contracts can span a semester, a year, or longer—and winning one can open the door to recurring revenue and institutional partnerships.
Understanding how school procurement works is key. Public K–12 districts, private schools, and colleges each follow distinct bidding rules, often governed by municipal or state policies. If you want to compete effectively, you must know how to navigate these requirements with precision.
The good news? You don’t have to do it alone. Whether you’re new to school contracts or want to improve your success rate, working with a trusted advisor like ISSA Consulting can help you craft better proposals, avoid common pitfalls, and secure more wins.
Why Schools Use the RFP Process
Schools use RFPs to ensure transparency, cost control, and fairness. An RFP publicly communicates what the school needs—then invites vendors to compete based on qualifications, pricing, and added value.
RFPs may be issued for:
- Janitorial or custodial services
- Grounds or landscape maintenance
- HVAC, plumbing, or building repairs
- Cleaning products and restroom supplies
- Food services or security staffing
Because these services directly impact student safety and daily operations, decision-makers look for vendors who are dependable, cost-effective, and familiar with working in school environments.
What Makes School RFPs Different?
RFPs in the educational sector often include more rigorous requirements than private-sector contracts. For example:
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Student Safety Is Paramount
Vendors must ensure all staff who work on-site pass background checks. Many RFPs require documented hiring practices, staff identification badges, and specific hours of operation to avoid student interaction during school hours.
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Detailed Compliance Standards
You may be asked to show proof of:
- OSHA compliance
- Green cleaning certifications
- Staff training on safety protocols
- COVID-19 and illness response plans
Schools often favor vendors with third-party certifications and detailed quality control procedures.
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Budget-Driven Decision-Making
Schools operate within tight budgets. Your pricing must be competitive, but also realistic. Proposals that promise too much for too little raise red flags and can lead to disqualification.
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Community Trust
In many districts, vendor selection involves public review or board approval. This makes transparency, clarity, and professionalism in your proposal even more important.
What to Expect in an RFP for Schools
Each RFP is different, but here are the most common components:
➤ Project Overview
Outlines the scope of services requested (e.g., daily cleaning of classrooms, seasonal floor care, etc.).
➤ Schedule and Deadlines
Includes the RFP release date, mandatory site visit dates, question submission windows, and final due date.
➤ Proposal Format
Often includes a checklist of required documents:
- Cover letter
- Experience and references
- Detailed pricing proposal
- Safety and training plan
- Proof of insurance and bonding
- Signed affidavits or certifications
➤ Evaluation Criteria
Explains how bids will be scored. Weight is often given to:
- Cost (often 30–40%)
- Experience (15–25%)
- Staffing plan (10–20%)
- Compliance with environmental and safety standards (10–15%)
- Past performance (5–10%)
How to Create a Winning Proposal
If you want to stand out in the RFP process, here’s how to build a better bid:
Attend the Site Visit
If the RFP offers a walk-through or pre-bid meeting, go. It gives you firsthand insight into the facility and shows the district you’re invested.
Customize Your Response
Don’t copy and paste from other proposals. Instead, tailor your answers to the specific school or district. Reference their mission, values, or unique facility needs when possible.
Highlight Your Experience
If you’ve served other educational clients, include measurable results, such as:
- “Reduced absenteeism by 12% through improved disinfection.”
- “Achieved 95% satisfaction score on custodial services for a 15-school district.”
Clarify Your Cleaning Plan
Break your scope into clear tasks by zone or time of day. Include frequencies (e.g., daily, weekly, seasonal), and note any equipment or specialty services you offer.
Detail Staff Training and Supervision
Schools want to know your employees are qualified and accountable. Include:
- Onboarding protocols
- Ongoing training schedules
- Supervisor-to-employee ratios
- Emergency contact protocols
Back It Up with Proof
Use testimonials, quality assurance checklists, insurance documents, and licenses to show you’re ready for the job.
Common Mistakes to Avoid
When responding to an RFP for schools, even minor errors can disqualify you. Watch out for:
- Missing required documents or forms
- Pricing that lacks clarity or unit breakdowns
- Failure to meet insurance, bonding, or certification standards
- Submitting proposals past the deadline
- Generic or vague answers
- Not addressing all evaluation criteria
Working with an advisor from ISSA Consulting can help you review your proposal before submission to make sure every box is checked.
Where to Find RFPs for Schools
To find active RFPs, check the following sources:
- Local school district websites (search for “Business Services” or “Procurement” pages)
- State education agency procurement sites
- SAM.gov for federally funded opportunities
Pro tip: Set alerts on these platforms to receive RFP notifications based on your service category and geography.
How ISSA Consulting Can Help
Winning a school RFP isn’t just about low prices—it’s about building trust, communicating value, and proving you can meet high standards every day.
ISSA Consulting provides expert support for:
- Proposal reviews and feedback
- Pricing strategy
- Compliance documentation
- Bid-readiness assessments
- RFP response templates
By improving your proposal process, you can submit bids faster, stand out more, and close more contracts with confidence.
Final Thoughts
An RFP for schools presents a valuable opportunity—but only if you approach it with the right knowledge and tools. By understanding the process, avoiding common pitfalls, and highlighting your company’s strengths, you can improve your odds of success.
Remember, schools want trusted partners who care about their students’ well-being, safety, and learning environment. With the right approach, that partner could be you.
