Janitorial proposal outline: technical volume, staffing plan and QCP

Use this order unless the solicitation says otherwise, and rename each heading to match the evaluation factor it answers.

1. Cover letter and compliance matrix (if allowed): what you offer and where each requirement is answered.
2. Understanding of the work: the building, areas, frequencies and the hardest parts of the requirement, in your own words.
3. Technical approach: daily, weekly and periodic tasks by area, with methods, equipment and green cleaning products if asked.
4. Staffing plan: positions, shifts, hours by area and supervision, with the totals that tie to your price.
5. Quality control plan: inspections, frequencies, checklists, how complaints are logged and fixed, and who is responsible.
6. Transition plan: hiring, training, badging, supplies and equipment from award to day one.
7. Management: the project manager, the site lead, how they reach the contracting officer's representative, and backup coverage.
8. Past performance: three similar contracts with size, scope, dates and a reachable contact.
9. Price volume: the schedule as given, with a build-up from the same hours if asked.

• How to build a compliance matrix

Show the hours the building needs and who works them: positions, headcount and hours per shift, by area, with supervision and coverage for absences.

Start from square feet by area and a production rate, add restroom and periodic work, then lay the hours across shifts. Show full-time equivalents with paid leave. The evaluator compares this table to your price; if the hours don't match, it reads as risk.

• What a production rate is
• Free janitorial bid calculator

Describe how you'll find and fix problems before the government does: what you inspect, how often, with what checklist, who fixes it, how fast, and how you keep records.

• Inspection schedule by area and task, tied to the performance requirements summary if there is one.
• Sample checklist and rating method.
• Corrective action: who is told, how fast it is fixed and how you stop it happening again.
• Complaint log and monthly report to the contracting officer's representative.
• Who is responsible, by name or position, and their authority to act.

• What a quality control plan is

Missing a required item, going over page limits, staffing that doesn't match the price, and generic text that could be about any building.

• Pasting a past proposal without changing the building, the areas or the hours.
• Ignoring the wage determination's health and welfare, vacation or holidays.
• Leaving out the transition plan when the work starts weeks after award.
• Past performance on buildings much smaller or simpler than this one.