Four fields and a date
Cleaning is priced off the building, so an address is enough and nothing has to be drawn before the request can go out.
The specification your predecessor wrote is usually better than anything a form would produce, so it goes in as it stands. The request prints the date for answers on its own face.
- The building’s address
- One address, one request.
- The trade
- Only companies verified for that trade see it.
- The work, in your words
- What you want done and how often.
- The date answers are due
- Printed on the request itself.
The limits in your insurance article become the limits on the RFP
Type each line of the insurance article once, against the trade it governs. From then on every company is checked against it before it can answer, and it prints inside the RFP so every vendor prices against the same limits.
On the example building that means the janitorial minimums out of the outgoing contract. A company short of a required line sees the difference in dollars before it writes anything.
| Coverage | Your minimum |
|---|---|
| General liability (per occurrence) | You set the figure |
| General liability (aggregate) | You set the figure |
| Workers’ comp / employer’s liability | You set the figure |
| Auto liability | You set the figure |
| Umbrella / excess | You set the figure |
| Professional liability | You set the figure |
| Pollution liability | You set the figure |
| Crime / employee dishonesty | You set the figure |
Every proposal, priced on the lines you asked for
Each company prices the lines you asked for and states how often it would attend. Every answer sits on one screen at the price the company wrote.
Clearing your minimums was the condition of writing to you, so the comparison at the end is between companies you could sign.
| Company | How often | What it covers |
|---|---|---|
| Company A | Five nights a week | Lobby, corridors, restrooms |
| Company B | Five nights, plus a day porter | All of the above, plus the loading dock |
| Company C | Three nights a week | Lobby and restrooms only |
The building keeps the year
The request, the answers, the one you awarded and the contract that followed stay together under the building. Visits land in the same file with the photographs taken on the night.
Pick a date range and take the period away in the shape your accountant asked for: Detailed CSV, General journal CSV (double-entry), QuickBooks Online CSV, QuickBooks Desktop IIF, Xero CSV.
- Visits
- With photographs.
- Invoices
- With their own numbers and standing.
- Certificates
- And the dates they run to.
- The contract
- And the request it answered.
