During the 2023 leadership conference we took a look at a simple turn cleaning request for proposal (RFP) example to evaluate which vendor we want to award our business to. The exercise started as a simple pricing comparison. As we layered in additional information to be taken into consideration in our decision-making process, our direction took different twists and turns. The purpose of this exercise is to illustrate best practices in conducting an RFP. Illustrating the importance of having pertinent discussions around items outside of price alone, in order to facilitate a holistic approach to vendor selection.

 

Link to exercise with notes from the conference: Turn clean vendor example.docx

 

Best practices when selecting vendors

  1. Turn/routine services should be bid competitively on an annual basis. Use the Purchasing RFPs.
  2. A competitive bid will involve comparing proposals from at least three vendors.
  3. Finding a low-cost vendor is important, as are other considerations including:
    • Reliability
    • Appropriate staffing levels to meet your needs
    • Solid references
    • Appropriate equipment to complete the work
  4. Understand your budget and expected usage for any given category, and ensure you can make your budget with the vendor you select.
  5. Use competitive pricing to leverage negotiation with your preferred vendor if they’re not the lowest cost.
  6. Check vendor references.
  7. Utilize more than one vendor per service category.