Facility maintenance request for bids template
A free, ready-to-use request for bids you can send to facility maintenance contractors. Fill in the brackets, then email it, or post it on FindMyBids for free so local businesses in that trade see it the morning it goes up.
REQUEST FOR BIDS: FACILITY MAINTENANCE 1. About us and the project Company / organization: [Your company name] Project name: [e.g. Facility maintenance at 100 Main Street] Location: [Street, city, state] Summary: [Two or three sentences on what you need and why] 2. Scope of work Bidders should price the following. Attach photos, drawings or a site map if you have them. - Buildings and systems covered: [details] - Scheduled tasks and frequency (attach a PM list): [details] - Work order process and response times by priority: [details] - Trades included vs. subcontracted: [details] - Parts markup and who approves spending: [details] - After-hours and emergency coverage: [details] - Monthly reporting: [details] 3. Schedule Questions due: [date] Site visit / walk-through: [date and time, or 'by appointment'] Bids due: [date and time] Work starts: [date] Work complete by: [date] 4. What to include in your bid - Price. Format: Monthly price for scheduled work, plus hourly rates. - What's included and excluded, and any assumptions - Proposed schedule and crew size - Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate], auto [$1,000,000], workers' compensation as required by law - Required licenses or registrations: [list] - 3 references for similar work in the last 3 years - Hourly rates by trade - Response time guarantees 5. How we'll choose We'll consider price, experience with similar work, references, schedule and completeness of the bid. We may ask finalists follow-up questions. We aren't required to accept the lowest or any bid. 6. How to submit Email your bid as a PDF to [email] with the subject line "Bid: [project name]" by [date and time]. Questions: [name, email, phone]
What to spell out in a facility maintenance bid request
Most bad bids come from vague requests: contractors guess, price in extra risk, or leave things out. Usually sent by property managers, business owners and multi-site operators, a good facility maintenance request covers:
- Buildings and systems covered
- Scheduled tasks and frequency (attach a PM list)
- Work order process and response times by priority
- Trades included vs. subcontracted
- Parts markup and who approves spending
- After-hours and emergency coverage
- Monthly reporting
Ask for prices in one format (monthly price for scheduled work, plus hourly rates) so the bids are easy to compare side by side.
Get bids without calling around
Post your facility maintenance job on FindMyBids for free. It shows up in the bid lists and morning emails of small businesses in that trade and state, and they contact you directly. No fees, no middleman, and you choose who to hire.
Post this job freeAre you a facility maintenance contractor? See 793 open facility maintenance bids from government and private buyers.
Common questions
What's the difference between an RFP, RFQ and ITB?
A request for quotes (RFQ) asks for price on a clearly defined job. An invitation to bid (ITB) is the formal version, usually lowest qualified price wins. A request for proposals (RFP) asks bidders to propose how they'd do the work, and you choose on value, not just price. This template works as an RFQ or a simple RFP.
How many bids should I get?
Three or more is typical. Fewer than three makes it hard to tell if a price is fair.
Where can I find facility maintenance contractors to bid?
Post the job on FindMyBids for free. Small businesses in that trade and state see it in their bid lists and daily emails, and they contact you directly. You approve who you hire; we never take a cut.