of 5— Set up your building context

What you'll accomplish

By the end of this guide, you'll be able to write professional vendor RFPs and scopes of work for any facility service — HVAC maintenance, janitorial, security, landscaping, pest control — in 30–45 minutes instead of half a day. Your RFPs will be more complete and specific, which means you'll get more comparable bids and fewer surprises during the contract.

What you'll need

ChatGPT account at {{tool:ChatGPT.url}} — free tier works; {{tool:ChatGPT.plan}} ({{tool:ChatGPT.price}}/month) for longer documents
Your building details: square footage, number of floors, key equipment, special requirements
An understanding of what the contract must achieve (performance standards, response times, compliance requirements)
Time needed: 30–45 minutes per RFP
Cost: Free / {{tool:ChatGPT.price}}/month

How-To Guide: Write Vendor RFPs with ChatGPT

Step 1: Set up your building context

Go to {{tool:ChatGPT.url}} and start a new chat. Provide your building details upfront — this is what makes the RFP relevant and specific:

Copy and paste this

I'm a facilities manager preparing an RFP for [service type]. My building: [building type], [square footage], [number of floors], [year built], [number of occupants]. Key equipment relevant to this contract: [list]. Special requirements or compliance standards: [any OSHA, local code, certifications required]. Help me write a complete RFP.

Tools:ChatGPT