Statement of Work (SOW)
The part of a tender that defines exactly what the contractor must deliver: tasks, deliverables, frequencies, locations, and the standards against which performance is measured.
Definition
A statement of work, abbreviated SOW, is the part of a solicitation that describes the work the contractor is required to perform. It sets out the tasks, deliverables, service frequencies, locations, performance standards, and constraints such as hours of access or security requirements. The SOW is the operational heart of a cleaning or janitorial tender: it tells bidders precisely what they are pricing and what they will be held to after award. A clear SOW lets vendors prepare comparable bids and gives the buyer an objective basis for evaluating performance.
How it works in Canadian procurement
In a cleaning RFP, the SOW typically itemizes each building or site, the cleanable square footage, the spaces within scope (offices, washrooms, common areas, labs, kitchens), the frequency of each task (daily, weekly, monthly, periodic), and the standard to be met. It may reference measurable cleanliness standards, green-cleaning requirements, and the supplies or equipment the vendor must provide. Some buyers write a prescriptive SOW that lists every task and frequency; others use a performance-based SOW that states the result required and leaves the method to the vendor. Vendors build their pricing and staffing plan directly from the SOW, so ambiguities in it are a common source of disputes and change orders after award.
Common confusions
A statement of work is not the same as the full solicitation; it sits inside the RFP alongside the evaluation criteria, mandatory qualifications, terms and conditions, and pricing schedule. It is also distinct from a scope of work, though the two are often used interchangeably; some buyers treat the scope as the high-level boundary of what is included and the statement of work as the detailed task list. Finally, a SOW describes the work, not the schedule of payments; how and when the vendor is paid is set in the contract terms, not the SOW.
Frequently asked questions
Typically the sites and areas in scope, cleanable square footage, the tasks and their frequencies, performance standards, access hours, and the supplies or equipment the vendor must provide.
They overlap and are often used interchangeably. Where buyers distinguish them, the scope sets the high-level boundary of what is included and the statement of work gives the detailed task-and-frequency list.
One that states the outcome or standard required, such as a measured level of cleanliness, and leaves the method and task frequency to the vendor rather than prescribing every task.
Related terms
- Request for Proposal (RFP): A formal procurement notice used by Canadian government buyers to solicit competitive bids for goods or services of every kind, from professional services and construction to IT, facilities, and cleaning contracts.
- What Is a Tender: A tender is a formal invitation by a public-sector buyer for suppliers to submit competitive bids for goods or services.
- Square-Foot Pricing in Cleaning Contracts: Pricing methodology in which cleaning services are quoted as a rate per cleanable square foot per month or per visit.
- Prevailing Wage in Cleaning Contracts: Wage-floor requirements applied to cleaning labour on Canadian federal, provincial, and certain municipal contracts.
See Statement of Work (SOW) terms in real Canadian government contracts
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