Bidding on commercial cleaning jobs can be tricky. Charge too much, and potential clients might walk away. Charge too little, and your business could lose money fast. But don't worry—with the right approach, you can set fair prices, win contracts, and grow your business without stress.
Here's how to bid commercial cleaning jobs in a way that's easy to follow and works for both you and your clients.
Start by Understanding the Job
Before jumping into bids, take some time to really learn the cleaning business and understand the specifics of each cleaning job. You can’t rely on apps alone to tell you what to charge. Instead, figure out:
-
How long tasks take. Test yourself or your team to see how quickly you can clean a toilet, vacuum a room, or mop a floor.
-
What’s realistic. Your pricing should cover time, effort, and quality without cutting corners.
Use resources like cleaning guides or apps, but also get hands-on experience. The more you know, the better your bids will be.
Understanding Commercial Cleaning Contracts
A commercial cleaning contract is a legally binding agreement between a cleaning service provider and a client that outlines the scope of work, payment terms, and duration of the contract. Understanding the terms and conditions of a commercial cleaning contract is crucial for both parties to ensure a successful partnership.
When reviewing a commercial cleaning contract, it’s essential to pay attention to the following key elements:
-
Scope of Work: Clearly defines the cleaning services to be provided, including the frequency and types of cleaning tasks. This ensures that both parties have a mutual understanding of what is expected.
-
Payment Terms: Outlines the payment schedule, including the amount, method, and frequency of payments. Knowing when and how you will be paid helps in managing cash flow and budgeting.
-
Duration: Specifies the length of the contract, including the start and end dates. This helps in planning and ensures that both parties are aware of the commitment period.
-
Termination Clauses: Defines the conditions under which the contract can be terminated, including notice periods and penalties. Understanding these clauses can prevent disputes and provide a clear exit strategy if needed.
By understanding the terms and conditions of a commercial cleaning contract, clients can ensure that their cleaning needs are met, and service providers can deliver high-quality services while minimizing the risk of disputes.
Step 1: Create a Clear Service Plan
Before you even quote a price, outline exactly what the client wants. Clearly specifying each cleaning task in your service plan ensures that all client expectations are met. Do they need daily trash removal, bathroom cleaning, or just occasional deep cleans? Having a service schedule will make sure you:
-
Don’t forget any tasks.
-
Avoid misunderstandings, like unexpected “extra” jobs (e.g., “Can you unload the dishwasher too?”).
Step 2: Visit the Facility and Take Notes
When a potential client invites you to check out their building, use the time wisely. Bring a notepad, pen, and a laser measurer to record details.
During your visit, also take note of the cleaning supplies and equipment that will be needed for the job.
What to Look For:
-
Room Sizes: Measure the square footage of offices, conference rooms, and other areas to determine the total cleanable square foot.
-
Floor Types: Note if floors are carpeted, tiled, or hardwood.
-
Bathrooms: Count toilets, sinks, and stalls. Bathrooms often need the most work, so details matter here.
The more accurate your notes, the better you can calculate your bid later.
Step 3: Figure Out Your Costs
Now it's time to figure out what it costs to do the job. Start with your hourly rate—this is how much you'll charge for every hour of work.
How to Calculate Your Hourly Rate:
-
Wages: Look at what cleaning companies in your area pay their employees.
-
Overhead: Add in extra costs like insurance, supplies, and equipment.
-
Profit Margin: Include 30–35% to make sure you're earning enough to grow your business.
Example: If you pay $15/hour, add 30% for overhead and profit, making your hourly rate around $20.
Step 4: Estimate Cleaning Time
Use the measurements and details from your facility visit to estimate how long the job will take. For example, if cleaning one bathroom takes 20 minutes and the facility has 5 bathrooms, you'll need about 1 hour and 40 minutes just for the bathrooms.
Add up the time for all areas to get the total hours needed for each visit.
Step 5: Calculate the Monthly Cost
Here's how to turn your cleaning hours into a monthly price for the client:
-
Multiply daily cleaning hours by the number of cleaning days per week.
-
Multiply that by 52 weeks (one year).
-
Divide by 12 months to get the monthly cost.
Example: If cleaning takes 3 hours per day, 5 days a week:
-
3 × 5 = 15 hours/week
-
15 × 52 = 780 hours/year
-
780 ÷ 12 = 65 hours/month
If your hourly rate is $20, the monthly price would be 65 × $20 = $1,300.
Step 6: Offer Flexible Pricing Options
Not every client has the same budget, so it’s smart to offer three pricing levels:
-
Low Price: For clients who need basic cleaning or are close to another client, making it easier to service.
-
Mid-Range Price: A fair price for standard cleaning. When developing a cleaning contract proposal, detail essential components like the services offered, cleaning frequency, and total costs.
-
High Price: For clients with big demands or extra-high expectations.
This gives clients options while ensuring you’re covered no matter what they choose.
Creating a Competitive Cleaning Bid
Creating a competitive cleaning bid requires careful planning, research, and attention to detail. To increase your chances of winning a commercial cleaning contract, follow these steps:
-
Research the Client: Understand the client’s cleaning needs, preferences, and budget. This knowledge allows you to tailor your bid to meet their specific requirements.
-
Conduct a Site Visit: Assess the cleaning requirements of the facility, including the square footage, types of surfaces, and equipment needed. A thorough site visit helps in creating an accurate and realistic bid.
-
Develop a Customized Bid: Tailor your bid to the client’s specific needs, highlighting your unique selling points and competitive advantages. Show how your services stand out from the competition.
-
Provide a Detailed Scope of Work: Clearly outline the cleaning services to be provided, including the frequency and types of cleaning tasks. This transparency helps in setting clear expectations.
-
Offer Competitive Pricing: Ensure that your pricing is competitive with other service providers, while also ensuring that you can deliver high-quality services. Balance affordability with quality to attract clients.
By following these steps, you can create a competitive cleaning bid that showcases your expertise, highlights your unique selling points, and increases your chances of winning a commercial cleaning contract.
Presenting Your Bid to the Client
Presenting your bid to the client is a critical step in the bidding process. To increase your chances of winning a commercial cleaning contract, follow these tips:
-
Prepare a Clear and Concise Presentation: Highlight the key benefits of your proposal, including your unique selling points and competitive advantages. Keep the presentation focused and to the point.
-
Use Visual Aids: Incorporate images, diagrams, and charts to illustrate your points and make your presentation more engaging. Visual aids can help in conveying complex information more effectively.
-
Focus on the Client’s Needs: Emphasize how your proposal meets the client’s specific cleaning needs and preferences. Show that you understand their requirements and are prepared to meet them.
-
Be Prepared to Answer Questions: Anticipate questions from the client and be prepared to provide detailed answers. This demonstrates your knowledge and readiness to handle the job.
-
Follow Up: After the presentation, follow up with the client to thank them for their time and reiterate your interest in the contract. A follow-up shows professionalism and keeps you top of mind.
By following these tips, you can present your bid in a clear and compelling manner, increasing your chances of winning a commercial cleaning contract.
Managing Commercial Cleaning Services
Managing commercial cleaning services requires careful planning, organization, and attention to detail. To ensure that your cleaning services meet the client’s expectations, follow these best practices:
-
Develop a Cleaning Schedule: Create a schedule that outlines the frequency and types of cleaning tasks to be performed. A well-structured schedule ensures that all tasks are completed on time.
-
Assign Tasks: Assign specific cleaning tasks to each team member, ensuring that they have the necessary skills and equipment. Clear task assignments help in maintaining accountability and efficiency.
-
Monitor Progress: Regularly monitor the cleaning services to ensure that they meet the client’s expectations. Regular checks help in maintaining quality and addressing any issues promptly.
-
Provide Training: Provide ongoing training to your team members to ensure that they have the necessary skills and knowledge to deliver high-quality services. Continuous training helps in keeping the team updated with the latest cleaning techniques and standards.
-
Communicate with the Client: Regularly communicate with the client to ensure that their cleaning needs are met and to address any concerns or issues. Open communication helps in building a strong client relationship and ensures satisfaction.
By following these best practices, you can manage commercial cleaning services effectively, ensuring that your clients receive high-quality services that meet their expectations.
Pro Tips for Bidding Success
-
Ask Questions First: Understand what the client needs before offering a price.
-
Be Transparent: Explain your prices clearly, so clients know what they’re paying for.
-
Highlight Your Value: If you’re reliable, thorough, and easy to work with, make sure the client knows that!
-
Stay Flexible: Adjust your prices if the building is close to other clients or if the client has special requirements.
-
Highlight Specific Services: Emphasize your expertise in specific areas like office cleaning to attract clients looking for specialized services.
Common Mistakes to Avoid
-
Guessing Cleaning Times: Always test how long it takes to clean, so you’re not underestimating or overestimating the job.
-
Forgetting Overhead Costs: Include supplies, taxes, and other expenses in your pricing.
-
Ignoring Client Expectations: Some clients want extra attention—factor that into your pricing.
-
Overlooking Specialty Services: Don't forget to account for specialty services like carpet cleaning, which may require different pricing strategies.
FAQs
How often should I review my pricing?
At least once a year to keep up with changes in wages, overhead, and competition.
What's the best way to calculate cleaning time?
Practice cleaning similar spaces and track how long each task takes. This gives you realistic numbers to use.
Should I bid low to win more jobs?
Not always. Low prices can hurt your business if they don't cover costs or let you hire quality workers.
Can I adjust my prices later?
Yes, but be upfront with clients about price changes, especially if costs like wages go up.
Final Thoughts
Bidding on commercial cleaning jobs doesn't have to be overwhelming. By understanding your costs, tracking cleaning times, and offering clear pricing, you can win contracts and keep your business running smoothly.
Take your time to refine your process, and soon you'll be bidding like a pro. Good luck with your next job!