Janitorial Bidding: How To Review Proposals

Looking for a janitorial service provider for your facility? Then you’ll need to navigate the janitorial bidding process. Let’s break it down. 

Janitorial bidding is when janitorial companies submit a service proposal to a prospective client. The proposal outlines the facility’s needs along with the time and resources provided by the janitorial company. 

Below, we’ll outline the details included in a janitorial proposal, describe how to compare them, and highlight any potential red flags. 

What Does a Janitorial Bid Include? 

Consider the janitorial services bid as a preview of the official service agreement you’ll eventually sign. Bids give you an upfront look at the services and terms of a cleaning company before you commit to a partnership. The bids you receive should include:

• Scope of work: This section outlines the specific cleaning checklist, facility layout and size, areas covered, and details on supplies and equipment. 
  
  
• Frequency: Here you’ll find the schedule of services that meet the client’s needs, and how often each one is performed. The schedule is broken down into daily, weekly, and monthly tasks.
  
  
• Pricing structure: The cost is calculated after an initial assessment and walk-through of the facility. This is based on the labor, equipment, and supplies needed.  
  
  
• Terms and conditions: Bids should also contain any legal details. This includes contract length, cancellation policies, insurance, and compliance requirements. 
  
  

How to Compare Janitorial Bids 

When looking for a janitorial service, consider acquiring a few proposals to compare and choose which option will best suit your facility’s needs and budget. 

Not all janitorial bids are created equal, and choosing the best one involves more than just comparing prices of prospective providers. Here are a few key steps to follow when comparing bids:

1. Make side-by-side comparisons: Compile a list of the scope of work, frequency, and included services from each bid. Are all of your facility’s needs met?  
   
   
2. Ask for references: A trustworthy janitorial company will happily supply customer references to prospective clients. Both past and current clients can give you firsthand accounts of the provider’s performance and reliability. 
   
   
3. Evaluate value vs. cost: Don’t jump to conclusions and go with the lowest bidder. Compare the number of hours the provider budgeted for the job to the price. It’s always a good sign if the bid allows for more time to clean the space.  
   
   
4. Check for credentials: Ensure the company is licensed, bonded, and insured, and has been certified in industry training. Janitorial certifications confirm commitment to quality, sustainability, and safety, and ensure compliance with industry standards. 
   
   

Janitorial Bidding Red Flags to Be Aware Of

When comparing your janitorial service bids, remember – the more detail, the better. Some proposals appear appealing at first, but actually contain red flags that could lead to unexpected costs, unmet goals, and compliance issues. Watch out for these common warning signs:  

• Lack of detail 
• Unclear pricing
• Unrealistically low pricing
• Missing terms 
  
  

Lack of Detail

Lack of detail in a janitorial bid could lead to poor service. Your bid should contain a scope of work that includes specific tasks, included areas, and the frequency of services. Vague descriptions like “general cleaning” are a big warning sign. 

Unclear Pricing

Never accept a bid that uses a lump sum without itemization. This makes comparisons between different providers more difficult. Plus, you could be hit with unexpected charges later on for add-on services you assumed were included. 

The best cleaning providers use transparent pricing. This allows you to stay within your budget, and you know what your money is going towards.

Unrealistically Low Pricing

If the price seems too good to be true, it probably is.  This could be a signal for corner-cutting, undertrained staff, or a hidden fee that you’ll be hit with down the road. 

Missing Terms

Certain terms should be included in all agreements between two parties, like insurance and safety protocols. Proposals should also state an exact point of contact in case something does go wrong. 

Key Questions While Reviewing Janitorial Bids

Before reviewing your janitorial bids, think about the goals you want your cleaning team to achieve and the standards that matter most to your organization. From there, come up with a list of key questions to keep in mind while evaluating each proposal. If the bid doesn’t address these core questions, follow up with the provider or consider moving on to another provider. 

• What exactly is included in the scope of work?
• How are special requests or emergency cleanings handled?
• Are cleaning supplies and equipment included in the price?
• How is the cleaning staff trained and managed?
• What benchmarks or quality checks are in place?
  
  

Ready to Kick Off the Janitorial Bidding Process?

Once you receive your janitorial service bids, have your checklist ready and key factors to keep in mind while reviewing each one. Focus on the scope of work, areas you need serviced, essential questions, and your budget. Remember that the lowest price won’t always be the best choice. Cross-compare all the bids to see which one is most cost-effective while meeting all of your needs. 

Ready to explore a proposal? Contact us to have a free walk-through of your facility with a B&T team member.