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This article is written by Carolyn Arellano, the Cleaning Business Mentor with years of experience in the commercial cleaning industry. You can watch her full video on How to Bid for Commercial Cleaning Contracts over on her YouTube channel.
When it comes to bidding on commercial cleaning contracts, having a clear, repeatable process is key to securing profitable work. After years in the industry, I’ve found that pricing my janitorial and routine commercial cleaning jobs by the hour works best for my business.
While some companies may prefer to price by the square foot, especially for specialty services like carpet cleaning or floor refinishing, this hourly approach ensures accuracy and consistency for the bulk of our contracts.
In this guide, I’ll break down exactly how I bid for routine commercial cleaning contracts, including what information to gather, how to calculate your rates, and how to confidently present your proposal to potential clients.
Table of contents
Step 1: The Walkthrough
Before you can even think about bidding, you need to do an initial walkthrough of the property. This is where you’ll gather all the critical details you need to come up with an accurate bid. During the walkthrough, make sure you note:
- Square footage
- Types of flooring
- Scope of work (what specific tasks need to be done)
- Frequency of cleaning (how often the client needs your services)
It’s important to ask lots of questions during the walkthrough to ensure you understand the full scope of the job. Some examples of helpful questions I might ask include:
- Are there any high-traffic areas that need extra attention?
- Will you need specialized services like carpet cleaning, waxing, or window cleaning?
- Do you have any specific cleaning preferences or products you want us to use?
- What time of day would you prefer the cleaning to take place?
- Are there any security concerns you have in this space?
If you’re adding commercial cleaning to your existing residential services, the walkthrough process will feel familiar, but there are differences to keep in mind as you prepare a bid:
- Frequency: Commercial spaces often require more frequent cleaning — daily or several times a week — compared to the bi-weekly or monthly schedules typical for residential clients.
- Scope of Services: While residential cleaning focuses on detailed tasks, commercial cleaning emphasizes maintaining high-traffic areas like floors, restrooms, and shared spaces on a regular basis.
- Equipment Needs: Larger or specialized equipment (e.g., industrial vacuums, floor scrubbers) may be required in commercial jobs, so be sure to account for these during your walkthrough.
- Regulations: Some commercial settings, like healthcare facilities, may have specific cleaning standards or regulations. Be aware of any compliance needs upfront.
- Timing & Accessibility: Cleaning might need to be done during non-business hours to avoid disruptions. Make note of how access and foot traffic might impact your cleaning schedule.
- Team Coordination: Larger commercial spaces may require multiple cleaners working together. Assess how many staff members you’ll need to complete the job efficiently.
Step 2: Know Your Production Rates
One of the most important pieces of information you’ll need for bidding is your production rate. This means knowing how long it takes to clean specific items or complete specific tasks. For example, how long does it take you to clean a toilet? Vacuum a carpet? Mop a floor?
When I first started, I underbid myself. And honestly, that’s pretty normal. If you’re new to commercial cleaning, you might not know your exact production rates right away, but don’t worry. Over time, you’ll learn and adjust. One tip I always recommend is to start timing yourself while cleaning so you can build a more accurate understanding of how long tasks take.
There are tools like bidding apps and resources like ISSA clean times, which break down the average cleaning times for different tasks. You can use these as a starting point, but nothing beats having a deep understanding of your own team’s capabilities.
Step 3: Calculate Your Hourly Rate [the Formula]
Next, to apply the formula you need to determine the hourly rate you’ll charge your clients. Be sure to factor in the cost of labor, the complexity of the job, and any extra expenses like transportation or equipment.
For example, if your hourly rate is $25 and you estimate a job will take four hours per visit, you’ll multiply that by the number of days per week the job requires cleaning, then by 52 weeks in a year, and finally divide that by 12 to get your monthly charge.
Here’s an example of the formula in action:
- Hourly Rate: $25 (or your determined rate)
- Hours Per Visit: 4 hours
- Days Per Week: 5
- 52 Weeks in a Year: Multiply your hourly rate, hours per visit, and days per week by 52.
- Divide by 12: This gives you the total monthly charge.
- Add Supply Costs: Multiply the base rate by 3% to account for supplies, then add this to the total.
After calculating the labor cost, don’t forget to add in a small markup for supplies — I usually calculate this at about 3% of the base rate.
As you continue bidding on more contracts, it’s important to track your estimates against the actual time and costs of each job. Over time, this will help you fine-tune your rates and improve the accuracy of your bids, ensuring your pricing stays competitive while protecting your profit margins.
Step 4: Presenting the Proposal
Once you’ve done the math, it’s time to prepare your proposal. You’ll want to outline the cost per month and clearly explain what services you’re providing and how often. For example, don’t present the client with a breakdown of man hours; instead, simply give them the total monthly charge and clarify the number of visits per week.
In my experience, clients appreciate a clear, straightforward presentation using a commerical cleaning software. Make sure to also mention any specific cleaning products or tools you’ll be using, as this adds an extra layer of professionalism to your proposal.
Tools You’ll Need to Get Started
As with any cleaning job, having the right tools can make all the difference, especially when it comes to commercial cleaning. Floors, for instance, take the most time, so investing in tools that help speed up that process is key. I recommend using dust mops, large mop heads, and even backpack vacuums for larger spaces.
Pro tip: During the initial walkthrough, check out the janitor closet to see what supplies the client already has. Sometimes, they’ll have everything you need, but other times, you’ll need to bring your own. For bigger accounts, we’ve even invested in janitor carts to help our cleaners move through the space more efficiently.
And, of course, you’ll need a good commercial cleaning software to manage everything from scheduling to invoicing. Personally, I love using ZenMaid because it handles both residential and commercial accounts in one place. Having everything in one platform has saved me so much time and stress, especially as we’ve scaled our business.
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Staffing and Training for Commercial Cleaning
Staffing is a bit different for commercial cleaning. In my experience, cleaners who prefer routine tend to thrive in commercial cleaning jobs. The consistency of commercial work is often appealing to cleaners who find the unpredictable nature of residential cleaning stressful.
To train our staff, we rely heavily on video walkthroughs and detailed checklists for each account. These tools ensure that no matter who we send to a job, the cleaning is consistent, even if it’s their first time at that location. It’s important to maintain a high standard of service, especially when dealing with larger commercial clients.
For more insights on building a team that handles both residential and commercial accounts effectively, this article on managing both types of cleaning services has some great tips.
FAQs
What is a commercial cleaning contract?
A commercial cleaning contract is an ongoing agreement to provide cleaning services for a business or organization. These can include office buildings, schools, warehouses, medical facilities, and more. The contract outlines the scope of work, cleaning frequency, and pricing, ensuring both parties are clear on expectations and services provided.
How do I price a commercial cleaning contract?
Pricing depends on your business model. You can choose to price by the hour or by square footage. Many businesses, including mine, prefer to price by the hour to ensure you’re covering labor, supplies, overhead, and other costs accurately. Specialty jobs like carpet cleaning or floor waxing might be priced by square footage, but for routine cleaning, hourly pricing tends to offer more flexibility.
What should I include in a cleaning contract proposal?
Your proposal should include the services you’ll provide, the frequency of cleaning, and the total monthly charge. Be clear about the scope of work, outlining specific tasks such as vacuuming, trash removal, floor cleaning, and bathroom sanitation. Additionally, include any extra costs for supplies, equipment, or specialty services. The more detailed you are upfront, the fewer surprises you’ll face down the road.
How do I present a cleaning bid to a client?
When presenting your cleaning bid, always provide the total monthly cost rather than focusing on man-hours or specifics of time spent cleaning. Clients want simplicity and clear pricing — avoid overwhelming them with details like the number of hours or cleaners per job. Be sure to highlight the value you offer, such as consistency, professionalism, and flexibility. Present the bid confidently, showing that you understand their needs and can deliver high-quality service.
What’s the best way to track and manage commercial cleaning contracts?
The best way to efficiently manage commercial cleaning contracts is by using commercial cleaning software like ZenMaid. This software allows you to easily schedule cleanings, track employee hours, manage client communication, and send invoices all from one place. ZenMaid also helps automate repetitive tasks, ensuring you stay organized as you scale your business.
What’s the difference between open and closed bids?
An open bid is a publicly available opportunity where multiple companies can submit proposals to win a cleaning contract. These bids are often more competitive, as several businesses are vying for the same job.
In contrast, a closed bid means you’re negotiating directly with the client, often with fewer competitors. Closed bids usually allow for more tailored discussions around pricing and services, giving you a better chance to build a relationship with the client and land the contract.
How can I make my bid stand out from competitors?
Even if your price isn’t the lowest, you can still stand out by showcasing your experience, reliability, and unique value propositions. Use social proof such as client testimonials, emphasize the quality of your work, and make it clear how your services benefit the client’s operations. You can also offer flexibility in service customization or schedule adjustments. Highlighting your professionalism and how you’re invested in the long-term success of the client will make your bid more compelling.
