Bidding on a Job

Putting together a quote

Cleaning Services – Bidding
Here are a couple of helpful articles dealing with bidding on a cleaning job or to acquire a client.

Bid Packet For Your Cleaning Business
by John F Smith

When you are bidding on a big company, it is important that you have a very good “bid packet”. Usually small businesses are not particular with this and they are used to receive only a one-page bid. But if you are dealing with big companies, make your bid as comprehensive as possible. Put complete detail of your services. If ever you win the bid, it only means that you had prepared a very good bid packet. But remember that your actual cleaning performance must be good as your bid.

The things to include in a good bid packet are: Cover Page – Put your logo and the name of your business. Include in the title the company name of your customer like “A Cleaning Proposal for MMB Corporation”.

Table of Contents – This is helpful especially if your bid has many pages. This would facilitate easy access to the specific information your customer is interested with.

Information About Your Business – Give information about your business for the potential client’s reference. Imply that your company can solve their cleaning concerns. Make a justification how unique your business is and indicate particular types of services that your company is good at.

Cover Letter for Your Bid Proposal – Include a brief introduction and the information about counting days of bid, duration of service, and the price. Also indicate other provisions like the restrooms. Show gratitude for giving you a chance to participate in their bidding process.

List of Specifications – If they provided you list of specifications, you have to include it in your bid package. But if there is no list available, give your own criteria. Often times the customers do not know the details of the cleaning jobs they want to be done, so you can offer services based from your list.

Contract – Make your contract short and easy to understand. One page or two is enough because a longer one will have more jargon terms which may confuse your customer. Again state your list of prices with the terms of payment, duration of effectivity of the contract, date of the start of cleaning service, procedures on termination the contract, and a space for the signature of both parties.

References – Include a list of referrals from your customers. Put columns on other information about their referral like the name of company, address, name of contact person, and contact number.

Carefully package your Bid Packet to make it elegant and impressive. You may put it in a nice binder depending on your creativity. Use a plain cover to show your logo in the cover sheet during your presentation. When you submit your revised proposal, if possible, give the proposal personally to your customer. To do this you need to first set an appointment with him.

For sure you will receive positive comments if you carefully prepare your bid packet and you will be happier if your prospective client chooses your cleaning company.

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Article Source: EzineArticles


Understanding Cleaning Production Rates

by: Steve Hanson

When bidding a cleaning account, labor is always the biggest expense. In order to determine your labor expense for a cleaning account you’ll need to figure out how many hours it will take to get the job done.

In order to determine the number of hours it will take, you’ll need to break the job down into production rates by task. Using a cleaning rates production chart will be helpful in figuring this out. A cleaning production rate is not foolproof, but it will give you an average time per task under normal circumstances.

No situation is ever really “normal”, so it’s helpful to understand different circumstances that could affect a “normal” cleaning production rate.

Square Footage. Perhaps the account you’re bidding on has 2500 square feet of vinyl flooring that needs to be mopped. The standard production rate for mopping is 5000 square feet per hour, so that 2500 square feet of floor should take 1/2 hour to mop. However, you need to ask yourself some questions. Is the vinyl flooring all in one large area? Or is it broken up into two floors, with 4 restrooms, a break room, copy room, computer room, and utility room? Do you think it will still take 1/2 hour when the floors are scattered throughout the building? This may not be a “normal circumstance” so you need to take that into consideration.

Task Frequency. How often are tasks being performed — once a day, once a week, once a month? Keep in mind that by lowering the frequency of a task, you’re not necessarily reducing time and expense for the customer. Emptying trash 2 days a week versus 5 days a week doesn’t really save much time and will affect your production rate. If your bid calls for emptying trash in a busy office twice a week, you may find overflowing trash cans, which will slow your workers down.

Number of Occupants. If you’re bidding on a small office building with a few employees and very little public traffic, your production rates will probably soar. However if that same sized building has lots of employees crammed into numerous cubicles, and they get a lot of public traffic, then production rates will go down due to more people occupying the building.

Equipment. If you give your employees the wrong equipment, or give them equipment that has frequent breakdowns, then your production rates will be affected. If your building has wide hallways and open areas, they’ll get more accomplished with a wide area vacuum, or a backpack vacuum versus a 12″ upright vacuum.

Area of the Country. Buildings located in climates that have snowfall or lots of rain will have more maintenance required due to snow, salt, sand and dirt getting tracked into the building. Climates with high humidity can also affect production rates for hard floor care and carpet cleaning, as drying times are much slower.

Customer Standards. One of the most intangible variables in regards to cleaning production rates has to do with customer standards. Is your prospective customer primarily interested in price? Then perhaps the “normal” production rates will be accurate. However, if your customer is dissatisfied with the current cleaning contractor because the quality of service is not there, then your production rates could be affected because you’ll want to make sure your employees are spending enough time on each task.

Keeping these circumstances in mind when walking through a building and bidding on a new cleaning account will help you “massage” the numbers the way they should be for this particular bid.

Copyright 2006 The Janitorial Store

About The Author

Steve Hanson is co-founder of, an online community for owners of cleaning companies. Sign up for Trash Talk: Tip of the Week at Read success stories at