How to Bid for Janitorial Service Contracts

Navigating the clean-cut world of janitorial services demands a savvy approach. Especially when securing contracts that can spur your business’s growth.

Let this article be your manual in the bidding arena. We’ll guide you on how to bid for janitorial service contracts. From finding bids to crafting contracts, we’ve got it all here for you.

Let’s get started!

Where to Find Open Bids for Cleaning Contracts

Finding the right janitorial service contracts begins with knowing where to look. There are more ways than one to find bidding contracts. Here’s a quick list of some of the best places to start:

Local Government Websites

Local government websites are a prime source for cleaning contract bids. They often have dedicated sections for them. That’s where they post tenders and requests for proposals (RFPs).

You will commonly see jobs for public buildings, schools, and other government facilities. By regularly checking these sites, you can find opportunities to bid on cleaning jobs.

Online Bidding Platforms

Online bidding platforms aggregate bids from multiple sources. This makes it easier to find opportunities that match your company’s services. BidNet, GovernmentBids, and SAM are a few examples. Businesses can use these platforms to find and bid on contracts. 

Local Newspapers

Local newspapers often carry announcements of tender notices and RFPs. It’s a traditional yet effective way to discover local cleaning contract opportunities. Keeping a keen eye on the local listings, especially, can reveal valuable leads. Pay special attention to the legal and business sections.

Networking

Networking is a great way to open doors to janitorial contract opportunities. Consider attending industry events and joining professional cleaning associations. Engaging with local business communities can be effective, too. Building relationships with other business owners can lead to referrals.

Online Job Boards

Online job boards like Indeed or Craigslist sometimes have listings for cleaning contracts. These sources may seem somewhat unconventional. But they can occasionally provide leads to potential bidding. 

Social Media and Online Communities

Platforms like LinkedIn can be instrumental in finding cleaning contract bids. By joining and engaging in groups related to the cleaning industry, you may come across leads. Similarly, look for other online forums and communities for cleaning professionals. These can be a good source of information.

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Subscription Services

Subscription services can offer personalized notifications for bid opportunities. Examples of these services include BidLink, TendersPage, and Periscope S2G. While they come at a cost, these services can save time and provide access to a wider range of bids.

What Should a Bid for Janitorial Service Include?

Crafting a professional bid is the first step to getting a contract. Your bid is your chance to make your services resonate with a potential client’s needs. It’s also an opportunity to showcase your expertise. Here’s a breakdown of what your bid should include:

Company Information and Introduction

Start your bid with your company’s name, address, and contact information. Including your logo can also help establish your brand.

Then, provide a brief introduction to your company and the services you offer. This section is your chance to make a good first impression.

Scope and Frequency of Services

Detail the cleaning tasks you propose to perform. Break down the services into digestible sections to ensure clarity. Also, indicate how often you will provide the services. This could be daily, weekly, or on a custom schedule.

Equipment and Cleaning Supplies

List the equipment and cleaning supplies you will use. Highlight any eco-friendly or advanced products you may employ to set yourself apart.

Pricing

Offer a clear, itemized pricing structure for the services offered. Your pricing should be easy to understand and transparent. You might want to format your pricing in a table or a list to aid readability.

Terms, Conditions, and Exclusions

List out any conditions related to your services. This includes things like payment terms, insurance details, and other necessities. You should also mention any services not included in the bid to avoid misunderstandings later.

This section is crucial for setting the right expectations with clients. It’ll also help you avoid any potential disputes in the future.

References

Including references from previous clients can instill confidence in your services. For example, link to a page with testimonials. Or you might provide contact information for reference checks.

Closing and Signature

Conclude with a formal closing. Invite the prospective client to discuss the bid further if they want to. And don’t forget a space for signatures.

Look over some example templates of janitorial bids to help get the dusty bunnies rolling. 

Drafting a Contract for Cleaning Services

A precise, detailed contract is instrumental in portraying yourself as a professional. It ensures the client has a clear understanding of your services and prices. 

*Please note: The following insights do not constitute legal advice. They simply aim to point you in the right direction.

Here’s what a professional bid for janitorial services should include:

Parties Involved

First, your contract should clearly identify who is involved in the transaction. Include the full names, addresses, and contact information of your business and client. This section establishes who is providing and receiving the services.

Clearly Define Services

Detail the cleaning tasks you’ll be performing. Include the frequency of service and the areas you’ll be cleaning. For example, daily vacuuming of carpets or weekly cleaning of windows.

Pricing and Payment Terms

Clearly list the price for your cleaning services. Detail when payment is due and the accepted methods of payment. Don’t forget to provide a clear pricing structure for your services, too.

Specify whether you charge on an hourly basis or a flat rate. You should also list any conditions that might affect pricing. Transparency in pricing and payment terms fosters a trustworthy business relationship.

Supply List

Include a list of cleaning supplies and equipment required for the job. Be specific about who will provide the equipment and cleaning supplies.

If you provide the supplies, list any specific brands or products you’ll use. You should also include any particular requirements the client has. For instance, specifying eco-friendly cleaning agents or specialized equipment.

Duration of Contract

Be sure to indicate the length of time the contract will cover, including the start and end dates. This section sets the timeline for the service agreement.

Liability and Insurance

Your contract should list the type of insurance coverage your cleaning business carries. This section protects both you and the client from potential claims. Plus, it demonstrates your professionalism and preparedness.

Performance Standards and Quality Assurance

Make sure to describe the standards of performance the client can expect. This is part of how you’ll ensure the quality of your services. For instance, you might include a satisfaction guarantee. Or detail a protocol for handling complaints.

Termination Clause

A termination clause is an important part of any janitorial contract. It should outline the conditions under which you or the client can terminate the contract. This provision helps manage your business relationship in unforeseen circumstances.

Miscellaneous

In this final section, include any other pertinent information or terms. This could include things like confidentiality agreements or governing laws. You can also list other general provisions that haven’t yet been covered.

Start by looking at example contract proposals when creating your own. 

Sending Your Cleaning Contract Bid

Securing a commercial cleaning contract hinges on how effectively you send your bid. 

And it’s not just about having a competitive price. 

Presenting your bid professionally and quickly can set you apart from the competition.  Here are some essential steps to follow when sending your cleaning contract bid:

Review with a Lawyer

A well-thought-out contract is how you establish a professional relationship with new clients. It protects both you and the client. Plus, it shows your commitment to providing high-quality services.

Remember, consulting with a legal professional when creating your contract is crucial. They’ll ensure that it’s compliant with local laws and regulations.

Professional Presentation

Remember—first impressions count. Ensure your bid is professionally presented. It should be neatly typed, error-free, and presented in a professional folder or binder. Include your cleaning company’s logo and contact information prominently on the document. 

Again, it’s not always the lowest bid that wins the cleaning contract. More often than not, it’s the most professionally presented one.

Use a Professional Email Address

Send your bid using a professional email address, not a personal one. Ideally, your email address will have your cleaning company’s domain. Not only does this look more professional, but it also reinforces your brand.

Include the Cleaning Contract

Don’t forget to attach the cleaning contract along with your bid. This shows prospective clients that you’re ready to move forward when they are.

Personalized Cover Letter

Include a personalized cover letter addressing the specific needs of the potential client. This letter is another opportunity to show them how your services can meet their needs. And it’s a chance for you and the client to connect on a more personal level.

Specify the Bid Expiry Date

Clearly mention the date until which your bid is valid. This creates a sense of urgency and prompts potential clients to act.

Follow Up

After sending your bid, don’t forget to follow up! Following up shows your keen interest in securing a cleaning contract. It also provides an opportunity to proactively address any questions or concerns.

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7 Tips for Bidding on a Commercial Cleaning Contract

Bidding on a commercial cleaning contract is both an art and a science. 

Here are some tips to help you navigate this process effectively:

Understand Your Costs

Before anything else, be sure you have a clear understanding of your costs. 

This includes evaluating labor costs, which comprise hourly wages, benefits, and taxes. Additionally, estimate the cost of cleaning supplies and equipment. Don’t forget to account for any other materials required for the services you provide, too.

Another important aspect to factor into your costs is overhead. Overhead costs include things like insurance, fuel, and administrative expenses. They also play a significant part in your overall cost structure. Using a cost calculation tool or software can help you ensure accuracy in your estimates.

Scope Out the Competition

To give yourself an edge, take the time to research local competitor pricing. Understanding the value other companies offer will help you differentiate your own value. Use this information to price your services competitively while ensuring profitability.

Showcase Value Addition

If you have any services, products, or processes that stand out, be sure to highlight them. This could include things like eco-friendly cleaning solutions or advanced cleaning technology. Even your customer service, scheduling flexibility, and other business practices can set you apart. 

Creating a compelling narrative for your bid showcases the extra value you provide. It’s how you can make your bid more attractive to prospective clients.

Choose the Right Type of Contract

Consider the merits and drawbacks of long-term versus short-term contracts. 

For example, long-term contracts provide stability and lower administrative costs. However, short-term contracts offer flexibility and higher rates. 

Determine which type of contract aligns with your business goals. And consider which better fits the client’s needs.

Provide References

Leverage positive references and testimonials from satisfied clients to build trust and credibility. Display these testimonials prominently in your bid and on your website. They provide evidence of your success and can be a powerful tool when bidding.

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Personalize Your Bid

Tailor your bid to address the specific needs and concerns of the prospective client. Showcase your understanding of their requirements by proposing custom solutions. A personalized bid demonstrates a commitment to meeting the client’s needs.

Be Transparent

Be clear and upfront about your pricing and the services you provide. Provide a detailed breakdown of your costs and services. Including this breakdown in your bid helps avoid any ambiguity. Remember, transparency builds trust and sets the foundation for long-term client relationships.