Why Cleaning Bids Can Be All Over the Map
Ever compare two janitorial proposals and feel like you’re looking at completely different services? One is low enough to make you suspicious, the other makes you wonder if it’s plated in gold. So why the huge gap?
The short answer: not all proposals are created equal. Deciphering cleaning proposals should not feel like rocket science. There are 2 primary items that drive the cost – hourly wages of the cleaning staff and the number of cleaning hours required to achieve the Scope of the Work.
At Sovereign Commercial Services, we believe you deserve transparency. So here’s what a quality cleaning proposal should include, and why skipping these details can cost you later.
1. Cleaning Hours
How many hours does your facility really need? All buildings are different, and while many providers base their proposals off square feet, the reality is that square footage only tells part of the story. For example, take two 100,000 square feet buildings. One is wide open space, while the other contains dozens of offices, bathrooms, and an active production floor. The cleaning productivity rates between these 2 buildings is VERY different. Be weary of providers who don’t tell you how many hours their quote includes.
Sovereign Insight: Companies that perform a thorough site assessment to measure your space, count fixtures, and ask detailed questions regarding the Scope of Work deliver the most accurate staffing estimates.
2. People Power (Labor Wages)
Labor usually eats up 60% of your cleaning budget. The big question is what’s the fair market wage for your area? Factors like geography (are you in the middle of nowhere?) and business density (is there high labor competition?) play into the wages required to staff the job appropriately. And we all know the obvious fact that higher wages typically attract more reliable and accountable staff.
Sovereign Insight: Regional providers like us know the local market better than national chains, and that matters.
3. The Hidden Costs of Taking Care of People (Taxes & Benefits)
Payroll taxes, benefits, paid time off, uniforms, background checks—all these add up. Companies that include them create a stable workforce. Companies that don’t? Expect constant turnover.
Sovereign Insight: We invest in our people offering them all of the above, including regular Performance Reviews and the opportunity to receive spot bonuses for a job well done.
4. The Stuff That Gets Used Up (Supplies)
There are two buckets here:
- Cleaning supplies (chemicals, microfiber cloths, etc.)
- Consumables (towels, soap, toilet paper)
Cleaning proposals can include both categories, one category or neither. Make sure you understand if the cleaning proposal you’re reviewing is Turnkey (includes supplies and/or consumables) or is simply labor only.
Sovereign Insight: Thanks to our partnership with our sister company Pennsylvania Paper and Supply (now BradyPlus), we have the ability to offer competitive pricing on consumables and manage your inventory so you never run out.
5. Tools of the Trade (Equipment)
From vacuums to floor machines, equipment quality impacts results. Outdated, poorly maintained tools slow down service and damage floors.
Sovereign Insight: We use well-maintained, modern equipment so the job gets done right, and efficiently.
6.The Back-Office Engine (Overhead)
Insurance, recruiting, scheduling, supervision – these costs keep operations running smoothly. A reputable provider calculates overhead responsibly and spreads it fairly.
Sovereign Insight: As a regional provider, we keep overhead lean so more of your budget goes to actual service – not bureaucracy.
7. Staying in Business (Profit)
Companies that don’t build profit into pricing cut corners, or disappear altogether.
Sovereign Insight: Sustainable pricing means stable partnerships.
Bottom line: If your proposal doesn’t break all this down, ask why. A bargain price without substance often leads to headaches later. At Sovereign, we’re committed to fair, transparent pricing that sets you and your facility up for long-term success.
Getting ready to compare cleaning proposals? Let the providers know you have done your homework by asking these questions!