How to Bid on Cleaning Contracts: A Step-by-Step Guide 

Bidding on cleaning contracts can be a challenging yet rewarding process for cleaning companies of all sizes. Whether you’re a new business looking to break into the market or an established company aiming to expand your client base, knowing how to effectively bid on cleaning contracts is essential for success. A well-prepared bid can help you stand out in a competitive field, demonstrate your professionalism, and win valuable contracts. This guide will walk you through the necessary steps to successfully bid on cleaning contracts, how certifications like CIMS can enhance your credibility, and tips to help your business thrive. 

Step 1: Research the Client and Understand Their Needs 

Before you even think about creating a bid, the first step is to thoroughly research the client. Understanding the client’s needs is essential in crafting a proposal that accurately reflects their requirements. 

• Study the RFP/ITB: A Request for Proposal (RFP) or Invitation to Bid (ITB) will usually be provided by the client. This document outlines everything you need to know about the project: the services required, the location(s), the frequency of cleaning, and any special requests. Read it carefully and note any specific instructions. 

• Assess the site: Whenever possible, conduct a site visit to inspect the areas that need cleaning. This will help you gauge the scope of work and understand any unique requirements. 

• Understand the competition: Research other companies bidding on the same contract. This will help you determine competitive pricing and uncover ways to differentiate yourself. 

The more detailed your research, the better equipped you will be to present an accurate and competitive bid. 

Step 2: Define the Scope of Work 

Once you have a clear understanding of the client’s needs, the next step is to define the scope of work. This will outline exactly what cleaning services you’ll provide, which is critical for pricing and planning purposes. 

• Detailed breakdown: Identify every area that needs cleaning, including offices, restrooms, hallways, and windows. Consider any specialized cleaning tasks such as carpet cleaning or pressure washing. 

• Frequency and timing: Specify how often the cleaning will occur. Will it be daily, weekly, or just once a month? Will the work be done during business hours or after hours? 

• Special services: Consider if any special services are required, such as medical cleaning or industrial cleaning, and factor those into your plan. 

A detailed scope of work ensures that both you and the client are on the same page about expectations and deliverables. 

Step 3: Pricing Your Services 

One of the most crucial steps in bidding on cleaning contracts is pricing your services competitively. You’ll need to carefully calculate the cost of labor, equipment, cleaning supplies, and overhead to ensure your pricing is sustainable while being attractive to the client. 

• Labor costs: Determine how many workers are needed, how many hours they will work, and their hourly wage. 

• Materials and equipment: Consider the cost of cleaning supplies, machinery, and equipment. If you use eco-friendly products, be sure to factor in any additional costs. 

• Overhead: Don’t forget to account for general business expenses, such as insurance, administrative costs, and transportation. 

• Flexible pricing options: Offering different tiers of pricing can be beneficial. For example, providing a base rate for standard cleaning services and offering optional add-ons (like deep cleaning) can make your bid more appealing. 

Transparent pricing can help set you apart from competitors by showing that you understand the true cost of the work and are prepared to deliver high-quality service at a reasonable price. 

Step 4: Highlight Certifications and Experience 

Another effective way to make your cleaning bid stand out is by highlighting your business’s certifications and experience. A certification like CIMS, which demonstrates your commitment to the highest standards in the cleaning industry, can serve as a significant differentiator. 

CIMS Certification: For instance, CIMS (Cleaning Industry Management Standard) certification signifies that your company adheres to best practices in cleaning management, customer service, and quality control. Many clients prefer to hire contractors with CIMS certification because it shows they are committed to excellence. 

Relevant experience: Additionally, make sure to showcase any experience you have in the cleaning field, especially for projects similar to the one you’re bidding on. If you’ve cleaned office buildings, healthcare facilities, or schools, for example, mention it in your proposal to demonstrate your expertise in handling specific environments. 

Step 5: Submit a Professional, Customized Proposal 

Your proposal is your opportunity to present yourself as the best solution to the client’s needs. A well-written proposal demonstrates your professionalism and helps you make a lasting impression. 

• Tailor your proposal to the client: Avoid using generic templates. Make sure your proposal addresses the client’s specific needs and includes a clear outline of the services you’ll provide, along with the pricing. 

• Keep it clear and concise: Clients don’t want to read through a lengthy, wordy proposal. Be straightforward, breaking down all the details in an easy-to-read format. 

• Include relevant documents: Attach any required documentation, including proof of insurance, certifications, references, and safety protocols. 

A customized and professional proposal shows the client that you have taken the time to understand their needs and that you are committed to providing high-quality service. 

Step 6: Follow Up and Build Relationships 

Once you’ve submitted your proposal, follow up with the client to confirm they’ve received it and to answer any questions they might have. A quick follow-up call or email shows that you are proactive and eager to work with them. 

Additionally, even if you don’t win the contract, maintaining a positive relationship with the client is important. Stay in touch and express your interest in future opportunities. Building strong relationships can lead to repeat business and referrals down the road. 

Additional Resources 

If you want to deepen your knowledge of how to bid on cleaning contracts, there are several external resources that can help you hone your bidding skills: 

1. The Cleaning Institute: Offers valuable resources and advice for cleaning professionals on bidding and running a successful business. 

1. Small Business Administration (SBA): Provides useful tips and guidelines on how to bid for government contracts, which can apply to cleaning contracts as well. 

Conclusion 

Bidding on cleaning contracts is an essential skill for growing your cleaning business. By following these steps—understanding the client’s needs, defining the scope of work, pricing competitively, showcasing certifications and experience, submitting a professional proposal, and following up—you’ll be in a strong position to win valuable contracts. 

By obtaining certifications like CIMS, you can also enhance your credibility and show potential clients that you adhere to the highest industry standards. While it can be a competitive process, with the right approach and preparation, bidding on cleaning contracts can lead to long-term success for your business.