How to Evaluate the Best Janitorial Proposal
Do you remember buying something that seemed like a fantastic deal, only to discover later that it lacked a crucial feature or didn’t work as expected?
The same principle often applies to commercial cleaning services. A quote that seems like a bargain might be missing important elements essential for a successful partnership.
When you review proposals for cleaning your facility, it’s crucial to compare them carefully. That tempting low price might exclude one or more of these six key components that should be part of any janitorial contract:
1. Wages for Cleaning Staff
Labor costs are the largest factor in any cleaning services quote—typically about 60% of the total price. This includes:
- The number of staff hours required to clean your facility.
- The hourly wages paid to employees, which vary by market.
Some vendors estimate these costs more accurately than others. Companies that ask detailed questions and take time to assess your space usually provide the most reliable quotes.
TIP: Local or regional providers often have a better grasp of wage expectations in your area compared to national companies.
2. Taxes and Employee Benefits
A well-prepared proposal should also include costs related to payroll taxes, paid time off, benefits, background checks, uniforms, and other employee expenses. These costs vary between vendors and locations.
TIP: Companies that offer solid benefits packages tend to have more satisfied workers and experience lower turnover—both of which can lead to better service for you.
3. Cleaning Supplies
Clarity is a good idea. Most janitorial proposals do not include cleaning supplies such as toilet paper, hand soap, or can liners in the base price. Make sure everyone is on the same page about who orders the supplies, and whether they’re included in the monthly invoice or billed separately.
TIP: Regional vendors often have access to wholesale pricing for consumables and can pass those savings on to you. They may even manage inventory for you, simplifying your workload.
4. Equipment Costs
Vendors need equipment to handle your facility’s cleaning needs. The costs for these tools depend on the scope of work and should be reflected in the pricing, including depreciation for wear and tear.
TIP: Look for companies that use high-quality or newer equipment. Efficient tools can improve performance and contribute to a safer, more satisfied workforce.
5. Overhead Expenses
Indirect costs, like accounting, human resources, insurance, and management, should also be included in your quote. Unlike other costs, overhead is generally consistent across customers and calculated as a percentage of the total price.
TIP: Regional cleaning providers often have leaner overhead costs compared to national chains, allowing them to offer competitive pricing.
6. Reasonable Profit Margin
A reputable vendor should earn a fair profit for their services. Companies with healthy profit margins are more likely to provide consistent service and stay in business for the long term.
TIP: Look for vendors with a solid track record, years of experience, and strong client references.
Ask the Right Questions
If you notice any of these components missing from a cleaning proposal, don’t hesitate to ask about them. An offer that seems too good to be true often is—and could leave you dealing with headaches down the road.
Ready for a janitorial proposal? Contact us today!