When you request bids for commercial cleaning, the numbers can be hard to compare. One company quotes a monthly price, another quotes by the visit, and a third sends a single line with no detail at all. The lowest number isn't always the best value if it covers less work, fewer visits, or leaves you buying the supplies.
A good bid makes it easy to see exactly what you're paying for. Here's what it should include, what drives the cost, and a checklist for comparing bids side by side.
It starts with a walkthrough
A bid built without seeing your space is a guess. A walkthrough lets the cleaning company check square footage, layout, the number and size of restrooms, foot traffic, floor types, and your priorities, so the bid matches the real job. If a company is willing to quote a firm price without visiting, expect either a padded number or a surprise later.
The walkthrough is also your chance to point out problem areas and ask questions. Pay attention to whether the person asks about how the space is used, not just how big it is.
Scope: what gets cleaned
The scope is the heart of the bid. It should list each area of your building, such as offices, lobbies, hallways, break rooms, restrooms, and common areas, and say what happens in each one:
- Trash and recycling
- Dusting and wiping surfaces
- Floors, by type
- Restroom cleaning and disinfecting
- Refilling paper towels, soap, and other consumables (the client pays for the consumables)
- Any extras specific to your space
If two bids list different tasks, they aren't really comparable. Line them up area by area before you look at price.
Frequency: how often each task happens
Not every task needs to happen every visit. Restrooms and trash are usually handled each time, while some detail work happens less often. The bid should say which tasks happen on every visit and which happen on a less frequent rotation.
It should also state the number of visits per week. For offices, that's usually somewhere between two and five, depending on how heavily the space is used. A bid that matches frequency to real use keeps you from paying for cleaning you don't need, or getting too little where it matters.
Schedule: days and times
The bid should name the days and the time window. Some buildings need cleaning after hours so it never interrupts business. Others prefer daytime cleaning, so shared spaces stay fresh while people are there. Whatever you need, it should be written down. Spiff cleans after hours or during the day, whichever the client wants.
Supplies and equipment
This is one of the easiest things to overlook when comparing bids. Ask who provides the cleaning products and equipment, and who keeps consumables like paper towels and soap stocked. A bid that looks cheaper may leave those costs and that work to you. Spiff brings all the cleaning supplies and equipment it uses, and refills consumables like paper towels and soap, which the client pays for.
Quality control
A good bid explains how the company makes sure the scope actually gets done. Ask whether crews use a written checklist for your building and how missed items are handled. Spiff uses written work checklists for each job, so every visit covers the same tasks.
Price and terms
Look for a clear price per visit or per month, a statement of what's included, and how changes to the scope or schedule are handled. If your needs change, such as adding a floor or changing frequency, you should know how the price will be adjusted.
Point of contact
The bid should name who to call or email when something needs attention. Fast, reliable communication is often what separates a good cleaning company from a frustrating one.
What affects the cost of a commercial cleaning bid
- Restrooms. The biggest swing factor. The number of restrooms, their size, and how much traffic they get have a large effect on the time each visit takes.
- Frequency. More visits per week means more labor. Matching visits to actual use is the simplest way to control cost.
- Size and layout. Square footage matters, and so does how the space is divided.
- Foot traffic. Busy entries, shared kitchens, and common areas need more attention.
- Scope extras. Floor types, glass, and special areas all add to the job.
Checklist: comparing commercial cleaning bids
Use this list to line up bids side by side:
- Did the company walk the space before bidding?
- Does the bid list each area and the tasks for each one?
- Does it say which tasks happen every visit and which happen less often?
- Does it state the number of visits per week?
- Does it name the days and time window (after hours or daytime)?
- Does it say who provides cleaning supplies and equipment?
- Does it say who restocks paper towels, soap, and other consumables?
- Does the company use a written checklist for each visit?
- Is the price clearly per visit or per month, with what's included?
- Does it explain how scope or schedule changes are priced?
- Does it name a point of contact?
How Spiff bids
Spiff Cleaning visits your space and goes over square footage, layout, restrooms, traffic, and priorities. Then Spiff sends a written scope, schedule, and quote. After you approve it, Spiff sets a start date and a recurring schedule, after hours or during the day. Spiff brings the supplies and equipment it uses, refills consumables (which the client pays for), and works from a written checklist for each job.
Spiff is based in Meridian and serves the Treasure Valley (Boise, Meridian, Nampa, Eagle) and Utah County (Provo, Orem).
Services: Office cleaning, School cleaning, Common area cleaning, Beauty school and salon cleaning.
Frequently asked questions
What should a commercial cleaning bid include?
A written scope by area, how often each task happens, the days and times, who supplies products and restocks consumables, the price and terms, and a point of contact.
What affects the price of commercial cleaning?
Restrooms are the biggest factor: how many, how large, and how much traffic they get. Frequency, size, layout, foot traffic, and scope extras also matter.
How often should an office be cleaned?
Most offices get two to five cleans per week, depending on how heavily the space is used.
Can cleaning happen during business hours?
Yes. Spiff cleans after hours or during the day, whichever works best for the client.
Does Spiff bring its own supplies?
Yes. Spiff brings all the cleaning supplies and equipment it uses, and refills consumables like paper towels and soap, which the client pays for.
Get a written bid
Request a bid or email cleaning@spiffsolutions.com to schedule a walkthrough.
