- Only compare bids that cover the same written scope, frequency and supplies.
- Ask each vendor how many labor hours per visit the price assumes.
- The lowest bid is a bargain only if the scope, staffing and terms are the same as the others.
Three bids can look nothing alike. One is a single number. Another is itemized. A third is cheaper but quietly leaves out half the work. Here is how to compare them fairly.
Step 1: Put every bid on the same footing
Create a one-page comparison with these rows:
- Visits per week and hours of service
- Tasks included and excluded (restrooms, glass, floors, break room, high dusting)
- Supplies: who provides paper, soap and liners
- Equipment and chemicals
- Insurance coverage and certificate
- Contract length and termination terms
- Price increase terms
- Point of contact and response time
Step 2: Ask about labor hours
The most useful question is: "How many labor hours per visit does this price assume?" A vendor who has measured your building will know. If a price is far lower than the rest, the labor hours are probably lower too.
Step 3: Look for what is missing
Common gaps:
- Restroom restocking not included
- Trash removal to the dumpster not included
- Floor care and carpet cleaning charged separately
- Holiday or extra-visit fees
- Fuel or service fees added later
Step 4: Check the terms
- Is there an annual price escalator?
- How much notice is required to cancel?
- What happens if a task is missed?
- Is there an initial trial period?
See what a cleaning contract should include.
Step 5: Weigh quality signals
Price is only one factor. Reference checks, insurance verification, training and the quality-control process help predict how the service will go. See how to choose the right company.
When bids are far apart
A large gap usually means the bidders priced different jobs. Ask the high bidder what they included that the low bidder did not, and ask the low bidder to confirm the scope in writing. Often the gap closes.