How to Hire a Commercial Cleaning Company

Most cleaning problems come from a vague scope, not a bad crew. Settle the scope first, then compare companies on the same terms.

Before you call anyone

• Write down what needs cleaning, how often and when. Our janitorial RFP template lists everything to include.
• Get a rough budget. See typical costs in your metro area.
• Decide who will be the contact for the cleaning company, and how keys and alarm codes will be handled.

Questions to ask a commercial cleaning company

Are you insured?

Ask for a certificate of insurance that shows general liability and workers' compensation, with your company named as the certificate holder.

How do you screen your staff?

Background checks, and how the company handles keys and alarm codes.

Who checks the work?

Who inspects the building, how often, and who you call when something is missed.

What's included, and what costs extra?

Get a written scope listing nightly, weekly and periodic tasks, with floor care, windows and supplies as separate lines.

What are the contract terms?

Contract length, notice period, and how price increases are handled.

Can I talk to two current customers?

Ask for references with buildings like yours, and call them. Ask what happens when something gets missed.

Who will actually clean my building?

Ask how many people will be on the crew, how long they'll be on site, and what happens when someone is out sick.

Is there a trial period?

Many companies will agree to 30 or 60 days before a longer term starts.

Red flags

• No written scope, or a price given before anyone has seen the building.
• A price far below the others. Cleaning is mostly labor, so a very low bid usually means fewer hours on site than the job needs.
• No certificate of insurance, or reluctance to send one.
• Nobody can say who supervises the crew or how often the work is inspected.
• A long contract that renews automatically with no way out if the work slips.

How to compare proposals

• Line the proposals up against the same scope: the same tasks, frequency and areas.
• Compare the monthly price for routine cleaning separately from periodic work such as floor refinishing, carpet extraction and windows.
• Check whether supplies such as paper towels, toilet paper, soap and liners are included or billed separately.
• Divide the monthly price by the hours on site each month. If one bid is far cheaper per hour, ask how they'll get the work done.

Contract terms worth asking for

• A 30-day termination notice for either side.
• A regular inspection schedule, with a named supervisor.
• Price changes only once a year, with written notice.
• Periodic work priced per job, so you approve it before it happens.