How to Choose a Commercial Cleaning Company

How to choose a commercial cleaning company: the seven steps

Each step produces something the next one depends on. Skipping the first, writing down the scope, is the most common reason bids cannot be compared later.

Steps 1 and 2: define what you need, then shortlist

Start with the building, not the vendors. Gather cleanable square footage, floor types, restroom fixture counts, occupancy, operating hours, security and key rules, and any special areas such as labs, server rooms or medical suites. Then list tasks by area and frequency, and decide who supplies paper, soap and liners. Two pages written by you will produce better proposals than asking each bidder what they recommend, because otherwise every company prices a different job.

With the scope in hand, build a shortlist of three to five firms. Screen for your service area, experience with your building type, a company size that fits your account, and current registration and insurance. Our factors post covers how to weigh those criteria.

Step 3: run one site walk for everyone

Give every bidder the same tour, the same documents and the same deadline. Show the hard parts: the busiest restrooms, the kitchen, worn floors, loading areas and any space with special rules. Answer questions in writing and share the answers with all bidders so nobody prices on private information.

Step 4: compare proposals line by line

Lay the proposals side by side against your scope. The price at the bottom matters less than what produced it. A bid that is far lower than the rest usually assumes fewer labor hours, which means less cleaning, whatever the proposal says. Ask each company to state its hours and staffing so you can see the difference directly. Line these items up across every proposal:

• Labor hours or staff assigned per shift
• Task frequencies compared with your scope
• Periodic work included, such as floor care, carpet and glass
• Supplies and consumables: included, billed separately or yours
• Supervision: who, how often and how inspections are recorded
• Exclusions and anything priced as an extra

Steps 5 and 6: verify, then negotiate the contract

Before choosing, call references at comparable buildings, collect certificates of insurance and confirm the company's janitorial registration with the state. Our post on reliable cleaning companies lists the questions that get past polite answers.

Then put the agreement in writing. Attach your scope as an exhibit, define how inspections will be scored, set how and when pricing can change, name who supplies consumables, state the insurance you require and agree on a notice period. California has specific rules for janitorial changeovers, so ask the new contractor how it will handle the transition from your current crew.

Step 7: plan the startup

A good selection can still stumble in the first weeks. Agree on the start date, collect and reissue keys and badges, and give the new crew a full orientation covering alarm codes, restricted areas and tenant preferences. Schedule an initial deep clean if the building needs one, then walk the building together to set a baseline. Review the record at 30, 60 and 90 days so small problems are fixed before they become habits.

What the process looks like with EBS

When you include EBS Maintenance in your shortlist, a supervisor visits the site, notes traffic, surfaces and access rules, and listens to what is and is not working today. What comes back is a scope, schedule and price written for that building alone, and EBS does not bill for the site visit or for preparing that proposal. After startup, supervisors stay in contact and inspections are logged in eHub. Call (949) 375-3305 to schedule a visit.