Getting the Contract: Tips for Winning Commercial Cleaning Bids

Define your competitive advantage

To win commercial cleaning contracts, you need to demonstrate to potential clients why they should choose you over other cleaning companies. Think about what makes your company unique and better able to serve their needs.

Some areas where you can set yourself apart include:

• Specialized training and certifications – Investing in training related to healthcare cleaning, green cleaning, etc. shows you are committed to providing quality services.

• Use of latest technologies and equipment – This can increase efficiency and allow you to take on larger contracts. Emphasize investments you’ve made.

• Focus on specific industries – If you specialize in cleaning healthcare facilities, schools, etc. highlight your expertise.

• Local reputation and recommendations – Being an established local company with good reviews and references can give you an advantage over national chains.

• Competitive pricing – Offering rates that are in line with or lower than competitors makes you more attractive financially. But don’t sacrifice too much.

Build relationships and get your name out there

To even be considered for commercial cleaning bids, you need commercial real estate managers, school administrators, hospital managers etc. to know who you are. Ways to raise your profile include:

• Attend trade shows and industry networking events.

• Join local business groups and chambers of commerce. Introduce yourself and pass out business cards.

• Cold call potential clients and offer to provide bids on upcoming contracts. Get added to their list.

• Meet with past clients for coffee. Thank them for their business and ask for introductions or referrals to other prospects.

• Set up Google business profile and social media pages for your company. Be active posting content.

• Run local ads or sponsor community events to increase brand visibility.

Know the RFP process and requirements

When bidding on commercial cleaning contracts, you will generally respond to a Request for Proposal (RFP) issued by the property manager or administrator. Here are some tips for success:

• Read the RFP thoroughly and ensure you understand all requirements for services, billing, insurance, performance metrics, etc. Ask clarifying questions if needed.

• Provide detailed information on your capabilities, training, and experience as outlined in the RFP instructions. Follow all formatting rules.

• Submit requested documentation like licenses, insurance certificates, references etc. Failing to do so can get your proposal rejected.

• Familiarize yourself with the evaluation criteria. Tailor your proposal to align with what they will score highest.

• Adhere strictly to submission instructions and deadlines. Late or incomplete proposals often don’t get considered.

Submit a compelling bid

Your proposal itself is how you will convince the client to award you the contract over competitors. Key elements include:

• Proposed services – Provide detail on exactly how you will meet their cleaning requirements. List all tasks you will perform and frequency.

• Qualifications summary – Highlight training, certifications, experience in their industry. Provide short bios on key team members.

• Equipment and supplies list – Demonstrate you have the latest equipment and use environmentally friendly supplies needed for the job.

• Cost summary – Provide a clear breakdown of your proposed rates and total cost. Keep competitive but allow some room for negotiation.

• References – Include testimonials and contact info from current similar clients. Get permission first.

• Transition plan – Provide a timeline showing how you will fully mobilize services by the contract start date.

Follow up

Don’t assume a lack of response means you didn’t get the contract. After submitting a bid:

• Call to confirm they received your full proposal package. Fix any issues.

• Ask when decisions will be made and when you can expect to be notified.

• Send a thank you note reiterating your interest and key qualifications. Include contact info.

• Be patient but follow up within the stated timeframe if you have not heard back.

• Request a debrief meeting if you don’t win to improve next time.

With preparation and persistence, you can convince clients your company is the best choice to meet their commercial cleaning needs.