How to do a Site Inspection When Bidding on Cleaning a Building
When it comes to commercial cleaning, doing a complete site inspection is the key to putting together an accurate proposal that reflects the needs and budget of your prospect.
Some cleaning business owners think of bidding as a one-dimensional proposition. Put together a price based on square footage and frequency, and turn it in. But you don't want to "wing it" and then discover you priced the service too low and can't make a profit. You'll also want to see the condition of the building in order to determine what to charge for the initial and ongoing cleaning. If the building needs to be brought up to higher standards of cleanliness then you'll need to charge extra for this service.
Dress appropriately for the site-inspection
If your appearance is sloppy and you show up in worn out jeans and a t-shirt, you'll probably lose the client before you even get started. A suit may not be necessary depending on the type of facility, but dressing professionally in slacks and a dress shirt, or a shirt with your company logo is important.
Plan ahead so you know what to say (and not say) during the walk-through
Think about what you're going to say before you blurt out something you'll regret later. For example, you don't want to make negative comments about the current cleaning service unless the prospect is looking for your honest opinion. Rather than saying something like, "this restroom is filthy", you might say something like, "I see some areas that can be improved upon". Then let them know you'd like to work with them to bring the building up to their standards of cleanliness.
Be prepared for the walk through
Bring a site inspection worksheet so you can make notes and record measurements. For a sample site inspection worksheet, click here and download our bid estimation worksheet.
When walking through the building, consider the following:
- Cleanliness of the building. What is the existing level of cleanliness? Is the quality of cleaning acceptable to the prospective client? Or are they looking for a new cleaning contractor because the quality of cleaning is below their expectations? Your price will depend on the prospect's expectations.
- Square Footage. When determining your price, you'll need to know the square footage of the building so you can estimate your production rates accurately. If your square footage is off, your time estimates will be wrong. It is best to measure the square footage yourself, rather than taking someone's word for it, as their numbers may not be accurate. You'll also need to know the square footage by type of flooring (carpet, ceramic tile, VCT tile, marble, etc.).
It's also important to understand square footage terminology:
- Gross Square Footage -- measuring the outside walls. This is not the most accurate measurement because it includes non-cleanable square footage.
- Net Cleanable Square Footage -- this is the most accurate measurement because it includes only the areas you'll be cleaning. To estimate net cleanable square footage you'd measure the inside areas, minus wall square footage and areas you won't be cleaning.
- Net Rentable Square Footage -- this only includes rentable space, not public areas (or common areas). You may be asked to bid common areas separately.
Typically, the higher the square footage, the lower the price per square foot. For example, your square foot price on a 10,000 square foot building may be higher than your square foot price on a 50,000 square foot building.
To measure a room, multiply the width times the length. For example, a room that is 20 feet wide by 40 feet long is a total of 800 square feet. Add up all your measurements to get the total square footage of the building. Also add up total carpeted square footage and other floor surface square footages. You'll need this information to estimate production rates for vacuuming, sweeping, and mopping. You may also need this information to give prices for carpet cleaning and other hard floor care services such as stripping and waxing.
If possible, ask to do your measuring when the walk through is complete. This way, the property owner or manager doesn't have to waste their time waiting for you to measure.
- Number of Occupants and Public Foot Traffic. The more people that work and visit the building, the more time you'll need to clean. Ask your prospect if they have an idea of how many people occupy the building each day.
- Building Layout. Is the building one story, or is it multiple levels with stairwells and elevators? The layout is also an important consideration. Some buildings may have dozens of cubicles completely filling the floor space, while others might have more open floor space and wide aisles.
- Number of Restrooms, Kitchen Areas and Fixtures. Inspect the restrooms carefully, noting how many fixtures in each (toilets, urinals, sinks). Also note the supplies being used - type of hand towels (multi-fold, roll towels), toilet paper (single rolls, extra large rolls), soap (boxed, gallon). You'll need this information to estimate your production rates for cleaning and stocking the restrooms. In kitchen and coffee centers, note the sinks, drinking fountains and appliances. Also make note of what the sinks are made of - stainless steel or porcelain, etc.
When the walk through is complete, check your notes to make sure all your questions have been answered, and then set up a time to return and present your bid. Be sure you have all the contact information you need from your prospect to complete your proposal. Following these procedures for site inspections will give you all the information you'll need to make an accurate and thorough bidding proposal.
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