Commercial Cleaning Bid Proposal

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					A Commercial Cleaning Bid Proposal is a document that is prepared by a cleaning
company in order to place a bid to provide service. The proposal includes the rate
charged, the term, the hours service is provided, as well as customizable clauses to fit
the needs of the drafting parties. This document should be used by cleaning companies
who want to place a formal bid to win a contract to provide their services.
Package Contents
General Information for Commercial Cleaning Bid Proposal ................................................................ 3

  Tips for Preparing a Winning Proposal ............................................................................................ 3

  Ask Questions ............................................................................................................................... 3

  Get the Big Picture......................................................................................................................... 3

  Put your Best Foot Forward ............................................................................................................ 4

Checklist for Preparing Commercial Cleaning Bid Proposal ................................................................. 5

Instructions for Completing Commercial Cleaning Bid Proposal ........................................................... 6

  [Cover Sheet] ................................................................................................................................ 8

  [Cover Letter] .............................................................................................................................. 10

  [Commercial Cleaning Bid Proposal Agreement] ........................................................................... 12

Disclaimer ...................................................................................Error! Bookmark not defined.18




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    I.       GENERAL INFORMATION FOR COMMERCIAL CLEANING BID
                                PROPOSAL



Putting together a cleaning proposal can seem overwhelming if you haven’t done it before.
However, the time you spend on putting together a great bid is worth the effort. A well thought
out bid is a solid representation of who you are as a company, and will maximize profits.


In the janitorial industry, commercial jobs are highly sought after. Because you are dealing with
commercial companies, the jobs have bigger budgets and require a higher degree of expertise on
your part. A professional proposal can make the difference whether you get the job, or not.


                               Tips for Preparing a Winning Proposal


The most important step is thoroughly assessing the needs of the job. You need to be sure that
you have the capabilities necessary to handle the job, including man power, expertise and
equipment.


Ask Questions


Often in the commercial bidding process there is a time period where questions are taken. Think
your questions through. You want to make sure that your company is a good match for the job,
not only because you want to do your best job possible, but want to avoid any surprises down the
road.


Get the Big Picture


Before you actually prepare the bid, prepare a rough outline of what the job will entail. Think
about how many staff the job will require and job many times a week/month services will be
required. Make sure you have staff and equipment that can handle the job.




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Put your Best Foot Forward


Now with all the information gathered and game plan created, you are ready to put together your
proposal. A proposal can include resumes, information about your company, a list of your
qualifications and services offered. It’s a great idea to include references of other commercial
jobs you have completed successfully.




II.




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III.      CHECKLIST FOR PREPARING COMMERCIAL CLEANING BID
          PROPOSAL



       1. Do your homework. Research the job you are looking to bid on. Gather information on
          the job and the company you are dealing with.


       2. Assess what resources will be required from your company should you get the job. How
          many employees will you need? How much materials will be used? What equipment will
          be used to do the job?


       3. Often in the bidding process there is time set aside to ask questions about the job. Use
          this time to your full advantage.


       4. Prepare the bid. Attach a professional cover letter on your company letterhead
          introducing yourself. If you like, attach your resume and/or a list of references.




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IV.      INSTRUCTIONS FOR COMPLETING COMMERCIAL CLEANING BID
         PROPOSAL


Cover Sheet:
Fill in name and address of company you are preparing a bid for. Fill in your company name and
address.




Cover Letter:
Every bid proposal should be accompanied by a well written cover letter.


Fill in date, your company’s name and address. This document should be cut and pasted onto
your company letterhead. Fill in who the proposal is directed to and the name of the job.


In the first paragraph, fill in your company name, and repeat the name of the job you are bidding
for.


In the second paragraph, enter the year your company was founded and what services it provides.


The next paragraph explains that your cleaners are highly trained and have completed safety
training.


This provision states your goal to service your prospective customer to the best of your ability.


Enter the company name twice in this paragraph. This paragraph explains how you will ensure
that the job is done well.


Signature Block: Sign your name at the bottom


Commercial Cleaning Bid:




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Enter company name, and the name of the prospective client. In this provision you are agreeing
to provide all labor, materials and equipment to perform the job.


Schedule A will be attached to this document, where you will complete a list of all services you
intend to provide the client.


Term:


Enter the length of time for the proposed cleaning contract, and a proposed start date.


The client will have the right to renew this agreement or expand it in scope.


Consideration: Legal consideration is something of value given to both parties to contract that
induces them to enter into an agreement to exchange mutual performance.


Here, enter the amount of time you will provide services to the client, and indicate which days of
the week this will be done.


Enter the amount of money you will charge, and circle if this rate is per hour, weekly or monthly.


Additional Services:


List the services you will provide in detail on Exhibit “A”. Client can submit a written request to
expand the list of services and you will provide a price quote for the additional services.


Service Schedule:


The company will adhere to the dates and times agreed to with the client.


Invoicing:




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You will send a monthly invoice to client. Enter how many days thereafter you will expect
payment (options here could be “due on receipt”, 15 days, 30 days).


Cleaning Supplies:


Company will provide all supplies and tools of the trade for the performance of the job.


Insurance:


Company will have all appropriate insurance in place, and will provide proof to the client if
requested.


Independent Contractor:


This provision confirms that the company will work as a private contractor. It is important to
take care to keep the independent contractor relationship clearly defined by both parties for tax
purposes. This is accomplished not only by the proposal but by the conduct of the parties. The
IRS looks at certain standards to determine whether the employment relationship is truly
independent. There are three tests: behavioural, financial, and the type of relationship between
the parties (written contracts, employee benefits). It is important to keep the boundaries between
the parties clearly defined at all times.
Price Increase: Enter the length of time the price quoted will remain in effect.
Termination: Either party can terminate the agreement by providing written notice. Enter the
length of time for the notice (30 days is standard).
Enter you company name.
Exhibit “A”: List in detail all services you propose to perform.




[Cover Sheet]



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                 COMMERCIAL CLEANING BID PROPOSAL




                                                PREPARED FOR



               ______________________ (enter name of Company proposal being made to)

                          ________________________ (insert Company’s address)




               SUBMITTED BY: ____________________ (enter your Company’s Name)

                       ________________________ (enter your Company’s Address)




                               DATED: ______________________________




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[Cover Letter]




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                                  [YOUR COMPANY’S LETTERHEAD]

Date


Company’s Name
Address
City, State/Province
Zip Code

Dear ________________:

Re:      Commercial Cleaning Bid Proposal for ______________________

       We wish to take this opportunity to thank you for allowing ______________ (your
Company’s name) to prepare and submit to you a Commercial Cleaning Bid Proposal in respect
of ____________________ (enter name of location/building proposal being submitted for).

       We wish to provide you with a brief history about our Company to better assist you in
your decision making with respect to our proposal. Our Company was founded in
_______________________________ and provides _________________________________
services.

        Each and every one of our professional cleaners/janitors are thoroughly trained in respect
to each cleaning task and have each successfully completed all of the necessary safety training.

         Our Company’s goal is to professionally clean and service each of our customer’s
facilities and buildings to the best of our abilities and in the highest standard possible.

        At _____________ (your Company’s name), we understand the importance to our
customers to eliminate as many hassles as possible and therefore ____________ (your
company’s name) shall provide strong management and direction to ensure services are delivered
to you in a smooth and hassle free manner.

       We look forward to the opportunity to service your needs and becoming a valued partner
in maintaining and improving the appearance and cleanliness of your business/building/facilities.

Sincerely,


(Your Company’s Name)




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[Commercial Cleaning Bid Proposal Agreement]




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             COMMERCIAL CLEANING BID PROPOSAL

GENERAL PROVISIONS

        _________________ (the “Company”) agrees to provide to _____________ (the
“Client”), all labour, supervision, materials and equipment necessary to assure the
performance of the Company of the commercial cleaning services (the “Services”) for the
Client.

      The Services that the Company shall provide to the Client are as set out on
Schedule “A” attached hereto.

TERM

        The Company shall provide such Services to the Client for a period of
___________ (___) months/years, with a commencement date of ________________, or
at such other date as the Company and the Client in writing may agree.

       The Client, at its sole option, has the right to renew or expand the scope of the
Services to be provided.

CONSIDERATION

       The Company shall provide the Services to the Client ___________ (___) times
per week at the following days and times as set out below:

         (i)      Monday –
         (ii)     Tuesday –
         (iii)    Thursday –
         (iv)     Friday –
         (v)      Saturday –
         (vi)     Sunday –

         or at such other times as the Company and the Client may agree to in writing.

     The Company proposes to the Client that Services shall be payable monthly to the
Company at the rate of ____________ ($______) per hour/per week/per month.

ADDITIONAL SERVICES

       The Company, in addition to the Services set out on Schedule “A” hereto, also
can or may provide the additional services (the “Additional Services”) to the Client as
follows:



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         (i)
         (ii)

      Such Additional Services shall be provided to the Client upon written request to
the Company, and at such time, the Company shall provide to the Client price quotes for
any Additional Services requested.

SERVICE SCHEDULE

        The Company’s cleaning staff shall perform the Services for the Client on the
dates and times as agreed to between them and shall observe all holidays of the Client.

       The Company shall adapt the service schedule to meet and serve the Client’s
needs and requests.

INVOICING

        The Company will invoice the Client on a monthly basis by providing an up-to-
date invoice to the Client by the _____ day of each and every month.

       Any and all payments due and owing to the Company by the Client shall be paid
within ______ (___) days’ of the Company receiving such invoice.

CLEANING SUPPLIES

       The Client shall provide and maintain all necessary cleaning equipment to the
Company, including but not limited to, floor machines, buffers, vacuums, maid carts,
buckets, mops and brooms and the Client shall keep all such cleaning supplies in a safe
and secure location.

       The Company shall ensure it maintains at all time or times, proper safety
standards in connection with the performance by Company of the Services at the
Company’s location where Services are to be performed.

INSURANCE

       The Company shall at all times maintain insurance applicable to the Services
being performed by the Company and shall include comprehensive liability coverage,
property damage, Worker’s Compensation and bonding.

       The Company shall furnish to the Client a copy of such relevant insurance policy
upon request of the Client.

INDEPENDENT CONTRACTOR




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       Any and all staff or personnel supplied by the Company for the performance of
the Services shall be deemed employees of the Company, and at no time shall they be
considered employees or agents of the Company.

PRICE INCREASES

      Any prices quoted to the Client shall remain in full force and effect for a period of
______ (___) year.

TERMINATION

        Any agreement or agreements entered into between the Company and the Client
may be terminated at any time by either party, by providing ________ (___) day’s
written notice to the other party.



YOUR COMPANY’S NAME




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                                            SCHEDULE “A”

                                                SERVICES




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DOCUMENT INFO
Description: A Commercial Cleaning Bid Proposal is a document that is prepared by a cleaning company in order to place a bid to provide service. The proposal includes the rate charged, the term, the hours service is provided, as well as customizable clauses to fit the needs of the drafting parties. This document should be used by cleaning companies who want to place a formal bid to win a contract to provide their services.
This document is also part of a package Commercial Real Estate Starter Kit 9 Documents Included