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This document sets forth a bid proposal, prepared by a cleaning or janitorial service company, to secure a cleaning contract for an apartment or apartment building. An apartment cleaning bid is a quote listing the company’s rates or prices and may include general terms. An apartment cleaning proposal provides comprehensive information about the cleaning company, its services and qualifications, and pricing. This bid proposal contains standard terms about the company and services provided but can be modified so that the company best reflects its qualifications when bidding for a cleaning contract.
This document sets forth a bid proposal, prepared by a cleaning or janitorial service company, to secure a cleaning contract for an apartment or apartment building. An apartment cleaning bid is a quote listing the company’s rates or prices and may include general terms. An apartment cleaning proposal provides comprehensive information about the cleaning company, its services and qualifications, and pricing. This bid proposal contains standard terms about the company and services provided but can be modified so that the company best reflects its qualifications when bidding for a cleaning contract. Apartment Cleaning Bid Proposal Table of Contents I. BACKGROUND .......................................................................Error! Bookmark not defined.3 II. STEP-BY-STEP GUIDE............................................................................................................... 4 III. APARTMENT CLEANING BID ROPOSAL CONTENTS ........................................................... 5 IV. CHECKLIST .............................................................................................................................. 9 V. PITFALLS ................................................................................................................................. 9 VI. ADDITIONAL INFORMATION ............................................Error! Bookmark not defined.11 VII. APARTMENT CLEANING BID PROPOSAL TEMPLATE ...Error! Bookmark not defined.12 VIII. DISCLAIMER .....................................................................Error! Bookmark not defined.19 Page 2 I. BACKGROUND The apartment cleaning industry generates millions of dollars in revenue each year and is expected to experience rapid growth over the next few years. As the competitive landscape for apartment cleaning companies intensifies, it is important for companies (and individuals) competing in this environment to put their best foot forward from the beginning of the process. Preparing a winning bid proposal plays a key role in determining whether or not you get the job. Creating an apartment cleaning proposal bid is a necessary and important first step in establishing a business relationship. The amount of time and effort you spend preparing your bid can greatly influence the decision of whether or not your company is selected for the job. The key to preparing a successful bid is to convey to prospective employers or clients a solid representation of your company’s ability to successfully deliver quality services at competitive rates. The need to prepare a bid proposal is usually the result of a company’s request or invitation to submit a bid proposal or a proactive effort on your part to solicit new business from a new company. In either case, you must ensure that you put forth your best effort and represent your company and the products and services it offers as professionally and accurately as possible. There is a small difference between apartment cleaning bids and apartment cleaning proposals. An apartment cleaning bid is a simple quote of your company’s rates or prices and may include a general terms statement or contract. An apartment cleaning proposal is a comprehensive packet of information about your company, your services, qualifications and pricing for apartment cleaning services and support. By following the step-by-step apartment cleaning bid proposal guide and the apartment cleaning bid proposal template, you can rest assured that you have covered all aspects of the plan and that you will present your company in the most favorable position to prospective employers, greatly increasing your odds of gaining new business! Page 3 II. STEP-BY-STEP GUIDE Understand the needs and objectives of the project. The key to preparing a successful apartment cleaning bid proposal is to clearly understand the prospective employer’s current position and needs. Make sure you understand the 5 W’s – who, what, why, where, when and how. Gather as much information about the company and the project as possible. Determine if you have the right qualifications and resources. You need to be sure that you have the capabilities necessary to the job, and to do it well. Determine if you have adequate staff, expertise and equipment. You want to make sure that your company is a good match for the job and that the job is a good match for you! Ask Questions It is common to have questions about the scope of the project or job you are bidding on. If you do have questions it is best to ask them upfront. It may be helpful to create a comprehensive list of questions and then divide them into two categories: questions that need to be answered to complete the bid proposal and questions that need to be answered if the job is awarded. Prepare an Outline Before you actually prepare the bid proposal, prepare an outline. Prepare the Bid Now, you are ready to put together your proposal. Depending on the nature of the proposal, the page length may range from 5 – 30 pages. The key is to include the requested and or pertinent information and convey it in a very concise manner. Sometimes additional information is helpful. Your proposal may include resumes, insurance certificates, references, sales and marketing literature, and/or a service agreement. Page 4 III. APARTMENT CLEANING BID PROPOSAL CONTENTS COVER SHEET The cover sheet includes: The name and address of the company you are preparing the bid for. Your company name, address, contact information and logo. COVER LETTER The cover letter briefly describes your company and its position, why you are submitting a bid and outlines the services your company will provide. The cover letter should: Include your company’s name and address. Be addressed to the appropriate recipient. Specify the project or job. Give a brief summary of your company, its services and product offerings. Highlight the qualifications and skills of the cleaners. State your goals and objectives. Explain how you will ensure that the job is done well. Include a signature COMPANY BACKGROUND The company background provides information on your company to the prospective employer and should include the following: Who we are What we do Our customers Our Accomplishments Competitive Edge Page 5 GENERAL PROVISION The general provision states your overall intent to provide labor, materials and equipment to perform the job. CONTRACT TERM Enter the length of time for the proposed cleaning contract and a proposed start date. Include contract renewal options and specify how changes in project scope will be handled. SERVICE SCHEDULE The service schedule specifies the dates and times that cleaning services will be provided to the employer and is often presented in terms of days of the week. List the Services you will provide in detail in Schedule A “Services”. PRICING Pricing for Services will be detailed in Schedule B “Pricing”. ADDITIONAL SERVICES Determine the process for requesting and providing additional services. For example, require a client to submit a written request to expand the list of services and agree to provide a response services within a certain time frame. INVOICING Explain how you plan to invoice the client and the payment terms. For example, you will invoice the employer monthly and payment is “due upon receipt”, 30 days, or 45 days. If you have a standard invoicing policy, include it here. CLEANING SPECIFICATIONS Describe in detail your cleaning specifications and criteria. Give general examples that apply to the project. Page 6 APARTMENT CLEANING SUPPLIES AND EQUIPMENT List and describe in detail the supplies and equipment that will be used for cleaning. Specify if you will provide cleaning supplies and equipment. If you use environment friendly supplies, note that here. This could serve as a competitive advantage over your competition. INSURANCE List the type of insurance your company has. Many employers have minimum insurance coverage requirements. You should be prepared to provide proof to the employer, if requested. INDEPENDENT CONTRACTOR This provision confirms whether or not your company will work as an independent contractor. It is important to clearly define the relationship between you and your employer for legal and tax reporting purposes. PRICE ESCALATION Enter the length of time the “Pricing” will remain in effect and the methodology that will be used to determine future price increases. TERMINATION Include your company’s termination policy (30 days written notice is standard). Schedule A “Services”: List in detail all services you propose to provide. Include a staffing schedule. Schedule B “Pricing”: List in detail pricing for services. This may include an hourly rate or a flat fee per program or service. Pricing should include a breakdown of labor and overhead expenses. ADDITIONAL INFORMATION Page 7 Insurance Certificates List of References Service Agreement Sales or Marketing Literature Certifications Business Cards OPTIONAL ITEMS Training and/or Staff Recruiting Program Time tracking and reporting policies Supervision policies Company newsletter Proof of Insurance Page 8 IV. CHECKLIST Ask Questions Follow Instructions Include Business Cards Understand the 5 W’s and the How of the project scope Check proposal for spelling and grammar errors Sign and Date the Proposal V. PITFALLS Inadequate information about the company’s needs or project scope o Do not try to respond to a request for proposal without a sound understanding of the project scope. Failure to meet submission deadlines o It is important to submit your proposal in a timely fashion. Failure to do so could result in the denial of your proposal. If you need more time, request it from the company before the submission deadline Lack of qualifications o If you do not have the right qualifications, you may not want to waste your time or the prospective employer’s time by submitting a bid. Generic proposal template o It is very helpful to start with an applicable proposal template. However, take the time necessary to present your company in the best possible way and to customize your proposal. Adjust the template specifically for your business, policies, operation. Grammar and spelling errors o Thoroughly review your proposal before you submit it. Proposals submitted with errors or mistakes are a big turn off to prospective employers and could result in rejection. Page 9 Signing the proposal o Don’t forget to sign and date the proposal. Forgetting to follow up o If you haven’t heard back from the prospective employer within a reasonable time frame, it is necessary and appropriate to follow up. Sometimes it takes employers longer to respond than expected. This doesn’t mean that you are out of the running, but following up will give you an idea of where you stand. . Page 10 VI. ADDITIONAL INFORMATION Request for Proposal (RFP) – A request for proposal (RFP) is a prospective employer’s way of soliciting detailed bids for a potential job or project. Request for Quote (RFQ) – A request for quote (RFQ) is a prospective employer’s way of soliciting quotes (pricing only) for a potential job or project. Proposals vs. Bids – Proposals are much more detailed than bids. Proposals require a lot more information and bids typically require price quotes. Proposals are 5-30 pages, Bids are 1- 5 pages. After you have submitted your proposal, you may have to wait weeks or even months before a decision is made by the hiring company. Often times, prospective employers go through a down selection process, where they identify the top companies and invite them in for an interview. Page 11 VII. APARTMENT CLEANING BID PROPOSAL TEMPLATE APARTMENT 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: ______________________________ Page 12 [YOUR COMPANY’S LETTERHEAD] Date Company’s Name Address City, State/Province Zip Code Dear ________________: Re: Apartment Cleaning Bid Proposal for ______________________ Thank you for allowing ______________ (your Company’s name) to prepare and submit an Apartment Cleaning Bid Proposal for ____________________ (enter name of company/location/building proposal being submitted for). Our Company’s goal is to provide customized professional cleaning services and support to each of our customer’s to the best of our abilities, with the highest possible standards. Our stringent hiring process allows us to supply the most productive, reliable and efficient professional cleaners on the market. Each and every one of our professional cleaners/janitors completes an extensive cleaning and safety training program that has proven to be successful and yield desired results. At _____________ (your Company’s name), we understand the importance and value of a clean environment. We are committed to providing strong management and direction to ensure that our services are delivered to you in a smooth and hassle free manner. We look forward to the opportunity of servicing 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/Representative) Page 13 APARTMENT CLEANING BID PROPOSAL GENERAL PROVISIONS _________________ (the “Company”) agrees to provide to _____________ (the “Client”), all labor, supervision, materials and equipment necessary to assure the performance of the Company of the apartment cleaning services (the “Services”) for the Client. The Services that the Company shall provide to the Client are set forth in Schedule “A” attached hereto. CONTRACT 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. 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. 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. Page 14 PRICING Pricing for Services are set forth Schedule “B” Pricing. 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: (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. 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 SPECIFICATIONS The Company shall clean the designated areas based on the “Cleaning Specifications” outlined in Schedule “C”. CLEANING SUPPLIES AND EQUIPMENT 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. Page 15 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 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 ESCALATION Any prices quoted to the Client shall remain in full force and effect for a period of ______ (___) year. After this time, price escalation will be based upon the [Enter the applicable labor/material index or applicable formula that will be used determine escalation] 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 Page 16 SCHEDULE “A” SERVICES Page 17 SCHEDULE “B” PRICING Page 18 VIII. DISCLAIMER While every reasonable precaution has been taken in the preparation of this document, neither the author, or Docstoc.com, Inc. assumes responsibility for errors or omissions, or for damages resulting from the use of the information contained herein. The information contained in this document is believed to be accurate and is for informational purposes only. Use this information at your own risk. Page 19
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