Commercial Cleaning Proposal Checklist for Facility Managers
Before you accept a commercial cleaning proposal, verify it includes a line-item scope, service schedule, periodic floor and carpet tasks, insurance certificates, named supervision, and a written QA process. Missing any of those items leads to disputes within the first billing cycle. Use the checklist below on every bid you review.
Cover page and pricing clarity
Legal business name, address, and contact; proposal date and validity period (30 to 60 days is typical).
Fixed monthly price for the defined scope, nights per week, and holidays covered. Hourly rate for approved extra work.
Start date assumptions and any one-time startup or reset clean quoted separately.
Payment terms and annual adjustment method (CPI cap, fixed percent, or re-bid trigger).
Scope and frequency verification
Task list matches your RFP or scope template: daily, weekly, and periodic sections present.
Restroom count and floor types acknowledged; no generic "office areas" only language.
Supplies: who provides liners, paper, soap, and specialty chemicals. Equipment provided by vendor should be listed (vacuums, mop systems, auto-scrubber if needed).
Exclusions explicit: window cleaning above reach, exterior pressure wash, pest control, hazardous waste.
Quality, staffing, and safety
Named account manager and field supervisor with phone and email.
Inspection frequency and format (APP, paper log, client portal). Deficiency rework SLA (often 24 hours).
Staffing plan: number of cleaners per night, lead cleaner, backup coverage process.
Training, background checks if required, and safety procedures for wet floors and chemical storage.
Insurance and contract attachments
COI with limits meeting your minimums; additional insured available before start.
Workers compensation and auto if applicable; bond letter if required.
Sample service agreement attached: termination notice, liability cap, indemnity, and change-order process.
References list with similar facilities; call before award, not after.
Step-by-step process
- 1
Check pricing and validity dates
Confirm monthly total, nights per week, holidays, and proposal expiration.
- 2
Line up scope against your template
Mark missing tasks, vague frequencies, and supply gaps.
- 3
Review QA and staffing sections
Require named contacts, inspection cadence, and backup coverage in writing.
- 4
Verify insurance samples
Match limits to policy; confirm additional insured process.
- 5
Call references and note scores
Use the same questions for each vendor and record answers on the checklist.
- 6
Sign only with complete attachments
Do not start without executed agreement, scope exhibit, and COI path documented.
Frequently asked questions
Should periodic floor care be in the base price?
It should be listed either in the monthly fee or as scheduled line items with frequencies. If absent, assume it is not included.
What proposal validity period is fair?
Thirty to sixty days from site walk is standard. Labor and supply costs change; rebid if the proposal ages beyond that window.
Is a verbal promise of daily inspections enough?
No. Require inspection frequency and reporting format in the written scope or service level attachment.
Can we accept a proposal without a contract sample?
You can shortlist, but do not award until you review termination, price increase, and insurance clauses in the full agreement.
Need this done right?
Imperial Cleaning Inc handles construction and commercial cleaning across Idaho and Utah.