Clearly defining

expectations.

The Keys To Getting An Accurate Janitorial Price/The Cleaning Calculator

When commercial cleaning companies’ prices are inaccurate, it is rarely a positive — even if the low price seems appealing. If the janitorial company has underpriced their services, beware of industry malpractices. In underpriced situations, cutting corners will creep in so they can “make it work” making problems hard to identify. If the price is too high, then you end up paying more for less value, which is never a good outcome.

When it comes to janitorial service, clients often want to see a price that reflects their expectations. Most inaccuracies are caused by Incomplete data needed to price a facility’s janitorial services and or Insufficient time to assess the facility’s requirements.

If you want to make sure that you are getting a price for your janitorial service that reflects your expectations and ensures the best value for the service than it is key for you to provide the following key factors.

Cleanable square feet by floor type:

 

Different floorings require different cleaning processes. These different processes can either slow down or speed up the Cleaning Production Rate. Providing an accurate break down of your surface types will go miles to help janitorial contractors determine the appropriate production rate. If you are unsure of the breakdown or material, most contractors are happy to walk the space and get the measurements themselves, all you need do is ask.

 

A separation of cleanable square feet from gross square feet:

 

Often buyers will combine the cleanable square feet into a gross square footage. Keep in mind vacant offices or cubicles, utility rooms and some common space that do not require cleaning do not need to be counted into the cleanable square feet. Never throw out a gross square feet number alone. It will result in an inflated price. This is the pay more for less value.

 

The head count in your facility:

 

This is used for consumable products like toilet paper, paper towels and trash liners as well as determining the facility occupancy density which can affect the general cleaning production rate. If you have a visitor login or badge security system, you can get a quick and accurate numbers for your facility’s traffic. Breaking that head count down by gender helps to improve the price of the consumable products as well. Another solution is to provide the direct history of consumable purchases (e.g., cases of toilet paper per month). Remember…More people = dirtier facilities and increased wear on surfaces.

 

More time for finalists to complete the site visit:

 

Most janitorial service RFP’s will include a quick, rushed site visit or bid walk with multiple competitors.

Ways to improve this process:

  • Only offer bid walks to pre-qualified contractors.

  • Increase the time each contractor is given to assess your facility’s unique requirements.

  • Have them make their visit separately from competing contractors. This approach turns your site visit into a blind interview. You will learn more about that contractor in how they approach the site visit than you would from any proposal.

  • This not only improves the accuracy of the bid, but it will also give you key insights into how each contractor will approach your facility.

 

Your Pain:

 

There is a reason why you are getting bids for your service. Sometimes it’s just routine to obtain bids every 1 to 3 years. But in many cases, there is another reason. We call these pain points.

Pain points are often hidden, and rarely identified in an RFP. Have you admitted your concerns by saying something like, “Hey our last contractor really burned us, so we want someone new.”Likewise, customers do not openly announce in an RFP, “Our company is having financial struggles, we have to cut cost.”

Proposal, offering and price all change for the benefit of the buyer if you disclose your pain.

The Level of Clean:

Many people assume that all cleaning companies and methods of cleaning are the same. But there’s lots of factors that go into determining the cleaning needs of a facility.  Have you ever thought about what level cleaning you are paying for? Did you even know there were different Levels of Cleaning?

This guide will help explain the different Levels and what each one means. 

Level 1 – The "Spotless” clean. Typical of hospital environments or corporate suites. This level incorporates Cleaning, Sanitizing and Disinfecting to reduce the risk of illness and the spreading of germs, ensuring a safe and hygienic environment for all users of the building. Considered the highest level of expectations.  At this level, a custodian with the proper supplies and equipment can clean approximately 10,000 to 11,00 square feet in an 8-hour period. 

Level 2 –The "General Standard" for most commercial cleaning, and is most often used for restrooms, special education areas, office areas, industrial institutions and food services areas. At this level, a custodian with the proper supplies and equipment can clean approximately 18,000 to 20,000 square feet in an 8-hour period. 


Level 3 – The “Norm” for most facilities. It is acceptable and does not pose any immediate health issues. While this may be the case, clients often find that while this level of clean doesn’t pose any immediate threat to health it often falls below the level of expectation they had in mind. At this level a a custodian with the proper supplies and equipment can clean approximately 28,000 to 31,000 square feet in 8 hours. 


Level 4The "Getting By" level. This level is not accepted in a school or most facilities. Areas would be cleaned every other day, carpets would be vacuumed every 3rd day, and dusting would occur once a month. This level of clean can pose a risk to health and often leaves clients frustrated with the end results. At this level a custodian with the proper supplies and equipment can clean approximately 45,000 to 50,000 square feet in 8 hours. 


Level 5 –  The "Bare Minimum" Level. Rapidly leading to an unhealthy environment. Trash cans may be emptied, and carpets vacuumed on a weekly basis. At this level a custodian with the proper supplies and equipment can clean approximately85,000 to

90, 000 square feet in an 8-hour period. 
 

Now that you have a clearer understanding about all that goes into a getting an accurate price go ahead and try out the cleaning calculator below to see what it might cost to clean your facility based on your expectations.
 

*The figures above are estimates. The actual number of square feet per shift a custodian can clean will depend on additional variables, as mentioned above including the type of flooring, wall coverings, and number of windows, all of which must be considered when determining the workload expectations.
 

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