Ten Steps For Finding the Right Cleaning Contractor
Develop a Clear RFP
Too often companies issue their RFP with broad requirements and vague expectations. Such an RFP sets your cleaning contractor up for failure and leaves your expectations unfulfilled.
It only takes a little extra time to clearly define your requirements and expectations for your new cleaning contract. This extra-step allows contractors to submit an accurate proposal and gives you the best chance of selecting the most qualified bidder.
Conducting a Site Walk-Through
You probably have more important things you would rather be doing than planning for and conducting a walk-through of your facilities.
However, the walk-through provides an important step in selecting the right janitorial service provider.
The walk-through encourages communication by both parties minimizing the risk for misunderstandings and assures an accurate proposal.
Review each bid for clarity and omissions
With a stack of proposals sitting in front us our first instinct is to rush to the pricing page. Remember you get what you pay for. Take the time to review each proposal thoroughly and ask the bidder to clarify and ambiguities.
Conduct Bidder Capability Evaluations
Measure bidder responses against a uniform criteria
- Use a numerical rating system, with pre-determined points value
- Evaluate contractor process improvement programs to judge capability; increasingly procurement professionals are looking to the CIMS Standard to qualify contractors
- Review the contractor’s proposed cleaning program/scope of work & work loading.
- Require and confirm references from contracts of similar size & scope
Tip: Consider instituting a double-blind process to screen the identity of the bidders.
Measure the Real “Value” of Value-Added Services
Every facility has different needs, how capable is each bidder of delivering added value?
Adding Value
- Project work reputation; consider the value of trusting just one contractor for routine and project services such as detail cleanings, floor services, window washing, etc.
- Account Management/Supervision; Most contractors can “clean” your building unfortunately many require a great deal of customer supervision or outright nagging to get it done right.
- Accounting services such as customized invoicing, electronic invoicing, and electronic payments
Examine the Bidder’s Available Resources
Another important consideration when comparing janitorial service providers is the available resources at the disposal of the service provider.
Does the company you are considering have the ability to grow with your company (can they keep up)? Can they meet requests for additional or last-minute services and respond to scope modifications?
Tip: Consider the direction your business is going in. If you anticipate growth select a contractor that has a reputation for working within facilities larger or more complex than your own.
Conduct a Financial Analysis
As tedious as it may sound, include each pricing line item in the evaluation of bidders. (RFP should require bidders to explain material variances). Financial indicators include labor wages, benefits and indirect costs, mandated costs, equipment-connected costs, material and chemical costs.
Tip: To encourage full disclosure of financial information assure that the information is protected by confidentiality agreements.
Conduct Finalist Interviews
Conduct pre-decision interviews with the most qualified bidders; these interviews allow you to clarify any ambiguities and give you opportunity relationship compatibility.
Requested a Firm and Final Proposal
Simply put ask your most-qualified bidders to provide a “best and final” price
Create a Contract-Transition Checklist
Have expectations for your contract transition. Create a transition checklist for the first 90-days. Identify both contractor responsibilities as well as your obligations during the transition period
Tip: Your checklist should include everything from key control, to labor hiring, to equipment delivery, to communications protocols, to security requirements
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3 Responses to “Ten Steps For Finding the Right Cleaning Contractor”
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Excellent points. Thanks for providing the information
Great advice! A sure fire formula for getting it right first time. Many thanks.
I would like to know, what is the requirement
to be a subcontractor.