7 Tips for Winning Janitorial Cleaning Bids

Janitorial cleaning bids can cover a range of services across a range of buildings, homes, and public facilities. At Facilities Tenders we source tenders for public and private sector janitorial work, including:

• Government and public service bids, i.e. cleaning public sector care homes.
• Commercial bids, i.e. cleaning museums.
• Outdoor bids, i.e. gutter cleaning.
• Transport bids, i.e. bus washing services.
• Education bids, i.e. school cleaning.
• Energy and utility bids, i.e. supplying gas and power.
• Construction bids, i.e. deep cleaning of a company’s units/vans.
• Industrial bids, i.e. cleaning power station facilities.

See a service your company provides? Great. If not, this is just a small selection of available opportunities for cleaning services – we source hundreds! Book a free live demo to view which live tenders are currently available near you.

Why should you tender for janitorial cleaning work?

Tendering isn’t just for large companies – solo service providers and small to medium enterprise (SMEs) can benefit too! Our bid writing division, Hudson Succeed, have worked closely with a range of cleaning businesses to win janitorial cleaning bids. There’s potential for huge business growth through tendering, and there are always contracts out there to bid for. The Opportunity Trackers at our tender tracking branch, Facilities Tenders, source new public sector janitorial opportunities every day!

Here are 7 things to consider before – and during – a janitorial cleaning bid!

1. Research the industry.

What are the implications for the cleaning industry after a year like 2020? Firstly – cleaning service providers deserve national praise for the exceptionally important role they’ve played throughout the pandemic in 2020! Many cleaning and hygiene key workers have been on the frontline, fighting the virus, throughout the year. In 2020, cleanliness is more crucial than ever. Delia Cannings, representative of the Association of Healthcare Cleaning Professionals (AHCP) said:

Cleaning operatives in the healthcare sector played a key role during the pandemic and have done an incredible job. Many have gone above and beyond, working longer hours, taking on extra responsibilities and adopting new standards and practices to prevent COVID-19 contamination.

Has demand changed in the industry?

There’s no doubt it’s been a trying time for the industry. Service providers have been forced to react and adapt. Lauren Kyle, representing the Business Services Association (BSA), discussed the shift in demand for cleaning bids in the cleaning industry:

Our members operate in a wide range of sectors, some of which – such as sports and leisure, transport, and retail – have seen a downturn, while others – such as schools, and hospitals – have seen heightened demand for cleaning and disinfection. 

In light of shifting trends, can your cleaning service adapt to meet new demands? For instance, can you seek experience in a healthcare setting to strengthen your case studies when tendering for in-demand services? Are you qualified to provide janitorial cleaning work in schools?

Using a sector-specific tendering portal which allows for keyword filtering will help you find relevant work, quickly and easily. We’ve seen a surge in public sector work on our Facilities Tender portal recently. There is always a steady stream of janitorial cleaning opportunities, particularly for schools and healthcare. Get in touch for more information on our portal and start finding live tenders available near you!

2. Prepare your documentation.

Janitorial cleaning bids can be tricky. There are some things you should consider in advance to make sure you’re not wasting your time. Ensure your company is prepared to tender. For instance, a few areas of documentation worth considering before you even begin tendering are:

• Accreditations.

Do you have the relevant accreditations for janitorial cleaning bids? Tender specifications will often require that your company has a specific set of accreditations. There are also government requirements you must comply with for trading, including relevant insurance. You should prepare your company for tendering by ensuring you comply with all the requirements for your sector. This may include:

• • A detailed health and safety manual
  • Public liability insurance
  • Professional indemnity insurance
  • Employers’ liability insurance.

• Turnover.

Is your turnover good enough for the job? Buyers may set a turnover threshold in the specification to ensure your company is capable of taking on a job. This is particularly likely for large contracts. As a general rule, we never advise bidding for a contract that is more than half your annual turnover. For example, if you turn over £100k, we advise bidding for tenders with a maximum budget of £50k.

• You may need to attach your most recent audited/unaudited accounts as proof of turnover. This is usually required early on in the process of a tender, i.e. the PQQor SQ. It should therefore be made clear whether your company’s turnover meets the threshold early on. This is always worth double-checking before going any further and wasting time with a tender.

• Corporate literature.

Does your business have the relevant corporate literature, ready to submit in a tender response? Is it well-designed and easy to read?

At Hudson, we can fully prepare you for tendering. We’ll create high-quality and company-branded content for you through our Tender Ready service. We’ll first create a checklist to determine what is needed to succeed with any janitorial cleaning bids. Then, we’ll work in collaboration with your team to produce detailed, precise, and concise documents, ready to tender!

3. Showcase your past experience.

Another area you should ensure you’re prepared for when tendering for janitorial cleaning bids is demonstrable past experience. Do you have past experience in similar jobs that will prove you’re the best candidate? Are you certain this experience is relevant? How many previous contract examples does the specification request? Make sure you fit the bill here.

If you do have the credentials, you’ll need to provide evidence to back-up each claim. This will often be done through case studies. Our free Tender VLE masterclass walks you through how to set out your case studies effectively in a tender response.

Usually, it can be expected that you’ll to be asked to provide at least three relevant case studies. This applies to each service you provide. Make sure you describe and evaluate your experience in a way that that demonstrates why you’re the most qualified provider. Keep the information as relevant and fitted to the bid as you can! There’s no room for any irrelevant information on a past job, even if the overall experience itself is relevant. Every word counts!

4. Consider the scope of work – fully!

The scope of work is an important element of any bid. Janitorial cleaning bids, especially, have a lot of elements to consider. You will need to consider every aspect of the job to accurately generate a price and timescale. You should read and digest the full tender specification and supporting documents before you begin your tender response. To ensure the job is worth tendering for, you must be confident you’re the best service provider for the job!

Read carefully. You don’t want to miss an important element of the tender that disqualifies you. Neither should you ignore any aspects of the tender that may be out of reach for your services.

For example, the buyer might require cleaning services for 100+ schools across multiple counties. Are you certain you have the workforce and resources to deliver a job of this scope? And if so, do you have the experience to back this up and prove yourself on paper? Always be realistic and responsible in your tender responses. Only bid for work you know you have a solid chance of winning.

Some things you may need to query for a janitorial cleaning bid, for instance, include:

• What equipment and supplies are required?
• The number of staff members required to complete the work.
• How large is the facility in square feet?
• How many separate rooms require cleaning?
• What kind of flooring is in each room?

Ask for as much information as possible on the building or facilities which are to be cleaned. Is something not specified in the tender, such as floor type? If you feel this would be helpful in judging the scope of work, ask for clarification!

5. Visit the site, whenever possible.

Can you arrange a site visit with the buyer where you can visit the facility and assess it first-hand? If so – great! You’ll be in a much better bidding position. Site visits can be a very useful tool while tendering for janitorial cleaning bids.

As we’ve just mentioned, the more information you have before bidding, the better. Physically seeing the floor types, for instance, gives you a clearer view of the scope of the work. There’s only so much you can envisage from the black and white words of a tender specification. In a site visit, you can physically assess all parts of the building(s) where the job will take place. In doing so, you may want to consider:

• Size of the rooms
• Fixtures
• Surface materials
• Item counts, i.e. How many dining tables? How many toilet facilities?

A first-hand assessment of the site allows you to create a much more meaningful proposal. You can note the difficulty levels of different areas and better prepare for how the job will unfold, for instance. This helps you to finetune your timescale and workforce, to be as accurate as possible.

Remember to follow all necessary safety precautions during site visits, such as wearing a mask and maintaining social distancing.

6. Price your bid accurately.

At its heart, the tendering process is designed to help buyers find the Most Economically Advantageous Tender (MEAT). While the process offers suppliers a fair chance of winning, your pricing will always be compared to your competitors. Pricing is always an important aspect of a bid.

Check the weighting of how your bid will be evaluated in the award criteria of the tender specification. The bulk of the weighting will often be split between cost and quality. For example, janitorial cleaning may be assessed by 60% price and 40% quality, or vice versa. Some bids may even be based 100% on price.

Regardless of its weighting, you should always calculate your price accurately and competitively.

Consider the direct costs of the work (i.e. wages, supplies, equipment) and quote a price that allows you to make a profit. There are two don’ts to remember here:

• Don’t overcharge to boost your profits, or you’ll end up wasting time on a tender that you’ll inevitably lose. The tendering process can be very time-consuming. Always aim for the lowest price you can, whilst still making a profit.
• Don’t undercharge either. Slashing your prices dramatically may seem like a good way to become the MEAT, if you’re bidding for experience. However, this will likely scupper your chances. If your price is dramatically lower than the other bidders (who have all quoted similar prices), this will look odd. Buyers will become suspicious of particularly low prices and assume foul play, or incurred costs later down the line.

7. Ensure your writing is precise, concise and high quality.

There’s a lot to consider in janitorial cleaning bids. However, you should never skimp on the quality of the writing and presentation of a bid. The proof is in the prose! A well-written, precise and easy to read proposal can be essential to the success of a bid.

Don’t worry if you don’t have natural writing prowess. Our bid writers at Hudson Succeed can provide you with a range of tender support. Our experts have an 87% success rate and are experienced with janitorial cleaning bids. Through our Tender Writing service, our Bid Writers will:

• Write your tender response;
• Answer any clarification questions you may have;
• Advise on supporting documents and attach them;
• Submit the final bid on your behalf.

One cleaning service provider we saw success with is APM Cleaning. We worked closely with them to secure work on multiple lots on a framework agreement. They provided the following feedback on our services:

The Hudson Team were very reactive in their ways of working and handled all communications very effectively and efficiently. This partnership is credit to the recent win for the Prosper DPS for Facilities Management, which we were successful on all LOTs applied. We would recommend Hudson to any company who require bid support of any kind!  

– Samantha Reid, Director, APM Cleaning.

Our bid writers also produce successful bids across a range of sectors, helping clients see results such as:

• Securing £200million over a 5year period
• Increasing the organisation’s turnover by 20% from one bid submission
• Securing 4-years of sustainable income
• Winning a contract for £350k on their first bid
• A guaranteed £6million of income, over four years.

Find more results on our testimonials page. Call or email us for a free quote.

Conclusion.

Tendering for janitorial cleaning bids is an excellent way to grow your business. The best way to see success is to ensure you are well-prepared and well-supported for the tendering process! We offer a range of support to carry you through, from finding the tender to becoming the successful bidder.

Join Facilities Tenders.

At Facilities Tenders, we source sector-specific tenders on a daily basis from thousands of buyers, across the UK. We know you’re busy! Our goal is to save you both time and money by manually searching for new business opportunities for you. We’ll send you daily alerts when tenders are released for services in your sector. You’ll have 24-hour access to our portal, and a dedicated Account Manager on hand to help.

We track opportunities for the following sub-sectors:

• Cleaning Tenders
• Facilities Management Tenders
• Window Cleaning Contracts
• Manned Security Tenders
• Ground Maintenance Tenders
• Grass Cutting Contracts

Below are some previous janitorial cleaning tenders sourced on our portal:

Cleaning & Janitorial Services 2020

ITSLIGO- International- Budget: Undisclosed

06-03-2020

Cleaning and Janitorial Materials and Washroom Services

National Procurement Service (Welsh Government)- Wales- Budget: £12,000,000

22-01-2020

Cleaning and Janitorial Supplies

North Western Universities Purchasing Consortium Limited- North West- Budget: £12,000,000

20-12-2019

GB-Leicester: COVID 19 Related PPE and Janitorial

University of Leicester- East Midlands- Budget: £100,000

31-07-2020

Provision of Cleaning and Janitorial Services at the British High Commission Islamabad & British Deputy High Commissions at Karachi and Lahore

Foreign & Commonwealth Office- London- Budget: Undisclosed

13-07-2020

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