In the competitive commercial cleaning industry, mastering bidding and estimating is crucial for business success, particularly for carpet and floor jobs. Accurate and effective bidding ensures profitability, helps build trust, and nurtures long-term client relationships.

Let’s explore the top five best practices that can set you apart:

1. Thoroughly understand the scope of work

Before submitting a bid, it’s crucial to fully understand the scope of the work required and client expectations. This includes:

• On-site inspections: Always perform thorough on-site inspections. Assess the size, condition, and unique cleaning requirements of the space. Pay attention to flooring types, soiling levels, and any special considerations.
• Client interviews: Engage with clients to understand their expectations, previous experiences, and preferred schedules. Tailor your bid to meet their specific needs.
• Detailed notes and photos: Take comprehensive notes and photographs during your inspection. This information is invaluable when creating a precise estimate and can serve as a reference point during the job.

In-person visits give you the chance to share your story and get a clear understanding of what the client needs and expects. Building a personal connection and providing outstanding service will significantly boost your chances of winning the bid.

2. Develop a comprehensive pricing strategy

Creating a competitive yet profitable pricing strategy is essential. Consider the following elements:

• Cost of materials and supplies: Calculate the cost of cleaning solutions, equipment depreciation, and any additional required carpet or floor products.
• Labor costs: Include the wages of your cleaning staff, taking into account the time required for the job and any overtime that might be necessary.
• Overhead costs: Factor in your business’s overhead costs, such as insurance, administrative expenses, taxes, and transportation.
• Profit margin: Ensure your pricing includes a reasonable profit margin that reflects the quality of your service and expertise.

A comprehensive pricing strategy ensures fair, competitive rates that enhance profitability while meeting client expectations and needs.

3. Leverage technology for accurate estimations

Using technology can enhance the accuracy and efficiency of your estimates:

• Estimation software: Utilize professional estimation software tailored for the cleaning industry. These tools can help automate calculations, reduce errors, and speed up the bidding process.
• Mobile apps: Mobile apps for site inspections and data collection can streamline the process, allowing you to gather and organize information on the go.
• CRM systems: Customer relationship management (CRM) platforms can track client interactions, preferences, and history, which allows you to create more personalized and competitive bids.

By using technology, your business boosts profitability and efficiency, making it more competitive and client-friendly.

4. Present a professional and detailed proposal

A well-crafted proposal can make a significant difference in winning a bid:

• Clear and concise format: Structure your proposal clearly, with sections for scope of work, pricing, schedule, and terms and conditions.
• Cost breakdown: Provide a breakdown of their cost per cleaning service. This upfront transparency builds trust with the client.
• Highlight your expertise: Include information about your company, certifications, and past successful projects, and align your solution with the client’s needs. Testimonials and case studies can also strengthen your proposal.
• Visual aids: Incorporate photos, diagrams, and charts to illustrate your points and make your proposal more engaging.

A professional proposal demonstrates your commitment to quality, instills confidence in your clients, and clearly conveys the value and scope of your services.

5. Follow-up and communication

Effective communication is key to closing deals and ensuring client satisfaction:

• Timely and regular follow-up: After submitting your bid, follow up with the client to address any questions or concerns. Keep in mind that this may be a lengthy process and could require several follow-up communications. This proactive approach shows your commitment, setting you apart from competitors who fail to follow up.
• Regular updates: Keep clients informed throughout the bidding process and the duration of the job. Regular updates on progress and any unforeseen issues help maintain transparency and trust.
• Feedback and adjustments: After completing the job, seek client feedback and be prepared to make necessary adjustments. Continual improvement based on client feedback can enhance your service quality and reputation.

And if you don’t get the bid, ask why. This is important. Getting feedback will help you refine your approach for future bids. Every new proposal is an opportunity to highlight your company’s value and gain valuable insights to learn and subsequently improve.

Adopting these best practices can significantly improve your success rate in bidding and estimating for commercial cleaning and carpet and floor projects. Thoroughly understanding the scope of work, developing a comprehensive pricing strategy, leveraging technology, presenting professional proposals, and maintaining effective communication are all critical components. Implementing these strategies will help you win more bids and ensure that your projects are profitable and clients are satisfied.

Remember, in the competitive commercial cleaning industry, attention to detail, professionalism, and consistent quality service will set you apart.

               Adam Povlitz is CEO and president of Anago Cleaning Systems, one of the world’s leading franchised commercial cleaning brands. With over 1,800 franchisees across North America, Anago is a leader in technological advances related to business operations and facilities services.