Commercial Janitorial Bid Prep Checklist (Printable)

Before you decide to bid

Read the scope, the cleaning frequency chart and every addendum
List every building with its square footage, floors and restroom count
Note the hours you may clean (after hours, weekends) and any building access rules
Attend the walkthrough; measure or confirm floor types (carpet, VCT, tile)
Check who supplies paper, soap and liners: you or the buyer
Check whether staff need background checks, badges or drug screening

Documents to gather

Business license and any state registration the solicitation asks for
Certificate of insurance at the limits stated, plus a janitorial bond if required
W-9 and vendor registration with the buyer
References from similar cleaning contracts, with contact names
Staffing plan: crew size, supervisor and hours per building
Product list or safety data sheets, if green-cleaning or chemical rules apply
Signed bid forms, affidavits and addendum acknowledgments

Pricing

Work out labor hours from square footage and frequency, then price the hours
Include supervision, supplies (if yours), equipment and turnover
Price periodic work (floor stripping, carpet extraction, windows) as the sheet asks
Check whether a wage determination or living wage rule applies

Submit

Use the exact bid form or price sheet the buyer gave; don't retype it
Sign every form that asks for a signature, by someone allowed to bind the company
Acknowledge every addendum on the form the solicitation names
Match the submission method: sealed envelope, e-bid portal or email, as the IFB says
Label a sealed envelope exactly as instructed (bid number, title, due date)
Deliver or upload before the deadline; late bids are usually rejected unopened
Keep a full copy of everything you submitted

After the opening

Attend or check the public bid opening, or ask for the bid tabulation
Note the winning price and winner for your next bid
If you win, have insurance certificates and bonds ready within the deadline the award letter gives

A general checklist of what public buyers commonly ask for. The solicitation and its addenda are the rules for each bid: follow them where they differ.

Commercial Janitorial Bid Prep Checklist

Before you decide to bid

Documents to gather

Pricing

Submit

After the opening

Now find a janitorial bid to use it on