Cleaning Tender Guide: How to Build a Professional Service Specification
A good cleaning tender lets bidders price the same service and gives the facility manager a measurable control tool. General phrases such as “maintain cleanliness” are not enough; the document must connect zones, tasks, frequency, resources and expected outcomes.
1. Describe the property and its use
- Area, floors, opening hours and user numbers
- Sanitary rooms, kitchens, lobbies, car parks and external zones
- Sensitive rooms, security and access limitations
- Seasonal, event-based and periodic demand
Useful tender information includes floor plans, an area schedule and actual occupancy or visitor demand. If the property remains open during cleaning, the specification should state available work windows, security requirements, alarm procedures and noise limits. Bidders need to understand the conditions of performance, not just the size of the building.
2. Build a task and frequency schedule
- Daily, weekly, monthly and periodic tasks
- Expected outcome and inspection method for every task
- Responsibility for consumables and specialist equipment
- Separate pricing for carpets, polishing, high-rise windows and other specialist work
Each task should identify the zone, action, frequency and acceptance criterion. “Clean the sanitary room” is too general; a list of surfaces, consumable replenishment, inspection timing and expected outcome lets bidders price the same requirement and gives the manager a practical basis for inspection.
3. Define service management
- Mobilisation, training and staff-replacement plan
- Site manager and channels for reporting issues
- Inspections, reporting and correction times
- A change-control process that protects the original scope
The commercial framework should separate daily scope, periodic tasks and on-request changes. It should also define contacts, reporting, staff backup, subcontracting rules, materials and the method for changing price when scope changes. Legal and procurement wording must be reviewed by the client’s authorised advisers.
Frequently asked questions
Should a cleaning tender be priced only per square metre?
Not always. A rate per square metre can be a reference, but it does not capture operating hours, occupancy, surfaces, frequency, equipment and access constraints.
How detailed should the cleaning specification be?
Detailed enough for different bidders to price the same scope and for the facility manager to inspect the service after mobilisation.
Is a bidder site visit important?
For a complex site it helps identify differences between drawings and actual conditions. It should be managed under the rules of the procurement process and with equal information.
Does Pro Clean provide legal tender advice?
No. This page provides operational cleaning guidance. Legal drafting, eligibility conditions and public procurement management require authorised professional advice.
The next step
To define the scope, visit the contact page or call 03-566-5151. You can also review the Pro Clean company overview and our office cleaning service.
S.Z. Pro Clean Ltd. | 03-566-5151 | Israel
Cleaning Tender Specification Toolkit
A practical template for procurement, operations and facility managers. Check each item, print or save it as a PDF, and use it as the basis for a site survey and a measurable cleaning-service specification.
The five parts of a clear specification
Map the site
Record floor area, levels, surfaces, sensitive zones, opening hours and utility or storage points.
Define tasks and frequency
Separate per-shift, daily, weekly, monthly and periodic work instead of using broad wording.
Set hours, staffing and backup
Define service windows, required coverage, site supervision, absence cover and incident response.
Allocate equipment and materials
State who supplies machines, chemicals and consumables, and list explicit exclusions.
Measure quality and handover
Use checklists, evidence, correction times, monthly reporting and sign-off for periodic work.
Sample SLA table — adapt it to each site
The values below are operational starting points only, not legal advice or mandatory standards. Adapt them to the site, applicable law and procurement process.
| Control point | Suggested target | Evidence |
|---|---|---|
| Safety hazard or liquid spill | Respond within 30 minutes or by risk level | Ticket opening and closure time |
| Defect in washrooms or high-touch area | Correct within two hours | Photo or supervisor approval |
| Missed routine task | Complete by the end of the shift | Daily checklist |
| Periodic task | Complete on the agreed schedule | Task log and client sign-off |
| Service report | Once a month | Trends, exceptions and corrective actions |
