A cleaning tender is only as good as the brief behind it. Get the specification, standards and evaluation right and you attract serious, comparable bids. Get it vague and you invite lowball prices you can’t hold anyone to. This guide covers both sides — how to write a commercial cleaning RFP that works, and what a strong provider should show in response.
Whether you’re a facilities manager putting commercial cleaning out to tender for the first time or re-tendering an existing contract, the goal is the same: compare like with like, and choose on value rather than headline price.
What to include in your cleaning tender
A clear invitation to tender gives every bidder the same picture, so their prices actually mean something.
- Scope & specification — buildings, areas, floor types, frequencies and what “clean” means for each. A good cleaning specification is the backbone of the whole tender.
- Service standards & KPIs — how performance is measured and reviewed. Reference clear KPIs and SLAs so accountability is built in.
- Hours & access — daytime, out-of-hours, key holding and any security or induction requirements.
- TUPE information — if staff transfer, share anonymised employee data early. See TUPE and cleaning contracts.
- Pricing model — ask for a transparent, itemised breakdown (labour, management, consumables, periodics) rather than one lump sum.
- Compliance — insurance, accreditations (e.g. ISO 9001, BICSc), vetting, method statements and sustainability expectations.
How to evaluate the bids
Score against your published criteria, not gut feel. A common split weights quality above price — often 60/40 or 70/30 — because the cheapest bid is rarely the cheapest contract once failures and re-cleans are counted.
- Does the method statement match your specification, or is it generic?
- Is the price realistic for the hours? Under-priced bids usually mean under-resourced sites.
- What quality assurance, auditing and account management is included?
- Are staffing, training, vetting and cover for absence clearly explained?
- Can they evidence similar contracts and real references?
Red flags in a cleaning bid
- A price well below everyone else with no explanation.
- Vague or copy-paste method statements that ignore your spec.
- No named account manager or audit process.
- Consumables, periodics or management “to be confirmed” later.
- No insurance, accreditation or vetting detail.
For bidders: how to win it
If you’re responding, the winning response answers the brief precisely, prices honestly, and proves you can deliver. Map every requirement to a clear method, show your KPIs and audit rhythm, be transparent on the itemised price, and back it with real, relevant proof. Buyers remember the bid that made evaluation easy.
How Crystal responds to tenders
We build every proposal around your actual specification — itemised pricing, documented method statements, KPIs and audits, ISO 9001-managed quality, DBS-checked staff and a named account manager. No hidden extras, and a clear plan for a smooth mobilisation and (where relevant) TUPE transfer.
Putting your cleaning contract out to tender? We’ll give you a clear, itemised proposal you can compare with confidence.
Frequently asked questions
What’s the difference between a tender and an RFP?
They’re used interchangeably for buying cleaning services: a structured request inviting providers to propose against a defined scope, so you can compare bids fairly. The key is a clear specification and evaluation criteria.
How should cleaning tenders be priced?
Ask for an itemised breakdown — labour hours, management, consumables and periodic works — not a single lump sum. It lets you compare bids properly and see where a low price is cutting resource.
Does TUPE apply when we re-tender cleaning?
Often yes — if an incoming provider takes over the same service, the existing cleaning staff may transfer under TUPE. Share anonymised staffing data in the tender so bids are accurate.
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