You asked three cleaning companies for a quote. The prices are far apart, and the proposals do not look alike. How do you decide? The cheapest one may leave out half the work, and the highest one may include extras you do not need. This guide shows you how to compare quotes fairly, so you pick a cleaner who fits your building and your budget.
Start With Your Own Needs
Before you ask for quotes, write down what you want. This keeps every bid on the same footing. Include:
- The size of the space, in square feet, and the type of space, such as office, clinic, retail, or warehouse.
- How many washrooms, kitchens, and meeting rooms there are.
- The type of flooring in each area.
- How often you need cleaning, such as daily, three times a week, or weekly.
- When cleaning can happen, such as after hours.
- Special needs, such as medical rules, secure areas, or high security.
Ask for a Site Visit
Be careful with a quote that comes without anyone seeing the space. A good provider will walk through your building, measure, and ask questions. They need to know how many people use the space, what shape the floors are in, and what problem areas you have.
Look at the Scope of Work
The scope is the list of tasks. Compare these line by line:
- Emptying garbage and recycling, and replacing liners.
- Vacuuming and mopping floors.
- Washroom cleaning and disinfecting, and restocking supplies.
- Dusting desks, shelves, and ledges.
- Cleaning kitchens, break rooms, and appliances.
- Glass doors and interior windows.
- Periodic tasks, such as carpet extraction, floor stripping and waxing, or high dusting, and how often they happen.
Find out who supplies the products, such as soap, paper, and liners. This often explains a big gap in price.
Understand the Pricing
Cleaning is usually priced in one of a few ways: by the hour, by the square foot, or a flat monthly fee. Each has pros and cons. Hourly pricing is flexible but can be hard to predict. A flat monthly fee is easy to budget but must clearly list what is included. Ask how extras are billed, such as one time deep cleans, events, or extra visits.
Check Insurance and Coverage
- Liability insurance. Ask for a certificate. It protects you if the cleaner damages property or someone is injured.
- Workplace safety coverage. In Ontario, ask the company to show it is in good standing with the Workplace Safety and Insurance Board, often shown by a clearance certificate. Check what applies to the company’s situation.
- Bonding. Some companies are bonded, which can protect against theft. Ask what that covers.
Ask About Staff
Who will be in your building at night? Ask whether the company uses its own employees or subcontractors. Ask how staff are screened and trained, and how many people will be on site. Find out how they are supervised, and who you can call if something goes wrong. High staff turnover can mean uneven service.
Products and Safety
Ask what chemicals are used and whether staff are trained in safe handling. Ontario workplaces must follow rules for hazardous products. If you want green products, ask for specifics, not just a general claim. For clinics and food spaces, ask whether the products are right for those uses.
Quality Control
A good company checks its own work. Ask how they inspect, how they track problems, and how fast they fix misses. Some use a checklist or a scorecard. A short walk through with a supervisor each month keeps things on track.
Contracts and Exit Terms
Read the contract before you sign. Look at the length of the term, the notice you need to give to cancel, the auto renewal rules, and any price increases. A fair provider is confident enough to give you reasonable terms. Watch for long locked in contracts with big penalties.
Red Flags
- A price far below the rest with a very short scope.
- No insurance certificate.
- Reluctance to give references.
- No written scope of work.
- No way to reach someone after hours.
Make a Simple Scorecard
List each company in a table. Mark price, scope, insurance, staff, products, references, and contract terms. Give each a score. The pattern helps you see which quote is best value, not just lowest price.
North York Commercial Cleaning offers a free site visit and a written scope for every quote. Contact us and we will walk your space and give you a clear price.
