The benefits of selecting the right commercial cleaning provider for your tender process extend well beyond the appearance of your premises. It can impact everything from meeting sustainability goals to the ability to continue operations if health and safety requirements are not met. But with a quick search online, you’ll be presented with thousands of providers that seemingly fit the bill. So, how do you select the right commercial cleaning provider for your tender and ensure they have the capacity and capability to deliver on your requirements?
- Define your cleaning needs
Before you approach any providers, having a clearly defined scope of work is essential. Start by documenting detailed specifications that will go into your Request for Proposal (RFP). This includes your facility’s size, which areas need the most attention, and what kind of cleaning environment you are dealing with. For example, if you’re in the healthcare sector, you will need tailored cleaning services for hospitals, or if you’re managing a shopping centre, you will need specialised cleaning for high-traffic areas like food courts, ensuring a clean and safe dining environment that meets health and safety standards.
Generally, you should outline the following:
- Cleaning specifications and frequency of service – regular maintenance or occasional deep cleaning
- Scale of the job – size of premises that would require cleaning
- Industry-specific cleaning requirements – for example, hospitality or medical
- Budget allocation
- Additional or ad hoc service requirements – for example, window cleaning, floor polishing, zoned areas, or general property and grounds maintenance
- Response times (as some areas may be critical)
- Ad-hoc services
- Any other property services that could also be wrapped into the cleaning
You should also understand how the tenderer will deliver the cleaning requirements and their capacity and capability. Clearly defining your cleaning needs upfront will help you evaluate providers equipped to handle your facility’s scope and complexity.
- Check Certifications and Compliance
When selecting providers for your tender process, check they currently (or can) meet any relevant industry certifications and compliance requirements. This ensures you’ll partner with a commercial cleaning company prioritising compliance and industry best practices. Key requirements to consider include:
- Health, Safety, Environment, and Quality (HSEQ) management system documentation
- Quality assurance certificates (ISO 9001)
- Health and safety standards (ISO 45001)
- Industry-specific accreditations
Including a compliance matrix in your tender documentation is helpful, as this removes any grey areas and makes your evaluation process more straightforward and objective.
- Sustainability Practices
Selecting a commercial cleaning provider that prioritises sustainability should be a priority. Checking for ISO 14001 certification – an internationally recognised standard for environmental management systems (EMS) – should be fundamental, and beyond that, request specific information regarding:
- Implementation of waste reduction initiatives with measurable outcomes
- Use of eco-friendly cleaning products
- Documented sustainable cleaning methods and practices, such as water conservation
- Green initiatives they have implemented in other businesses
- Their internal sustainability targets, practices and achievements
- Commitment to ongoing staff training
Including key sustainability considerations in your RFP ensures you’ll partner with a commercial cleaning company aligning with your organisational goals around environmental responsibility.
- Review Training and Workforce Management
With 46% of cleaning services in New Zealand employing more than 100 people, training and workforce management are essential components of commercial cleaning operations. Check that prospective partners have the following in place:
- Transfer of undertaking process
- Staff training programmes (internal and external)
- Succession planning for key staff members
- Professional development pathways
- Health and safety training records (particularly in high-risk environments)
- Any other staff retention strategies
Effective training and workforce management are crucial for retaining staff and providing a consistent, efficient, high-quality service.
- Flexibility in Service Delivery
Commercial cleaning solutions should be tailored to meet your needs and, ideally, have the flexibility to assist your organisation with ad hoc requirements. Assess the ability of potential providers to:
- Respond to emergency cleaning requirements
- Scale services during peak/off-peak periods
- Provide after-hours service
- Provide additional services such as carpet cleaning or grounds maintenance
- Backup resource availability
Ask potential providers to detail their approaches to these situations, including timing, additional costs, and other information to support your requirements.
- Innovation and Adoption of New Technology
Prospective commercial cleaning providers may be utilising the latest techniques, products, and equipment right now, but it’s an industry that is continually evolving. Choosing a partner committed to embracing new technology and innovations can lead to improvements in quality, time efficiencies and cost savings due to operational efficiencies. To ascertain this, request the following information:
- Outline of scheduling software or applications in use to improve communication and transparency
- Any tech-driven tools or automated cleaning equipment currently in use
- Evidence of new technology, equipment or innovations implemented in the last 12 months
- How data is used to improve service efficiency and quality
- Steps in place to stay updated with industry trends and innovations
Including this information in your RFP ensures you’ll partner with a provider that will continue to deliver the best service throughout your contract.
- Industry Experience and Client Testimonials
Your RFP should ask potential partners to share examples of relevant industry experience backed up by customer testimonials, references or case studies. Request specific information about:
- Similar contracts in terms of size and scope
- Experience with facilities in your industry
- Track record of successful tender implementations
- Any client satisfaction metrics and survey feedback
- Contract retention rates and reasons for any lost business
For example, if you run a manufacturing plant, a cleaning company well-versed in industrial environments and the associated safety procedures and regulations has clear advantages. Client testimonials or references supporting their expertise will demonstrate that they are competent and able to handle comparable projects effectively.
- Understand the Financial and Contractual Terms
Full transparency into the cleaning service provider’s financial and contractual terms ensures no surprises as the relationship unfolds. Clearly outline the following:
- Detailed pricing schedules
- Cost breakdown structures
- Payment terms and conditions
- Contract duration and renewal options
- Performance bonds or guarantees
- Insurance requirements
Additionally, you may need to incorporate details of the living wage policy if this is part of your organisation’s requirements.
- Applying a Weighting Framework for Objective Decision-Making
Creating a weighted scoring system is instrumental in objecting evaluating and comparing each prospective provider’s proposal. Define what’s important to your business and how will you fulfil the requirements. Ensure that you assign weight to each criterion based on its priority and relevance to your operational needs that will inform your decision.
This approach ensures that your final decision is balanced, fair, and data-driven.
To set up an effective weighting system:
- Break down essential components of the RFP, such as sustainability, health and safety, compliance, experience, and innovation.
- Allocate a percentage out of 100% to each criterion based on its significance. For example, 10% sustainability, 20% health and safety standards, etc
- Score each proposal using a scoring rubric to evaluate each provider’s response against the criteria
Consider taking into account subjective factors like responsiveness, readability and communication which can impact a long-term relationship.
Creating a weighted scoring system is crucial for objectively evaluating and comparing each prospective provider’s proposal. Start by defining what’s most important to your business and how each provider can fulfil these requirements. Assign weights to each criterion based on its priority and relevance to your operational needs.
This approach ensures that your final decision is balanced, fair, and data-driven.
To set up an effective weighting system:
- Break down the key components of the RFP, such as sustainability, health and safety, compliance, experience, and innovation.
- Allocate a percentage out of 100% to each criterion based on its importance (e.g. 10% for sustainability, 20% for health and safety).
- Use a scoring rubric to evaluate each proposal against these criteria.
In addition to the objective criteria, consider subjective factors like responsiveness, clarity, and communication, which can significantly impact a long-term partnership.
A Thorough Selection Process Drives the Best Outcomes
A well-structured tender process is crucial for selecting the right commercial cleaning service. Your tender documentation should clearly communicate your timelines and requirements while providing a framework for the objective evaluation of bidders. While this can be a lot of work upfront, in the end, you’ll be rewarded with a reliable, consistent and efficient commercial cleaning provider that meets your needs now and into the future.
Searching for a new commercial cleaning partner? Talk to New Zealand’s leading commercial cleaning and facilities services provider, PPCS, today.
