Bidding: Initial Clean Up Charge

There are some topics that bear repeating and re-emphasizing and negotiating initial clean up fees is one of them. Most bid walks are conducted weeks and even months before a contract is actually awarded and started.  Some bidders assume the building is still in the same shape when it is turned over to the winning service.  During the bid walk, the prospective vendor should make note of different items especially the condition of carpet and hard floors.  

It is highly recommended that a final walkthrough be conducted a few days before startup of the contract while making note of the condition of the floors compared to the expectations as outlined in the Statement of Work.  Many times the incumbent service will cut back on periodic services and unless required to do so by the customer, will cease stripping/scrubbing/recoating of hard floors and cleaning of carpeted areas.  If the SOW calls for “uniform glossy appearance” and the account is turned over in a condition that does not meet those standards, how long will the new contractor have to remedy the situation and bring it up to standard?  Who is going to pay for what is often called an “initial clean up?”  How does one determine the true costs involved?  Can one find a win/win outcome?

It is best to document the condition and have a prompt meeting with the customer pointing out that you are not satisfied with the current condition of the floors and need to determine what kind of time frame he/she expects the areas to be brought up to standard.  You have the contract in hand noting any required annual frequencies for these tasks.  If you are required to strip/scrub/recoat or HWE (Hot Water Extract) within the first thirty days, you need to negotiate either a onetime Initial Clean Up fee (usually one month’s service) or clarify that this counts towards the annual requirement.  There should also be a clear stipulation that if the contract is terminated for any reason within the first year, that the customer agrees to pay $XXX.00 for services rendered.

We will look further into this topic in a future issue. 

Your comments and questions are always welcome.  I hope to hear from you soon.  Until then, keep it clean…..

Mickey Crowe has been involved in the industry for over 35 years. He is a trainer, speaker and consultant. You can reach Mickey at 678.314.2171 or CTCG50@comcast.net.