How to Evaluate Commercial Cleaning Proposals: A Complete Guide for Westchester & Rockland Property Managers
- Westchester Cleaning Services, LLC
- Nov 20
- 3 min read
Choosing the right commercial cleaning partner is one of the most important decisions a building owner or property manager will make. A great janitorial team protects your property, enhances tenant satisfaction, and helps maintain long-term asset value. But comparing cleaning proposals can be confusing — especially when prices vary widely.
This guide will help you understand what really matters when reviewing cleaning proposals so you can make a confident, informed decision.
1. Don’t Compare on Price Alone
It’s common to receive proposals with wide price variations. But pricing in commercial cleaning reflects:
Staffing levels
Cleaning frequencies
Scope of work
Employee training and supervision
Insurance and certifications
Compliance with local labor laws
Quality assurance systems
A low price often means corners are being cut, such as reduced hours, underpaid staff, or missing essential tasks.
✔ A good benchmark:
Compare value, not cost — the level of service, not just the number.
2. Review the Scope of Work in Detail
A professional cleaning proposal should clearly outline:
Daily tasks
Weekly tasks
Monthly and quarterly deep cleaning
Frequency of porter or day services
Trash & recycling management
Restroom sanitation
Floor care schedules
Lobby & high-touch point disinfection
Window & glass cleaning
Special services (carpet extraction, buffering, post-construction, etc.)
If a proposal is vague or only uses generic terms like “general cleaning,” you should request clarification.
✔ Look for:
A fully itemized, location-specific checklist — not a one-size-fits-all template.
3. Ask About Staffing, Training, and Supervision
Quality depends on people. Strong cleaning companies invest in:
Background-checked employees
Proper onboarding & OSHA-aligned training
Consistent staff (not constant turnover)
On-site or regional supervisors
Clear communication channels for issues
✔ Bonus:
Many managers prefer companies that offer dedicated porters or assigned cleaners for consistency.
4. Verify Licensing, Insurance & Certifications
Your cleaning contractor should provide:
General liability insurance
Workers’ compensation
Bonding (when required)
Up-to-date business licensing
MBE/DBE certifications (if relevant to your property)
Never work with vendors who can’t provide these documents immediately.
5. Consider Tools, Technology, and Supplies
Modern cleaning goes beyond mops and vacuums. Ask:
What equipment is used? (HEPA vacuums, auto-scrubbers, backpack vacuums)
Do they use eco-friendly or fragrance-free products?
Are supplies included or billed separately?
Do they use technology for communication, inspections, or reporting?
Up-to-date tools equal better results, cleaner air quality, and faster turnaround.
6. Evaluate Their Customer Service & Communication
Your cleaning partner should be responsive, organized, and easy to reach. Professional companies offer:
A dedicated account manager
Work order/issue reporting systems
Regular walkthroughs
Monthly or quarterly quality inspections
24/7 availability for urgent needs
✔ Great question to ask:
“How quickly do you respond to service issues?”
OUR MISSION IS SIMPLE
Deliver a consistently clean, safe, and welcoming environment every day
7. Check Reviews, References & Reputation
Before signing, look for:
Google reviews
NiceJob reviews
Testimonials on their website
References from similar buildings
Case studies
Reputable vendors happily provide references. Vendors who hesitate — red flag.
8. Understand What’s NOT Included
The biggest source of frustration in facility management is unclear expectations.
Ask for confirmation about:
Deep cleaning
Seasonal projects
Carpet extraction
Floor polishing
Window cleaning
Exterior sweeping
Trash room sanitation
Bulk removal
✔ Pro-Tip:
Request a proposal with optional add-on pricing clearly listed.
9. Ask About Contract Terms
Review:
Length of agreement
Cancellation terms
Price-increase schedule
Holiday coverage
Replacement staffing if your cleaner is absent
Onboarding timeline
Fine print matters — and protects you long-term.
10. Look for a Partner, Not a Vendor
The best cleaning relationships feel like an extension of your property management team. They proactively identify issues, keep your building shining, and remove stress from your day-to-day operations.
Why Property Managers Choose Westchester Cleaning Services
At Westchester Cleaning Services, LLC, we provide:
Customized scopes for each property
Trained, supervised, and background-checked teams
High-quality commercial equipment
Transparent pricing
Guaranteed responsiveness
Specialized experience in condos, co-ops, office buildings, municipal spaces, and post-construction
Our mission is simple: deliver a consistently clean, safe, and welcoming environment every day.
Need a professional cleaning proposal?
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