Winning the Bid: A Guide to Landing Profitable School Cleaning Contracts
Introduction to Residential Building Tenders
School cleaning contracts can be considered highly lucrative for service providers. With budgets for janitorial and custodial services rising, schools spend more on high-quality, reliable cleaning than ever. Landing cleaning tenders takes proper preparation, a thorough tender submission process, and, sometimes, a bit of luck. With the rapid growth of larger school facilities, cleaning and maintenance services are now regularly outsourced in major education hubs like the academy clusters of the South West.
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In this guide, we will walk you through the process of pursuing school cleaning contracts from start to finish. You’ll learn insider tips on where to find open bids, what schools look for in choosing a vendor, how to craft an eye-catching tender, and critical strategies to help your company stand out.
Whether new to cleaning services or experienced, this article contains everything you need to know to be a successful supplier in securing profitable school cleaning contracts. Follow our proven advice to create a school cleaning tender that gets results – and start growing your business servicing academic institutions in your area.
Understanding The School Cleaning Tender Process
The process for bidding on school cleaning contracts may vary a bit between school districts and private institutions, but many core components are similar. If you seek these contracts, you should know the typical tender process, timeline, and submission requirements.
When Contracts Come Up For Bid
School cleaning contract tenders are usually put out to bid every 2-5 years. Most cleaning agreements are multi-year contracts, so they will not necessarily be re-bid every year. The bidding period typically runs for 30-60 days.
Current janitorial vendors are often notified of upcoming bid expiration dates and new opportunities a month or two in advance. Local and national media outlets advertise cleaning bids for schools. Searching public school and private academic institutions’ websites is the best way to find opportunities for janitorial services tenders in a given area.
Where Bids Are Posted
Public schools are required to advertise open bids for education cleaning contracts publicly. Bidding opportunities are posted on the school’s websites, local government procurement portals, and sometimes in local print media.
However, smaller private schools may handle bids on cleaning tenders for schools through an invitation-only process. This involves the school directly inviting a selection of vendors they already know or want to ask for bids. Relying only on posted ads means that cleaning companies could miss out on opportunities. Reaching out through an introductory letter or visiting the contracting authority to introduce your business will open more doors.
Common Submission Requirements
No matter the bid format, schools will typically ask for the same basic information from potential vendors or small or medium enterprises. Expect to provide details which the contracting authority considers relevant, such as:
• Service areas, schedules, products, and processes used
• Pricing and billing practices
• Staffing details like the size of the team and training procedures
• Proof of insurance and proper business licensing
• Background checks and security protocols
• References/portfolio of similar public sector cleaning contracts
• Company capacity to meet larger-scale cleaning needs
Understanding typical bidding practices, timelines, and must-have components in tender submissions takes some of the guesswork out of securing your first school district or private academy cleaning contract. With this information, cleaning businesses can be attractive vendors ready to serve schools’ custodial needs.
Tips For Crafting A Competitive School Cleaning Tender
Crafting a cleaning service tender that makes your company stand out from the rest takes strategic planning and an understanding of what schools want from a custodial provider. Use these tips to highlight your capabilities, competitive advantages, and commitment to delivering top-notch cleaning services and winning contracts.
Provide a Customised Cleaning Plan
Schools want to see that you have considered their unique needs. Outline cleaning schedules, product usage, and service plans tailored specifically to their academic setting and high-traffic areas. Address how your approach fits with school hours and event calendars as well.
Showcase Relevant Cleaning Experience
School decision-makers want assurance that the cleaners have expertise in cleaning in an academic environment. Feature case studies and customer testimonials from existing school clients. Emphasise previous experience with gyms/locker rooms, theatres, cafeterias, restrooms, classrooms, and other spaces common on campuses.
Promote Your Staff Training & Screening Process
Schools have high standards for screening and training cleaning staff who will access their facilities. Provide details on background check procedures, cleaning technique training programs, safety protocols, and supervision plans. The more thoroughly you vet and prepare staff, the better.
Use Cost Comparison & Pricing Strategies
Show the value for money your cleaning company provides by comparing everyday school cleaning pricing. Many vendors also incentivise schools to expand contracts for add-on services like floor waxing, carpet cleaning, and grounds maintenance.
If selected, outline how your cleaning crews will become a seamless extension of the school’s facilities team, maintaining immaculate, hygienic, and safe environments perfect for learning. Schools want a complete custodial solution they can rely on. Position your tender as the easiest way to check every box on their cleaning wish list.
Frequently Asked Questions
Where can I find school cleaning tenders?
As the leading facilities management tenders, Tracker Intelligence is a platform that offers exclusive access to the largest database of current school cleaning contracts bids, covering public and private institutions nationwide. With powerful search tools and bid-matching services, we identify the most relevant tenders for your business. Our team of industry experts provides tender writing and submission support so you can craft competitively advantageous school cleaning bids.
What qualifications do I need to bid on school cleaning contracts?
To bid on profitable school cleaning contracts, you should meet specific qualifications. These include having the appropriate business licenses, enough liability insurance and bonding, verified staff training procedures, evidence of sufficient personnel and equipment to handle cleaning facilities, strong customer references, and a successful track record of cleaning academic institutions or similar facilities. It is essential to undergo screening requirements before submitting your bid to demonstrate that your company has the capacity and experience to maintain educational facilities effectively.
How do I write a winning proposal for a school cleaning contract?
If you’re looking to write a winning proposal for a school cleaning contract, here are five easy steps to follow:
1. Highlight your previous experience in successfully cleaning academic institutions and provide references from similar school clients.
2. Create a site-specific service plan that addresses all the school’s cleaning needs while meeting their operating hours.
3. Emphasise the safety advantages of your cleaning service, including extensive staff screening procedures and supervision policies.
4. Attract decision-makers with transparent pricing and provide cost comparisons demonstrating exceptional value for money.
5. Customise your bid to the school’s unique specifications while highlighting your cleaning crews’ advantages over competitors.
What is the average profit margin for school cleaning contracts?
The average profit margin for school cleaning contracts ranges from 10% to 20%. However, it is possible to have higher margins up to 35%. When more complex multi-service contracts are bundled with waste removal and groundskeeping, they allow billing at higher markups. It is worth noting that landing contracts with public school districts tend to equate to slimmer margins than private academies.
What mistakes should I avoid while bidding for school cleaning tenders?
Avoid generalising your services rather than providing a site-specific cleaning plan. Do not rely on posted bid opportunities without directly connecting with the authority at potential private school clients. You must refrain from cutting corners on staff training details or overpromising capacity you can’t meet later. Finally, never get sloppy with proper insurance, licensing paperwork, and compliance requirements, or it will render an otherwise strong tender useless.
To Sum It Up
Securing profitable school cleaning contracts requires time and strategic planning but pays dividends for years if done right. Avoid common mistakes, understand what decision-makers prioritise in the tender process, and showcase why your crews are perfect. Emphasise how you will provide the safety, reliability, and cleaning quality these institutions need to maintain healthy, focused learning environments. There is no shortcut, but armed with the insights in this guide around optimising your bids, you can feel confident in your ability to craft tenders that open new long-term business opportunities.
