A useful commercial cleaning scope describes spaces, tasks, frequency and access. Without all four, two bids that look comparable may cover different work. Write the scope before requesting prices so each provider answers the same question.
List every space
Record offices, open work areas, conference rooms, reception, kitchens, restrooms, stairs, elevators, storage rooms and exterior entrances. Include approximate floor area and floor type where available. Note excluded spaces such as server rooms, laboratories or tenant-controlled suites.
Separate routine and periodic work
Routine work may include trash removal, accessible-surface dusting, restroom cleaning, kitchen surfaces, vacuuming and mopping. Periodic work belongs on its own schedule: interior glass, high dusting, baseboard detail, carpet extraction and floor refinishing. Separating these lists prevents an annual task from being priced as nightly work.
Define frequency by area
A building does not need one frequency everywhere. Restrooms and shared kitchens may need service every visit, while private offices need less. State operating days, the preferred service window and whether daytime porter coverage is required.
Document access and security
Explain keys, alarm procedures, loading access, parking, elevator restrictions and sign-in requirements. Identify restricted rooms and whether a client representative must be present. Put background checks, badges or site training in the bid rather than adding them after selection.
Set supply and waste responsibilities
State who supplies liners, paper goods, soap, chemicals and equipment. Describe where waste and recycling go. Ordinary office waste is different from medical, hazardous or construction waste; specialized material must be identified and handled under the site's own process.
Compare the exclusions
The shortest price is not necessarily the lowest price once exclusions are added. Ask each bidder to mark anything not included, the rate for extra labor and how periodic work is approved. Compare staffing, supervision and quality checks alongside the total.
Walk the site before signing
A walkthrough resolves questions a floor plan cannot: occupied desks, narrow storage, floor transitions, secure doors and the distance to waste collection. Attach the final scope to the agreement and use it for the first quality review.