Janitorial Bids Demystified: How to Compare Proposals and Spot Hidden Costs

For property managers, choosing the right janitorial partner is more than a matter of price, it’s a decision that impacts tenant satisfaction, property value, and your own peace of mind. But when the bids start rolling in, it can feel overwhelming to sort through different formats, line items, and cost structures. Why does one proposal look much lower than the others? What’s included and what’s quietly missing?

At America Cleaning Solutions (ACS), we believe in transparency. That’s why we want to shed some light on how property managers can effectively evaluate janitorial bids, avoid common pitfalls, and make a choice that delivers long-term value.

Why the Lowest Bid Isn’t Always the Best Choice

It’s tempting to gravitate toward the lowest price, especially when budgets are tight. But janitorial services are not all created equal, and many of the lowest bids come with trade-offs that don’t reveal themselves until later.

A contractor may underbid to win the account and then cut corners by:

• Using outdated or poorly maintained equipment.

• Skimping on training or staffing levels.

• Offering minimal supervision and quality control.

• Excluding services like floor care or window washing that will later appear as “extras.”

The end result? Complaints from tenants, emergency calls for services not covered, and hidden costs that make the “lowest bid” more expensive in the long run.

Key Areas to Examine in a Janitorial Proposal

1. Scope of Services

Does the bid clearly spell out what tasks are included? Daily cleaning, restrooms, common areas, vacuuming, trash removal, and sanitizing are typically standard, but what about periodic deep cleans, carpet care, pressure washing, or graffiti removal? If those aren’t listed, you’ll likely face surprise add-on charges.

2. Frequency and Scheduling

Proposals should specify how often tasks are performed—daily, weekly, monthly—and whether services occur during business hours or after hours. A bid that looks cheaper might simply reflect fewer visits per week, leaving your property vulnerable to cleanliness issues.

3. Staffing and Supervision

Who will actually be on-site? Look for details about staffing levels, training, background checks, and supervision. A well-structured janitorial company will include quality control processes and provide a clear chain of accountability.

4. Supplies and Equipment

Some companies include consumables (paper towels, soap, trash liners), while others pass those costs back to you. Make sure it’s clear who is responsible for providing supplies and how that impacts the total cost.

5. Insurance and Certifications

A reputable provider should be licensed, bonded, and insured in both Oregon and Washington (as ACS is). Ask whether the company holds industry certifications or belongs to professional organizations that set standards for cleaning quality.

Red Flags to Watch Out For

When reviewing janitorial bids, property managers should keep an eye out for these warning signs:

• Vague proposals with little detail about scope or schedule.

• Too-good-to-be-true pricing that undercuts other bids by a large margin.

• Unclear cancellation terms, which can lock you into poor service.

• Hidden fees for emergency response, supplies, or “extra” services.

• Lack of references or reluctance to share client testimonials.

If you see these red flags, it may be better to step back and re-evaluate, even if the price looks attractive.

How ACS Approaches Janitorial Bids

At ACS, we take pride in providing proposals that are straightforward, detailed, and designed with property managers in mind. Our bids always include:

• A customized scope of services based on a walkthrough of your property.

• Transparent pricing that makes it clear what’s included, so there are no surprises later.

• Details on staffing, training, and supervision, including our quality control process.

• A clear breakdown of supplies and equipment responsibilities.

• Proof of insurance, licensing, and industry affiliations for peace of mind.

We view each proposal as the start of a partnership, not just a transaction. That’s why our team is always available to answer questions, clarify details, and make adjustments to ensure the plan fits your property’s needs and budget.

Making the Right Choice for Your Property

Ultimately, the goal of comparing janitorial bids isn’t to find the cheapest option, it’s to identify the provider that will protect your property’s reputation, keep tenants satisfied, and deliver consistent, high-quality results. By looking beyond the numbers on the page and asking the right questions, property managers can avoid hidden costs and choose a partner they can rely on.

At America Cleaning Solutions, we’re committed to being that partner. With decades of experience serving the Portland metro area and southern Washington, we understand the challenges property managers face and we’ve built our services around making your job easier.

Ready to see how ACS can bring clarity and value to your janitorial services? Contact us today for a transparent, customized proposal for your property.