There are usually two ways of making a proposal.  For a small company going after a small account, the prospect may expect the BSC (Building Service Contractor) to develop the task/frequency chart based on an interview and walkthrough of the site.  There is both opportunity and risk in such an arrangement.  One opportunity is that the BSC has the opportunity of interpreting what the prospect desires as far as cleaning standards, frequencies, etc. and then presenting a proposal that best reflects those wishes.  Another opportunity is for the BSC to clearly identify what is NOT included in the proposed services with a list of products or services with a price or notation “By Request at Additional Charge.”  Such a procedure allows the BSC to be in control of the conversation while guiding the prospect into a decision based on the services provided as well as giving them flexibility in adding or deleting items based on available resources and perceived needs.

One major risk to providing the task and frequencies as well as items not covered is that the prospect can simply delete the proposal name and distribute it to other vendors who cannot or have not taken the time to create such a document. This can happen when the prospect actually wants another service but has not been able to have them develop their own tasks and frequencies for a variety of reasons.

Common daily tasks to include are pulling trash, vacuuming, sweeping, damp mopping, spot removal, low dusting, rest room cleaning/policing, restocking, stairwells, door glass and other items unique to the site.  Periodic work might include scrubbing/stripping/recoating, burnishing/buffing hard floors, encapsulation or HWE (Hot Water Extraction) of carpeted areas, mat servicing, high dusting and other tasks unique to the site.

A key point to remember is that one must be clear on what is included, how often and to what standard as well as what is not included but can be provided at additional charge.  It is crucial that all tasks and frequencies are clearly delineated before the contract is signed. 

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