Distributors Helping End-Users: Key Advice To Share On How To Scope And Estimate New Floor Cleaning Jobs

By U.S. Products

The time it takes to clean a floor surface will determine a janitorial production rate. (Photo courtesy of U.S. Products)

Estimating a floor cleaning project doesn’t have to be complex. Consider all factors and make the best estimate possible — so you can provide excellent service, at a reasonable price, and also make a profit.

Basic job estimation begins with time calculation and includes the factors required to get the job done right the first time, or that will create opportunity for ongoing floor maintenance by your company. It’s important to properly:

• Assess the job details.
• Spend time measuring the area.
• Consider the type of flooring and its condition.
• Determine the best cleaning method.
• Calculate labor costs.
• Determine a pricing structure.
• Factor in overhead and profit.
• Assess what it will take to satisfy the customer.
• Create a detailed quote.

This guide will review the most common challenges that floor care / building service contractors face — and provide solutions to overcome them.

Time Is Important, So Plan Accordingly

How much time will it take to clean this building’s floors? How do you know how much to charge if you don’t know how long it takes to clean?

Time is just one factor in your estimation. The amount of time it takes to clean something is referred to as a “production rate.” Industry production rates use the average time it takes the average cleaning technician to complete a specific cleaning task. This rate assumes the worker is cleaning a specific area/surface under normal conditions.

The time it takes to clean a floor surface will determine your janitorial production rate. Simply add up the sum of all the individual tasks — based on how much time it will take to clean a specific area.

Contributing Variables To Janitorial Production Rates

Remember that different people clean at different speeds. For example, two people performing similar cleaning duties, with the same chemicals, tools, and equipment, under the same circumstances, may not clean at the same pace.

Each facility also has its own unique cleaning tasks and requirements, layout, and frequencies of service. This is why it’s important that you, and your professional cleaning team, assess each job as a new operation — with unique challenges.

Estimating Tip

Remember to also include your own regular expenses in your estimates. These can be significant. Examples are:

• Travel time and costs.
• Supplies costs.
• Area labor costs.
• Waste disposal of cleaning solutions.
• Cleaning, drying, and finishing time.

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10 Factors To Include In A Floor Cleaning Project Estimate

1. Inspect The Area. Reduce “Unexpected” Cleaning Challenges.
   1. What is the square footage of the job?
   2. Are there building accessibility challenges such as stairs, corners, furniture?
   3. Are there heavily soiled or stained areas?
2. Assess The Condition. Evaluate Specific Stains, Damage, And Existing Wear And Tear.
   1. Note obstacles, items that may need to be moved or worked around.
   2. Note the building’s age, type, size, layout, current condition and soil levels.
   3. How many varied floor-surface types are there?
   4. Consider additional services. Can you offer grout sealing or additional furniture cleaning?
3. Be Realistic About Time Required For Each Task, Especially With New Project Cleaning.
   1. Is there needed preparation for heavily soiled entryways, and hard-to-reach areas?
   2. Factor in cleaning, drying, and finishing time.
   3. Understand proper waste disposal of cleaning solutions and waste materials.
4. Note Potential Expenses That Can Affect Your Estimate.
   1. Travel mileage / gas expense.
   2. Travel time.
5. Calculate Labor Costs.
   1. Understand crew experience level, ability to handle new jobs.
   2. Labor availability. Enough people for the job?
   3. Adjust, if necessary, your hourly rate based on crew level and job scope.
6. Make Sure To Consider Additional “Factors.”
   1. What are the client’s expectations? Put in writing.
   2. Climate (snow, rain, etc.) can slow down cleaning time.
   3. Are there other types of surfaces and areas (doorways, woodwork, glass, marble, etc.)?
7. Determine Your Pricing And Job Approach.
   1. Per square foot (most common method for pricing floor cleaning).
   2. Hourly rate (better when the cleaning time is difficult to predict).
   3. Flat fee (standard cleaning package, empty facility, predictable time, etc.).
8. Create A Detailed Cleaning Quote.
   1. Include all job details: Clearly outline the scope of work, area to be cleaned, specific services.
   2. List costs: Provide a detailed list of the costs, including labor, materials, and overhead.
   3. State payment terms: Specify payment methods, due dates, and cancellation policies.
9. Factor In Overhead And Profit.
   1. Know your overhead costs (equipment maintenance, insurance, and marketing).
   2. Profit margin: Determine the desired profit margin for the project.
10. Inspect The Job Thoroughly – Before And After The Cleaning.
    1. Create a digital checklist so that crews can record each task as they complete them.
    2. Make sure you’ve accomplished all tasks outlined in your estimate.
    3. Take “before” and “after” photos to track your work and then post successes on website.