1. Define the areas and standards first
List every area to be cleaned — lobbies, lifts, corridors, washrooms, offices, pantries, car parks, façades and external areas — and the standard expected for each (visibly clean, hygienically clean, periodic deep clean). Attach floor plans and net internal area where available; cleaning companies price from area, finish type and traffic.
Separate daily tasks from periodic tasks (weekly, monthly, quarterly). Carpet shampooing, high-level dusting, glass and façade coordination and floor restoration are usually periodic and should be scheduled, not assumed.
2. Decide frequencies and operating hours
State the days and hours cleaning may take place (before opening, during trading, after hours) and whether a daytime janitor is required for washrooms and spills. Hours drive headcount more than area does.
For towers and malls, note lift and loading-bay access rules, key-holding and security induction requirements so mobilisation is not delayed.
3. Staffing, supervision and replacement cover
Ask for the proposed headcount by shift, the supervisor ratio and how absences and leave are covered. Supervisor-led delivery with signed daily checklists is the single biggest predictor of consistent results.
Confirm that cleaners are employed, inducted and paid through a compliant payroll (WPS) by the contractor — this protects the client from labour liabilities.
4. Consumables, equipment and chemicals
Clarify who supplies consumables (hand soap, paper, bin liners) and whether equipment such as scrubber-driers, pressure washers and MEWPs is included. Request the chemical list and safety data sheets for sensitive environments such as healthcare, food and education.
5. Reporting and quality assurance
Agree a simple inspection regime: supervisor checklists, a weekly client walk-through and a monthly review of findings and corrective actions. Keep KPIs few and measurable — attendance, inspection scores, response to complaints — rather than long KPI matrices nobody reads.
6. How pricing works
Reputable contractors price after a site survey: area and finishes, frequencies, hours, headcount, supervision, consumables, equipment and reporting requirements. Expect a monthly fee for the recurring scope plus itemised rates for periodic or specialist works. Published fixed prices without a survey are rarely reliable.