Tendering cleaning services: what the public sector should watch for
Public institutions awarding cleaning services face a delicate task: the offers must be comparable, and the award must be fair and justifiable. The key lies in an objective basis - long before the first offer arrives.
The problem of unclear tenders
If the tender is vaguely worded, every bidder calculates differently. One calculates tightly, another generously - the prices are hardly comparable, and in the end perhaps the most unrealistic offer wins. Subsequent discussions, quality problems and extra costs are inevitable.
An objective specification
The basis of a good tender is a precise specification: which areas, which coverings, which cleaning type at which interval? If these details are based on a transparent calculation, all bidders calculate on the same basis - and the offers become comparable.
- Areas and coverings per room, cleanly recorded.
- Cleaning types and intervals clearly defined (maintenance, interim, deep cleaning).
- Special work such as window cleaning shown separately.
Comparability creates fairness
If the tender is based on objective figures, offers can be compared factually - not only on price, but also on scope. This protects against dumping offers that later cut corners on quality, and makes the award decision justifiable towards committees and supervisory bodies.
Transparency towards the public
Public funds must be justified. A tender based on an objective calculation provides exactly this justification: every item is documentable, the award is transparently documented.
Checklist for a clean tender
- A complete, up-to-date asset inventory as the basis.
- Objective calculation of the cleaning workload using standard values.
- Clearly separated cleaning types and intervals.
- A uniform specification for all bidders.
- Transparent, documented award criteria.
Conclusion
A fair, legally sound award begins with an objective calculation. easyCAFM provides the transparent basis for a robust specification - so that offers become comparable and decisions justifiable.
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