1. Define exactly what you need cleaned

Before you call anyone, write down the scope so every company quotes the same thing. Vague requests get vague "starting at" prices.

• Facility type: office, medical, retail, restaurant, warehouse, gym, school, dealership, condo or HOA
• Approximate square footage and floor types (carpet, VCT, terrazzo, polished concrete, tile)
• Frequency: one-time deep clean, recurring project, or seasonal
• Specific services: deep cleaning, floor stripping and waxing, carpet, tile and grout, pressure washing, post-construction
• Access and timing: after-hours, overnight, weekends, keys or alarm codes

2. Verify licensing, insurance, and certifications

This is the step that protects your business, and the one most price-shoppers skip. A cheap, uninsured crew can cost you far more than you saved if someone is hurt or something is damaged.

• A current Certificate of Insurance (general liability), ask to be added as a certificate holder
• Workers compensation coverage (Florida requires it for non-construction employers with four or more employees)
• A Florida business tax receipt and proper local registration
• Proof of bonding if crews work after-hours or around valuables
• Background-check policy for staff with after-hours access
• Bonus credibility: SBE and WOSB certifications qualify a vendor for corporate and government procurement

3. Insist on an on-site walkthrough, not a phone quote

A reputable commercial cleaner will not give you a final price over the phone. They need to see the square footage, the floor condition, the number of restrooms and kitchens, and the real soil level. A walkthrough quote is accurate; a phone quote is a guess that turns into a change order later.

4. Compare proposals apples-to-apples

Ask every company to break the proposal into the same line items so you are comparing scope, not just a single number:

• Price, and whether it is per visit, per square foot, or monthly
• The exact task list and frequency
• What is included vs. billed separately (floor care, carpet, windows, consumables)
• Staffing: how many cleaners, who supervises, is it the same crew each time
• Quality-control process and how complaints are handled
• Contract length and cancellation terms

5. Check references and start with a trial

Ask for two or three references from similar facilities in your area and actually call them: are they reliable, is the crew consistent, how do they handle a missed spot. When you can, start with a one-time deep clean or a 30-to-60-day trial before signing a long agreement. The sales process tells you how a company sells; a trial tells you how they actually perform.

Frequently asked questions