Cleaning tender responses that answer the specification
Your method statements and credentials from the content library, the client's schedule priced by your sheet, and an approval before it goes.
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QuoteCloud helps cleaning contractors respond to tenders: company content such as methods, safety and quality systems comes from your content library, the client's cleaning schedule is answered zone by zone and priced in your sheet, a director approves the price, and the response goes out as a branded document.
Last reviewed by the QuoteCloud team
A fictional cleaning contractor's tender response for Halden Property Group: the cover behind a contents panel whose items tick off one by one: company profile and references (a locked block), method statements and the quality and audit system from the content library, the specification answered zone by zone from the walk-through, the schedule of rates priced in the pricing sheet, insurances and certificates attached as PDFs, and the price approved by the operations director on the Business plan.
The same company content in every tender, assembled in an afternoon
Pellucid answered Halden Property Group's tender for three sites. Everything that doesn't change between tenders came from the content library; the parts written for Halden came from the walk-through and the pricing sheet.
- Company profile & referencesText + gallery Locked
- Method statements: offices, washrooms, clinicalText
- Quality system: monthly audits, 85% targetText + table
- Safety management & site inductionsText
- Insurances & certificatesAttachments
- Account team & escalationText + photos
- Standard termsText Locked
- 1Cover and covering letterWritten for Halden
- 2Company profile & references Locked block
- 3Specification answered zone by zoneFrom the walk-through
- 4Method statements From library
- 5Quality and audit reporting From library
- 6Safety and inductions From library
- 7Account team From library
- 8Schedule of rates by sitePriced in the pricing sheet
- 9Insurances & certificates From library
- 10Terms and signatures Locked block
Saved once, used every time
Select approved blocks in the editor and add them to the company library, then drag them into each response. Content libraries are on Essentials and up.
Locked where it matters
Lock the company profile and the standard terms so they go out as written. Content locking is on the Business plan.
Certificates attached
Insurance and certificate PDFs travel with the response as attachments, so evaluators don't ask for them twice.
Content library: Essentials and up · content locking: Business
Content libraryThe client's schedule, answered zone by zone and priced by your sheet
A cleaning specification lists zones, floor types and frequencies. Answer it in a scope table in the client's own order: every zone, its floor, its area and how often you'll clean it, with a note where you'd do it differently.
Then price it with the same pricing sheet you use for every contract: areas from the walk-through, your production rates, labour rate, consumables and margin, all labelled as yours. The sheet's monthly price sets the site's line in the schedule of rates, so the price you submit is the price you worked out.
- Scope table in the specification's order
- Hours and monthly price from your own formulas
- A cell sets the line's description and unit price
- Every site priced the same way
Spreadsheet block and price tables: Essentials and up
Cleaning price calculatorsWhat we clean, and how often From the walk-through · Halden House
| Zone | Floor | Area | How often |
|---|---|---|---|
| Open office | Carpet | 3,100 m² | 5 nights a week |
| Meeting rooms | Carpet | 520 m² | 5 nights a week |
| Kitchens & breakouts | Vinyl | 360 m² | 5 nights a week |
| Washrooms | Tile | 280 m² | 5 nights a week |
| Reception & lift lobbies | Stone | 340 m² | 5 nights a week |
| Stairs & corridors | Vinyl | 200 m² | Twice a week |
| Total | 4,800 m² |
Frequencies are the scope we agreed on the walk-through. Areas are measured from the floor plans you sent, checked on site.
How we priced Halden House
=ROUND((F12+F13)*(1+F14),0)| Row | A | B | C | D | E | F |
|---|---|---|---|---|---|---|
| 1 | Zone | Floor | Area m² | Visits a week | m² an hour | Hours a week |
| 2 | Open office | Carpet | 3,100 | 5 | 380 | 40.79 |
| 3 | Meeting rooms | Carpet | 520 | 5 | 300 | 8.67 |
| 4 | Kitchens & breakouts | Vinyl | 360 | 5 | 160 | 11.25 |
| 5 | Washrooms | Tile | 280 | 5 | 70 | 20.00 |
| 6 | Reception & lift lobbies | Stone | 340 | 5 | 200 | 8.50 |
| 7 | Stairs & corridors | Vinyl | 200 | 2 | 220 | 1.82 |
| 8 | Total | 4,800 | 91.03 | |||
| 9 | ||||||
| 10 | Nights a week | 5 | ||||
| 11 | Monthly hours | × 52 ÷ 12 | 394.5 | |||
| 12 | Labour | $38.50/h | $15,188.25 | |||
| 13 | Consumables | $0.11/m² | $528.00 | |||
| 14 | Margin | 18% | ||||
| 15 | Monthly price | → unit price | $18,545 | |||
| 16 | Line description | Halden House · nightly cleaning, 4,800 m², 5 nights a week | ||||
| 17 | Monthly total, all sites | Price table$32,145 | 24 months | $771,480 | ||
| Row | A | B | C |
|---|---|---|---|
| 1 | Rate | Value | Note |
| 2 | Labour rate, with on-costs | $38.50 | Pellucid's own rate |
| 3 | Consumables a m² a month | $0.11 | Chemicals, liners, pads |
| 4 | Margin | 18% | Before tax |
| 5 | |||
| 6 | Production rate, m² an hour | ||
| 7 | Open office · carpet | 380 | Your team's measured rates |
| 8 | Meeting rooms · carpet | 300 | |
| 9 | Kitchens & breakouts · vinyl | 160 | |
| 10 | Washrooms · tile | 70 | |
| 11 | Reception & lift lobbies · stone | 200 | |
| 12 | Stairs & corridors · vinyl | 220 |
Typed inYour assumption Connected to a price lineFrom the price table
Built for the way tenders really run
Closing dates, clarifications and evaluation panels: the parts of a tender that usually happen in email.
A response valid to a date
Give the response an expiry date that matches the tender's validity period, and find it on the Expiring Soon filter if the decision runs late.
Clarifications as revisions
When the client issues an addendum, revise the response and keep each version. Version history is on the Business plan.
Know when it's read
Document tracking shows when the evaluation panel opens the response and for how long, so you follow up at the right moment.
Signed when you win
The winning response becomes the agreement: facilities and finance each sign online, with a certificate of authenticity. See the multi-site agreement.
Build your next tender response from approved content
Free for 14 days, no credit card required. Send us your current tender template and we'll convert one template for you during the trial.
A director approves the price before the response goes
Set an approval rule on total value or discount percentage, for example any response worth more than $250,000 over the term, and the document goes to your operations director before anyone can send it. Its status shows In Review until it's approved.
The panel here is the same rule at a smaller scale: Halden's $2,910.60 extra-work quote crossed Pellucid's $2,000 limit, so Mara Quinlan approved it first. A tender response follows the same workflow with its own trigger.
- Triggers on total value or discount %
- In Review until approved
- The approval log kept with the document
Approval workflow: Business plan
Approval workflowDocument workflow
ApprovedTriggered when Total value greater than $2,000
- Mara QuinlanOperations directorApproved
Must be approved before it is sent
- Draft created by the assistant · Fri 23 Oct, 7.10 am
- Reviewed by Theo Vance · 8.40 am
- Sent for approval · 8.42 am
- Approved by Mara Quinlan · 9.05 am
Approval workflow · Business plan
A cleaning tender response in five steps
How Pellucid's team answers a specification with QuoteCloud.
Read the specification
Note the zones, frequencies, reporting and the closing date.
Walk the sites
Measure the zones and mark up photos for a walk-through proposal.
Price each site
Areas, visits and production rates in your pricing sheet give each site's monthly price.
Assemble the response
Drag in method statements, the quality system and certificates from the library.
Approve and send
The director approves the price; tracking shows when the panel opens it.
Questions about cleaning tenders
Can we reuse our method statements and credentials in every tender?
Yes. Save them as content library blocks (Essentials and up) and drag them into each response, so every tender starts from your approved wording. On the Business plan you can lock company blocks, such as your profile and standard terms, so they go out exactly as written.
Can a director approve the tender price before it goes?
Yes, on the Business plan. Set an approval rule on total value or discount percentage, and a response that crosses it goes to the approvers before it can be sent. It shows as In Review until it's approved, and the approval log stays with the document.
Can we price a tender's schedule of rates from our own spreadsheet?
Yes. Import your pricing workbook into a Spreadsheet block (Essentials and up). Your formulas turn areas, visits and production rates into hours and a monthly price, and a cell can set a price line's description and unit price, so the schedule of rates matches your workings.
Does QuoteCloud submit responses to tender portals?
No. QuoteCloud creates the response as a branded online document you can also export as a PDF. If the client's tender portal asks for an upload, you upload the PDF there yourself.
How do we handle tender clarifications and addenda?
Revise the response and send the new version, so the evaluation panel always reads the current one. Version history is on the Business plan. You can also reply to questions in the document's comments.
More for cleaning contractors
Every page of the cleaning and facility services microsite.
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Cleaning price calculators in the proposalArea × frequency ÷ production rate in a Spreadsheet block whose cells set each site's monthly line.Explore
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Multi-site cleaning service agreementsEvery site's monthly charge, periodicals and terms in one agreement, signed by facilities and finance.Explore
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Scope proposals from the site walk-throughZones, floor types, frequencies and marked-up photos from the walk-through, turned into a proposal the same week.Explore
- Monthly quality audit reportsEach site's monthly audit as a branded report: zone scores against target, trend, findings and photos.
- From audit scores to report and quote with AIAn AI assistant connected through QuoteCloud's MCP service drafts the report and the extra-work quote for review.
- Extra work & periodical cleaning quotesCarpet extraction, strip and seal, high dusting and windows quoted from your price book and signed fast.
- New sites & scope changes mid-contractAdd a site, change a frequency or drop a zone with a signed change document, not an email thread.
- Contract renewals & annual rate reviewsFind agreements on Expiring Soon, send the new rates, and get the renewal signed before the term ends.
- CRM, accounting & workflow integrationsHubSpot, Pipedrive, Xero, QuickBooks, Zapier and your audit app, connected the way each one really connects.
- Cleaning templatesReal QuoteCloud cleaning quote, proposal and service agreement templates to start from.
- QuoteCloud implementation for cleaning contractorsYour pricing sheet rebuilt as a block, your price book loaded, templates converted and the team trained.
- FAQAnswers to the questions commercial cleaning and facility services contractors ask most.
Your next tender, from approved content
Free for 14 days. No credit card required.