Why Structured Evaluation Matters
Choosing a cleaning company based on gut feeling or price alone is one of the most common mistakes businesses make. The result is predictable: a company that appeared professional during the sales process delivers declining service within months, complaints go unresolved, and you are back in the market within a year.
A structured evaluation framework removes subjectivity and ensures every tender is assessed fairly against the same criteria. It produces a defensible, documented decision that can be justified to stakeholders and auditors. For public sector procurement, structured evaluation is not just good practice — it is legally required under EU public procurement directives.
This guide provides a complete evaluation framework that you can use for any cleaning tender. It works whether you are tendering for a single office or a multi-site contract worth €500,000 per year. Start by developing your cleaning specification, then use this framework to evaluate responses.
The Evaluation Scoring Matrix
The recommended scoring matrix allocates a total of 100 points across quality and price criteria, with a 60:40 quality-to-price weighting:
| Criterion | Weighting | What to Assess |
|---|---|---|
| Quality of proposal | 20% | Understanding of spec, tailored approach, thoroughness |
| Staffing and supervision | 15% | Hours, team size, supervisor allocation, backup plan |
| Quality management | 15% | Audit system, KPIs, reporting, complaints procedure |
| Experience and references | 15% | Sector experience, similar contracts, verified references |
| TUPE and transition | 10% | TUPE experience, mobilisation plan, transition timeline |
| Insurance and compliance | 5% | Insurance levels, Garda vetting, COSHH, tax clearance |
| Price | 20% | Total contract value, value for money |
Each criterion is scored from 1 to 5: (1) Unacceptable, (2) Below standard, (3) Acceptable, (4) Good, (5) Excellent. The raw score is multiplied by the weighting to give a weighted score. Totals are compared to identify the most economically advantageous tender.
How to Score Price
The lowest price gets the maximum price score (5 × 20% = 100 points). Other prices are scored proportionally. Formula: Price score = (Lowest price / This provider’s price) × Maximum price score.
Example: If Provider A quotes €3,000/month (lowest) and Provider B quotes €3,500/month: Provider A price score = 100 (maximum). Provider B price score = (3,000/3,500) × 100 = 85.7.
Mandatory Requirements (Pass/Fail)
Before scoring, check each tender against mandatory pass/fail requirements. Failure on any mandatory item means disqualification, regardless of score:
- Minimum €6.5M public liability insurance — current certificate provided
- Minimum €13M employer’s liability insurance — current certificate provided
- Garda vetting policy for all staff
- Tax clearance certificate (public sector contracts)
- Site survey completed before tender submission
- Tender submitted by the deadline
- All requested information provided
Red Flags in Tender Responses
These should trigger serious caution or disqualification:
- Price 30%+ below the median — Almost certainly unsustainable. The service will decline within 3–6 months.
- Generic proposal — Copy-paste content with no reference to your specific premises, specification, or requirements.
- No site survey — A tender submitted without visiting your premises is a guess, not a proposal.
- Vague staffing plan — “We will provide adequate staff” rather than specific hours, team sizes, and named roles.
- No quality system described — If they cannot explain how they manage quality, they do not manage quality.
- No references — Cannot or will not provide references from comparable clients.
- Pressure to decide quickly — “This price expires in 7 days” is a sales tactic, not professionalism.
The Site Visit Assessment
The site visit is your opportunity to assess each provider’s competence. Rate each provider on:
- Did they arrive on time and prepared?
- Did they bring measurement tools and note-taking materials?
- Did they ask intelligent questions about your requirements?
- Did they identify things you had not considered?
- Did they demonstrate knowledge of your sector?
- Were they professional in appearance and demeanour?
- Did they explain their approach clearly?
- Did they discuss TUPE proactively (if applicable)?
Reference Checking
Contact at least 2 references for your top 2 providers. Ask referees the same questions for consistency:
- How long have you used this company?
- Has quality been consistent throughout?
- How responsive are they to complaints?
- Has there been any issue with staff turnover on your site?
- Do they meet their SLA commitments?
- Would you recommend them?
- Is there anything you would change?
For a deeper dive into provider selection criteria, see our 10-point guide to choosing a cleaning company.
Post-Evaluation: Award and Mobilisation
After scoring, the highest-scoring provider is invited to contract negotiation. Key steps:
- Inform the successful provider and agree contract terms
- Agree the SLA and performance metrics
- Agree the mobilisation plan and TUPE timeline (see our TUPE guide)
- Inform unsuccessful providers with brief feedback
- Execute the contract and commence the transition
- Monitor performance closely during the first 90 days (see our switching provider guide)
Frequently Asked Questions About Cleaning Tender Evaluation
How should I score a cleaning tender?
Use a weighted scoring matrix: quality of proposal (20%), staffing plan (15%), quality management (15%), experience and references (15%), TUPE/transition (10%), compliance (5%), and price (20%). Score each criterion 1–5, multiply by the weighting, and compare totals.
What should I weight more: price or quality?
Use a 60:40 or 70:30 quality-to-price split. The cheapest provider almost always leads to poor quality. The most economically advantageous tender (MEAT) approach balances quality and price for the best overall value.
What red flags should I watch for in cleaning tenders?
Price 30%+ below competitors, no site survey, generic proposals, no insurance certificates, vague staffing plans, no quality system, no references, and pressure to sign quickly.
How important is the site visit when evaluating tenders?
Essential. Any company that tenders without visiting is guessing. The quality of their questions reveals their experience. Good providers will notice things you have not considered and ask about occupancy, floor types, access, security, and specialist requirements.
Should I invite tenderers to present their proposals?
For contracts above €50,000/year, yes — invite the top 2–3 to present. It lets you assess the team, ask detailed questions, and evaluate their understanding. For smaller contracts, telephone clarification is usually sufficient.
How many companies should I invite to tender?
3 to 5 companies. Fewer than 3 gives insufficient competition. More than 5 is administratively burdensome and may deter quality companies from investing time. All providers should tender against the same specification.