Public and private tenders are one of the most important ways for building cleaning companies to acquire new clients and secure long-term contracts. But what exactly is a tender, what components does it include, and what are its advantages and disadvantages? In this article, we explain everything you need to know about tenders in the building cleaning sector and provide valuable tips for successfully participating in and winning them.

1. What is a Tender?

A tender is a formal process in which clients (e.g., public institutions, companies, or housing associations) award services or products through a structured application process. The goal is to compare various providers and select the most economical and highest quality offer.

Tenders are particularly common in the public sector, as public contracting authorities are legally obliged to publicly tender contracts above a certain value threshold. Private companies, however, often use tenders to ensure they receive the best terms for their services.

2. What Does a Tender Include?

A tender for building cleaning services typically consists of several components:

• Scope of Services: This section describes in detail which cleaning services must be provided, which areas are to be cleaned, and which standards must be met.
• Tender Conditions: These include the general legal and organizational framework conditions of the tender, such as participation requirements and deadlines.
• Pricing Schedule/Calculation Scheme: Bidders must present their prices transparently and often submit a detailed calculation.
• Evaluation Criteria: This section explains the criteria by which the best offer will be selected. In addition to price, quality, sustainability, and references often play a role.
• Contract Terms: These regulate, among other things, the contract duration, termination conditions, and potential contractual penalties.

3. Advantages and Disadvantages of Tenders

Advantages:

• New Business Opportunities: Tenders offer the opportunity to win large and long-term contracts.
• Fair Competition: Since all bidders receive the same information, there are transparent conditions for everyone.
• Planning Certainty: Public contracts, in particular, are often long-term, ensuring a stable order situation.

Disadvantages:

• Significant Bureaucratic Overhead: Participating in tenders requires extensive documentation and can be time-consuming.
• Price Competition: Many tenders are primarily decided by price, which can lead to significant price pressure.
• Uncertainty: Even with significant effort, there's no guarantee of winning the contract.

4. How to Win a Tender in Building Cleaning?

To successfully participate in tenders, a strategic approach and careful preparation are crucial. Here are some tips:

4.1 Finding the Right Tender

Use platforms such as the German Procurement Portal (DTVP), TED (Tenders Electronic Daily), or specific tender portals for building cleaning to find suitable tenders. Ensure that the contract matches your company's size and capacity.

4.2 Careful Bid Preparation

• Obtain documents in good time: These include proofs such as commercial register excerpts, certificates of good standing from social security institutions, and references.
• Realistic Costing: Accurately calculate your costs to submit a competitive yet profitable bid.
• Create Customized Bids: Standardized bids are often less successful. Highlight special qualifications and unique selling points.

4.3 Emphasize Quality and Sustainability

Price isn't everything! Many tenders also evaluate criteria such as:

• Sustainable cleaning methods
• Staff qualifications
• Use of eco-friendly cleaning products

4.4 Strictly Adhere to Formalities

Many companies fail not due to price, but due to formal errors. Read the tender documents carefully and ensure that all required documents are submitted correctly and completely.

4.5 Follow-up and Improvement

If you don't win a tender, request feedback to optimize your bid for future tenders.

Conclusion

Tenders in building cleaning offer enormous opportunities, but require a well-thought-out approach and thorough preparation. Those who familiarize themselves with the requirements early, calculate strategically, and present themselves professionally can secure long-term and lucrative contracts for their company.