A combined cleaning price can hide a difference at one location. One offer may include the first clean but exclude periodic floor work. Another may show a monthly fee for one address and a visit rate for the next. Before comparing totals, put the actual offers onto the same stated period and task schedule.
Use this worksheet with the multi-location planning guide. It does not supply a cleaning rate, decide how many visits a property needs or choose a provider. The useful result is a comparison you can return to each respondent with specific questions.
1. Set one comparison period
Write the start and end of the period being compared. Copy the service dates or visit counts each respondent has actually priced. Do not turn a weekly description into a monthly total by assuming every month contains the same number of visits.
If a quote gives a fixed amount for the entire period, record that amount once. If it gives a rate per visit, multiply that rate by the confirmed visits in the period. If the price is hourly or its unit is unclear, leave the conversion unresolved until the respondent supplies the relevant quantity and unit.
Use site labels such as Office A and Shop B. Addresses, access codes, staff names and confidential documents are unnecessary on the working sheet.
2. Confirm the scope before adding prices
For each location, keep the rooms, tasks, visit schedule, access window and supplies responsibility alongside the figures. Mark an item as included, additionally priced, excluded or awaiting confirmation. Included does not mean free; it means its charge is already within another identified amount.
The existing cost guide explains the room, access and recurring-versus-periodic questions. This sheet records their actual answers. A completed total cannot repair a missing room or turn an excluded task into included work.
If one respondent quotes only a combined portfolio fee, retain it as a combined fee. Do not invent an allocation to each address. Ask how that amount changes when a location starts later, closes or leaves the agreement.
3. Fill the comparison sheet
Copy this block for each location and each offer:
Location and offer reference
- Site label: __________
- Quote reference/version and comparison period: __________
- Same rooms, tasks and service dates confirmed: yes / no / unresolved
- Recurring charge: fixed for the stated period / per visit / unresolved
- Quoted recurring amount or visit rate: __________
- Confirmed visits when a visit rate applies: __________
- Recurring amount for this period: __________
Additional work and adjustments
- Initial clean: already included / additionally priced / excluded / unresolved
- Periodic tasks in this period: task, agreed count and quoted charge: __________
- Consumables or other required items: included / priced separately / excluded / unresolved
- Explicit additional charges not already counted: __________
- Explicit quoted credits not already deducted: __________
- Unpriced or unmatched items and the respondent who must clarify them: __________
Portfolio check
- Combined fee, if the offer uses one instead of separate site recurring charges: __________
- Known subtotal for the same period and stated price basis: __________
- Locations, tasks or dates that differ between offers: __________
- Outstanding amount or scope questions: __________
- Comparison complete, or needs clarification: __________
Keep a combined recurring fee separate from location charges it already includes. Likewise, do not add an initial clean, supplies or periodic work again when their charge is already in an identified total. Use the same stated tax and currency basis; ask for clarification rather than calculating an assumed tax treatment.
4. Use a known subtotal honestly
For separately priced sites, add the confirmed recurring amounts. Then add only separately quoted initial or periodic work and other explicit additions, and subtract only explicit credits not already reflected in those amounts.
For a combined recurring fee, use that fee instead of adding the site recurring amounts. Keep its location coverage beside it. A combined price does not create a missing site-by-site scope.
An unresolved required charge stays unresolved. You may record the sum of known amounts as a known subtotal, but do not label it the complete comparable price. An excluded required task is also a scope difference, even if every displayed number can be added.
5. A worked comparison with an unresolved item
The following invented figures illustrate the sheet. They are not Vancouver rates, actual proposals or a recommendation.
For one stated period, Offer A prices Office A at $120 for each of eight confirmed visits: $960. Shop B is $90 for each of nine confirmed visits: $810. An additional initial clean is $200 and two separately priced periodic tasks cost $150 each. Its known subtotal is $2,270.
Offer B quotes a combined recurring fee of $2,000 covering both locations and a separate $250 initial clean. Its known subtotal is $2,250, but the required periodic work has no confirmed amount. Recording zero for that missing line would make the comparison misleading. The useful next step is to obtain its scope and price, not declare a $20 saving.
If the respondents also assumed different rooms or service dates, resolve those differences before treating the totals as comparable. Neither a lower subtotal nor a more detailed sheet establishes service quality, suitability or an accepted booking.
6. Return questions, not assumptions
Keep the original offers and identify any later revision. Send the respondent the location, line and question that need clarification, without rewriting their quote as if the change were already agreed. Recalculate the same comparison period after the actual answer arrives.
For a cleaning proposal enquiry, describe the property types and the scope you need considered. The responding provider must confirm its actual coverage, work, schedule and price. Keep the working comparison and confidential quote documents under your control; this page does not require them to be submitted through the enquiry form.