The short answer
Convert every bid to an annual cost per building per service, fill the scope gaps, pull add-ons and mobilization onto their own lines, check the contract terms, then compare the risk each vendor carries, not just the price.
Step 1: Build a comparison grid
One row per building and service, one column per bidder. Everything below goes into that grid.
Step 2: Annualize
| Quoted as | Annual cost |
|---|---|
| Per visit | Price per visit x visits per year + add-ons + mobilization |
| Annual total | Total + anything priced separately |
| Per unit (square foot, pane, linear foot) | Rate x quantity x visits per year |
| Hourly | Rate x estimated hours x visits; ask for a not-to-exceed |
Step 3: Close the scope gaps
- Same services and cadence for every bidder
- Same quantities: ask anyone who assumed different ones
- Inclusions and exclusions spelled out
- Missing items priced by the vendor who left them out
Step 4: Pull out add-ons, mobilization and terms
- Add-ons such as screens, tracks, hard-water removal or first-time cleans as their own lines
- Mobilization and setup charges
- Term, escalators and any surcharges. See escalators, fuel surcharges and contract terms.
Step 5: Compare the risk
- W2 employees or subcontractors?
- General liability and workers comp, with a certificate of insurance naming the property?
- A site-specific safety plan for at-height work?
- Technicians certified before at-height work?
- How roof anchors and their paperwork are handled?
A bid that is lower because these are missing moves the risk to your property.
Red flags
- A total with no breakdown
- No quantities, or quantities far off the others
- A slow or missing certificate of insurance
- Vague answers on safety or who does the work
Prevent it next time
Send one scope and one bid form. See how to write an RFP for commercial exterior services and why window cleaning bids vary so widely.
Plan the whole program with the Exterior Maintenance Planning and Budgeting guide, or share your buildings and we will turn them into a tailored annual plan and a quote.
