The ServiCost Story
AI-assisted bid pricing for commercial cleaning

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The problem

Most janitorial bids are still priced in spreadsheets.

Built by hand, one bid at a time.

Today

One spreadsheet carries a three-year contract.

Formulas break Copied by hand Re-keyed No history No trail No AI

One workflow

ServiCost takes every bid from RFP to award.

AI reads and analyzes. Your rules set the price.

Read the RFPGo / no-goWin strategyBuildPrice and approveWin and learn

RFP intake

Upload the RFP. ServiCost reads every file.

All files and addenda in one place.

Drop the RFP package AI reading 14 files · 212 pages PDFWXP

RFP summary

AI summarizes a 212-page RFP on one page.

Every value cites its source page so the team can verify it.

PDFXWPPDFWXPDF 212 pages14 files EXECUTIVE SUMMARY Halvorsen Aerospace 4sites 1.15Msq ft 3 + 2year term Nov 15due SCOPE Nightly cleaning, day portersCleanroom protocols at 1 site WATCH One union site · 30-day start RECOMMENDATION Pursue · $184,720/mo $0.16/SF

Ballpark price

A ballpark price in minutes, before you build the bid.

Low, expected and high, using your wages, margins and production rates.

Ballpark range · 1,154,500 sq ft Low$157,000a month$0.136/SFAnnual$1.88MCrews work25% faster EXPECTEDYour crew plan$184,720a month$0.160/SFAnnual$2.22M3-year value$6.65M High$219,800a month$0.190/SFAnnual$2.64MLabor hours25% more

Go / no-go

A go / no-go score on every RFP.

The same questions on every bid, so the team spends its time on work it can win.

78 GO Scope fit Relationship Capacity Margin room Competition A deal-breaker stops the bid, whatever the score

Win strategy

AI drafts your win strategy before you price.

Built from the RFP, the site tour and your answers. You decide.

How the FM scores itOur playPrice40%Within 2% of the incumbentQuality program25%Quality you can measureManagement20%Responsive local managementKPI reporting15%A live KPI dashboard60% of the score is not price.

Build

One click staffs and prices every site.

Staffs every site, applies the RFP scope and fills wages. Anything that needs a person waits for sign-off.

Build and price 4 sites Every site staffedProduction rates, benchmarks, ISSA or APPARFP scope appliedPorter hours, floor care, consumables, named rolesWages filledYour tables first; AI researches the gapsUnion and prevailing wage foundHeld for your sign-off before it goes out

Staffing

Auto-staff every building, or staff it yourself.

Sized from your production rates or ISSA and APPA standards, or staffed by hand.

Supervisor · 11 to 26 staff Leads · 21 to 8 cleaners Cleaners · 16 40,000sq ft per FTE In ISSA range Day porters · 5 128,000sq ft per FTE In ISSA range Floor techs · 3 213,000sq ft per FTE In ISSA range 640,000 sq ft · 27 people

Benchmarks

Every crew checked against your rates and industry benchmarks.

Your rates, your past wins and industry standards.

Cleaners · sq ft per FTEeach source's range 30,00040,00050,000 40,000 Production ratesyour sq ft per hour Your past bidswon work like this ISSA timescleaning time standards APPA levelhow clean, by area Level 2 ISSA and APPA figures come from your licensed tables.

Space types

Productivity rates built in for every space type.

HealthcareSF per FTE
  • Medical office32k
  • Exam and procedure18k
  • OR, terminal clean8k
  • Sterile processing10k
AerospaceSF per FTE
  • Hangar, high bay150k
  • FOD-controlled floor45k
  • Static-safe assembly25k
  • Secure, U.S. personspriced
Life sciencesSF per FTE
  • Lab, floors and trash30k
  • Lab, full service20k
  • GMP Grades D, C, B9k · 6k · 3k
  • Vivarium10k
MunicipalSF per FTE
  • City living-wage floorchecked
  • Prevailing wagechecked
  • Public restrooms8k
  • Detention areas15k

SF per FTE: cleanable square feet per cleaner per 8-hour shift. Set from your production tables.

Site tour

Site tour notes from your phone, straight into the bid.

Capture notes and photos by area. No retyping.

Floor plan · Building 7 LobbyOfficesRestroomsBreak roomReception 1 2 3 Site tour 1 · LobbyMarble floors 2 · Restrooms42 fixtures 3 · Break roomNeeds a porter + Photo or note

Wages

AI researches market wages for every metro.

AI reads current job postings, including competitors', and checks them against government wage data. You approve the rate.

SeattlePrevailing · $26.40 Los AngelesUnion · $24.10 + H&W PhoenixNon-union · $17.25 DallasNon-union · $15.80 ChicagoUnion · $22.95 New YorkUnion · $27.50 AI read 46 live postings this weekCompetitors and job boards UnionNon-unionPrevailing wageSample rates

Wages and union contracts

AI reads union contracts into your wage table.

Wage zones, tenure steps and dated raises, read by AI and approved by you. Prevailing wage and living-wage floors checked on every site.

PDF Union contract 84 pages Wage scale, Article 12Raises each July 1Health and welfare fundPension, holidays, sick days UNION RATES · FILLED BY AI Los Angeles · cleaners 202620272028 Hourly wage$24.10$24.85$25.60 Health care$5.15$5.40$5.65 Pension$1.10$1.15$1.20 Health care and pension: per hour worked Paid holidays10 a year Sick days6 a year Every figure cites its page · you approve

Cost build

Every cost line calculated from your rules.

State payroll burden built in. Same inputs, same price.

Monthly price $182,400$/mo% of price Hourly labor$110,00060.3%Mgmt. and supervision$15,6508.6%Chemicals and supplies$3,8502.1%Consumables$7,1003.9%Site operating expenses$4,3682.4%Subcontracted services$2,4001.3%Equipment and transition$6,2003.4%Corporate overhead$18,24010.0%Profit$14,5928.0%

Multi-site, multi-state

Built to scale. Price 100 sites with one click.

No copied tabs, relinked formulas or site-by-site rework.

ONE BID$952,400/mo 61 sites · 30 cities Every site priced · one bid

RFPs and price requests

Price requests get a faster path than RFPs.

For a quick ballpark, skip straight to build and price.

RFPRead the RFPGo / no-goWin strategyBuildPrice and approvePROPOSALPRICE REQUESTBuildPrice and approveBUDGETARY ESTIMATESame engine. Win rate counts RFPs only.

Price targets

See where your price lands against the target.

Set a target from the client budget, the incumbent price or your $/SF benchmarks.

$200k$190k$180k$170k$160k$150k $186,000 Target $182,400 Our price 1.9% under $0.158 per sq ft Benchmark high · $0.170/SF Benchmark low · $0.145/SF

Target price solver

The target solver shows every way to hit a number.

Ranked by risk. One click applies the choice to every site.

Target $175,000 Option 1Lower profit8.0% to4.5%Low risk Option 2Raise productivity4,000 to4,200sq ft an hourModerate Option 3Lower wagesUnion site:the contract sets wagesBlocked

Review

Built-in review flags every issue before you submit.

Checked against your rules. Each issue links to the fix.

Wage below the union rateBuilding 7 Fix Large site, no day porterBuilding 5 Fix Window cleaning: no subcontract quoteBuilding 3 · in the RFP scope, priced at $0 Fix 38 checks passed

Approval

Built-in approvals before any price goes out.

EstimatorSubmitted Sales leaderSigned Operations leaderSigned Finance leaderSigned How this pricewas built Approved · $182,400 a month · locked

Submit

AI puts your price into the client's pricing form.

The tool checks that every total ties out.

ServiCost JanitorialDay porterSuppliesFloor care $182,400 Client_Pricing_Form.xlsx AB 1234567 Service lineMonthly Routine cleaning$150,280 Day porter$16,840 Consumables$10,950 Floor care$4,330 Total$182,400 Ties out ✓

Won

Won bids send budgets straight to operations.

Sustaining and transition budgets, with no re-keying.

Won · $182,400 a monthSustaining budgetTo operations and financeStaffing by position: people and FTESchedules: hours a day, days a weekWage rates by positionPayroll taxes, insurance and benefitsSupplies and consumablesSite expenses and subcontractsMonthly P&L by site and yearOperating contribution to run toTransition budgetTo the transition managerRecruiting and hiringBackground checks and badgingUniforms, orientation and trainingEquipment to buyOpening supplies and closet setupManagement overlapTechnology and systems setupWhen each one is needed

KPI dashboard

A KPI dashboard for win rate, pipeline and renewals.

Win rate, pipeline, renewals and $/SF, by FM, sales lead, region, client and industry.

RFP performance AI insights 96%OF GOAL NEW BUSINESS$120k/moahead of pace 61%KEPT RENEWALSGoal 90%$51k/mo lost Win rateWonPipelineAvg won $/SF 44%$268k/mo$444k/mo$0.161 Won and win rate by quarter

AI insights

AI reads your bid history and shows what to change.

Where you win and where margin slips. Ask questions in plain English.

What margin wins us work?

Competitive bids win near 4.6% profit. Every bid at 10% and up was lost. Hold your margin where you already have the relationship.

Why do we keep losing FM-led bids?

Which building types should we chase?

Are our renewals priced too high?

AI in ServiCost

What AI does in ServiCost.

  • Reads the RFP and cites the page for every value
  • Researches market wages for every metro
  • Reads union contracts into the wage table
  • Drafts the win strategy from the RFP and past wins
  • Fills the client's pricing form
  • Finds patterns in your wins and losses

AI in ServiCost

What AI does not do.

  • Calculate the price. Your rules do.
  • Approve wages or union rates. Your team does.
  • Make the go / no-go call. Your team does.
  • Send a price without sign-off. Your leaders do.

Same inputs, same price. Every number traces to a rule.

Who built it

Built by someone who has won these bids.

Mike has priced thousands of RFPs and RFQs over more than a decade at a national janitorial contractor, working with CBRE, JLL and Cushman & Wakefield.

Apple
Amazon
Boeing
Eli Lilly
Johnson & Johnson
Pfizer
Genentech
Roche
AbbVie
Amgen
Anthem
Rolls-Royce
General Motors
Fiat Chrysler (FCA)
and many more

Facility managers

CBRE
JLL
Cushman & Wakefield

Out of spreadsheets.
Into one pricing system.

Bid smarterPrice fasterGrow profitably

ServiCost