Medical Office Cleaning Pricing: A Monthly Bid Built From Your Hours

How do you price medical office cleaning? (the formula)

Medical office cleaning is priced like any janitorial contract, per visit and then per month, but with a slower production rate and more supplies. Exam rooms, restrooms and disinfected touch points take longer per square foot than open desks.

1. Hours per visit = cleanable sq ft ÷ your medical production rate (sq ft per cleaner-hour).
2. Labour = hours × loaded rate (wage × (1 + burden %)).
3. Break-even per visit = labour + supplies + hours × overhead per sellable hour.
4. Price per visit = break-even ÷ (1 − margin).
5. Monthly price = price per visit × visits per week × 52 ÷ 12.
6. Price per sq ft per month = monthly price ÷ sq ft.

That is the same method as the general guide to bidding commercial cleaning jobs. What changes for a clinic is the inputs, and this page is about those. Most results for this search quote per-square-foot ranges from other companies. A range cannot tell you whether a clinic pays at your wage, speed and overhead. The arithmetic below can, and every input is an assumption you replace.

Assumptions used throughout: one cleaner at $18 an hour with 30% burden ($23.40 loaded); $29,040 of yearly overhead over 2 people × 220 days × 8 hours = $8.25 per sellable hour; a 35% target margin.

Medical office cleaning pricing calculator

The calculator prices one visit. It opens on the 6,000 sq ft medical office below. Type your own area, production rate, supplies and costs, then multiply the price by visits per week × 52 ÷ 12 for the month.

The same tool is on its own page as the free cleaning price calculator, with no signup. For the whole contract on one sheet, per visit and per month, the medical office cleaning pricing template includes medical/dental as one of its six facility types.

Worked example: how much to charge to clean a 6,000 sq ft medical office

A 6,000 sq ft medical office cleaned 5 nights a week at an assumed 2,500 sq ft per cleaner-hour comes to $139.94 a visit and $3,032.03 a month, or $0.51 per sq ft per month.

The 2,500 sq ft per cleaner-hour is a blended placeholder for the whole suite: waiting room, exam rooms, restrooms, staff room and corridors. It is not a published rate. Time your first few visits and replace it. Supplies are $15 a visit (disinfectant, liners, paper if you supply it, gloves), also an assumption. Drive time is left out; add it as hours if you have it.

Check it: 6,000 ÷ 2,500 = 2.4 hours. Labour 2.4 × $23.40 = $56.16. Overhead 2.4 × $8.25 = $19.80. Break-even $56.16 + $15 + $19.80 = $90.96. Price $90.96 ÷ 0.65 = $139.94.

Monthly: $139.94 × 5 × 52 ÷ 12 = $3,032.03. Break-even per month is $1,970.80. Over a 12-month term the contract is worth $36,384.36.

Medical office vs plain office: why the same building costs more

The same 6,000 sq ft priced as a plain office comes to $2,075.23 a month; priced as a medical office it is $3,032.03. The $956.80 a month difference is hours and supplies, not a premium added for the word "medical".

Two things slow a clinic down on these assumptions:

• Disinfectant contact time. The EPA's disinfectant guidance explains that each product has a contact time: how long the surface must stay visibly wet for the product to work, which may mean reapplying it. The label sets the minutes, and those minutes are paid hours.
• More fixtures and touch points per square foot. Exam rooms have sinks, counters, chairs and tables that an open-plan desk floor does not.

The trap is winning the clinic at your office price. If you bid $95.78 a visit and the work actually takes 2.4 hours with $15 of supplies, your cost is $90.96 and you keep $4.82 a visit, a 5.03% margin. That is $104.43 a month instead of the $1,061.23 the medical price earns.

Medical office cleaning price per square foot, by production rate

Price per square foot is a result of your production rate. Change the rate and the per-sq-ft figure moves more than any other input.

Bid at 3,000 and work at 2,500, and the contract costs you the gap every month. That is why the rate should come from timing your own visits, not from a chart. The cleaning contract pricing calculator template takes your assumed rate, compares it with the published ISSA 612 band for the building type, and shows what the difference is worth in dollars a year.

How often should a medical office be cleaned, and what does frequency cost?

The clinic sets the schedule; you price each option. Under OSHA's bloodborne pathogens standard, an employer covered by it must keep the worksite clean and sanitary and set a written cleaning schedule and decontamination method by area, surface and soil type.

The OSHA standard 1910.1030 places that duty on the employer, so ask the practice for its written schedule on the walk-through and price to it. The per-visit price stays the same; the monthly price scales with visits.

A clinic cleaned three times a week may take longer per visit than one cleaned nightly. If the walk-through suggests that, use a slower rate for the lower-frequency option.

How much do you charge to clean a dental office?

Price it the same way, and watch the short visit. A 2,500 sq ft dental office at an assumed 2,500 sq ft per cleaner-hour is 1 hour on site; add 0.5 hours of drive and it prices at $88.42 a visit, $1,149.46 a month at 3 visits a week.

Small suites are where drive time hides. Leave the 0.5 hours out and the visit prices at $64.08, which bills $833.04 a month and leaves the drive unpaid. Count it in the hours, or set a minimum charge per visit.

How long does it take to clean a 1,000 sq ft office? At an assumed 2,500 sq ft per cleaner-hour, 0.4 hours, about 24 minutes, plus drive. At 3,500 it is about 17 minutes. Your timed rate decides it.

The mistakes that sink medical cleaning bids

Using an office rate, multiplying by 4 weeks, and adding margin as markup. Each one bills less than the costs need.

The × 4 error alone is $233.23 a month. Markup vs margin is covered in the markup vs margin guide. A fourth cost is easy to forget: where your cleaners have occupational exposure to blood, the same OSHA standard requires their employer to provide training at assignment and at least annually, and to offer hepatitis B vaccination at no cost to the employee. That is overhead, so put it in your yearly overhead figure.

Calculator, bidding software or spreadsheet?

Use whatever makes you state a medical production rate and converts visits to months with × 52 ÷ 12. The tool matters less than those two numbers.

The $39 template shows break-even per visit and per month, the monthly price, annual contract value, an "am I underpricing?" check on the figure you were about to quote, and a labour-share check. For the proposal document itself, see the commercial cleaning bid template guide. Want it built around your own rates? The done-for-you custom build is $497.

What to put in your medical office cleaning price sheet

Enter the inputs once and let formulas do the rest. Layout: B2 = cleanable sq ft, B3 = medical production rate, B4 = wage, B5 = burden %, B6 = supplies per visit, B7 = yearly overhead, B8 = people in the field, B9 = billable days, B10 = margin %, B11 = visits per week.

• Cleanable sq ft by area type: exam rooms, restrooms, waiting room, offices.
• A separate timed rate for each area type, blended into one rate.
• The clinic's written cleaning schedule, copied into the scope.
• Disinfectant products and their label contact times.
• Supplies per visit, including gloves and liners.
• Training and vaccination costs inside yearly overhead.
• Periodic work (floor care, carpet) priced as separate jobs.

Step-by-step: Medical Office Cleaning Pricing: A Monthly Bid Built From Your Hours

1. Walk the suite. Measure cleanable square feet by area type, count sinks and restroom fixtures, and ask for the practice's written cleaning schedule.
2. Set a medical production rate. Choose sq ft per cleaner-hour for the whole suite, slower than a plain office, ideally from timing your own visits.
3. Price one visit. Hours × loaded rate + supplies + hours × overhead per sellable hour = break-even. Divide by (1 − margin).
4. Convert to a monthly price. Multiply the visit price by visits per week × 52 ÷ 12. Never × 4.
5. Check price per sq ft. Divide the monthly price by square feet. If it looks off, check your production rate before changing the margin.
6. Write the proposal. List scope by frequency, the monthly price, term, exclusions such as biohazard cleanup, and periodic work priced separately.

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