- Compare the same scope and period; avoid counting included items twice.
- Statutory benefits apply even when they are not itemized.
- A low rate warrants questions; it does not prove noncompliance.
The short answer
Ask for every quote to be broken down into the same line items: direct labor and social contributions, supervision, supplies and consumables, equipment and machinery, uniforms and protective equipment, administration and profit, and taxes. Then compare line item to line item, not total to total. If a proposal is not itemized, or is itemized in a way you cannot compare, that is the first question to raise.
Price components
The following table describes what each line item usually contains and what to ask. It does not indicate what any item should cost: that depends on scope, schedules, facilities, and frequency.
| Line item | What it covers | What to ask |
|---|---|---|
| Direct labor | Wages for staff assigned to the site, by shift and headcount | How many people, on which shifts, and at what base wage? Does this include coverage for absences, rest days, and vacations? |
| Social contributions and benefits | Social security contributions, housing contributions, year-end bonus, vacation, vacation premium, and profit sharing where applicable | Which benefits are included, and what contribution base wage is used? How are the year-end bonus and vacation prorated? |
| Supervision | Person who coordinates, checks quality, and handles incidents | Is the supervisor dedicated or shared? How often do they visit the site? Is this included in the price? |
| Supplies and consumables | Chemicals, bags, mops, microfiber cloths, and paper or soap if agreed | Which supplies are included and excluded? Is there a consumption limit? Who provides restroom consumables? |
| Equipment and machinery | Vacuums, scrubbing, floor scrubbers, carts, ladders; depreciation and maintenance | What equipment stays on-site? Is it owned or rented? Who repairs and replaces it? |
| Uniforms and protective equipment | Workwear, gloves, footwear, and protection appropriate to the area | How often are they replaced? Is specific protection provided for chemicals or work at height? |
| Training and safety | Orientation, chemical handling, site procedures | Who provides training, and how is it documented? Is it included or an additional charge? |
| Administration and profit | Contract management, payroll, invoicing, reports, and the provider’s margin | How is this line item presented? Does it change if the scope changes? |
| Insurance and guarantees | Liability coverage and surety bonds, if required by the contract | What coverage is included, for what amount, and in whose name? |
| Taxes | VAT on the service and any applicable withholdings | Does the quoted price include or exclude VAT? Do withholdings apply, and how are they reflected on the invoice? |
| Additional services | Deep cleaning, windows, work at height, events, contingencies | Which are outside the base price, and how are they quoted? |
Labor and coverage
Justified staffing levels, contributions, benefits, and substitutes.
Operations
Supervision, supplies, machinery, and protection.
Management and taxes
Administration, profit, and applicable taxes. No market cost ratios.
Labor: the line item that best explains differences
Human labor is the central input in a cleaning service, so differences in how it is calculated have a major effect on the total. Three concepts deserve attention because they are most often omitted or oversimplified.
Wages and contribution bases. The minimum wage is set by resolution of the National Minimum Wage Commission and published in the DOF; check the current figure directly in those official sources and ask the provider which base wage and contribution base wage it used to calculate its proposal. Obligations to register workers, report wage changes, and remit employer and employee contributions are set out in Article 15 of the Social Security Law. In addition, the occupational risk insurance premium depends on each company’s risk classification and claims history (Arts. 72–74 of that law), so it is not identical across providers. Ask which rate they apply.
Minimum benefits under the Federal Labor Law. The LFT establishes, at a minimum, annual paid vacation starting at 12 working days after one year of service and increasing with seniority (Art. 76); a vacation premium of at least 25% of wages corresponding to vacation (Art. 80); and a year-end bonus of at least fifteen days’ wages, payable before December 20 (Art. 87). Employee profit sharing is governed by Articles 117–121. These items apply even when not shown separately: if a quote does not mention them, ask where they are included.
Absence coverage. Someone assigned to a shift does not work every day of the year: there are rest days, vacations, and absences. Ask how the provider covers those gaps, because the answer determines whether service remains uninterrupted or the cost reappears later as an extra charge.
Line items worth checking
As a practical checklist, not a market statistic, verify that the following line items appear:
- Supervision assumed to be included but not described.
- Restroom supplies (paper, soap) assumed in the scope but not in the quote.
- Replacement of uniforms and protective equipment.
- Machinery maintenance and replacement.
- Substitute coverage for rest days, vacations, and absences.
- Additional services outside the base price with no charging criteria.
- VAT not clarified in the quoted price.
A missing line item does not prove the provider has not accounted for it: it may be included in the price without being named. Lack of precision can make it harder to enforce and demonstrate what was agreed; applicable legal obligations remain even when not reproduced in writing. Ask for it to be stated in the proposal and contract.
How to compare three quotes
Getting quotes from at least three providers helps reveal differences in scope, not just price. For a fair comparison, give everyone the same requirements document: areas and square footage, schedules, frequency, expected headcount, who supplies consumables, and additional services. Then complete a table like the template below and mark each line item as included, excluded, unspecified, or quoted separately.
Two practical rules:
- Compare scope before price. If one proposal includes supervision and another does not, the totals are not comparable until you add or subtract that line item.
- Convert everything to the same basis. Including or excluding VAT, monthly or per shift, with or without supplies. A per-shift quote and a monthly quote cannot be read the same way.
If the provider, whether an individual or legal entity, supplies specialized services subject to registration, also confirm its enrollment in the STPS registry; Article 15-D of the CFF (Federal Tax Code) makes the tax treatment of these payments conditional on the contractor holding the registration required by Article 15 of the LFT and complying with the Income Tax Law and VAT Law. Your tax team is responsible for interpreting this for your company.
When a low price warrants questions
A price significantly below the others is not, on its own, proof of anything: it may reflect a narrower scope, greater efficiency, a different cost structure, or a calculation error. It is, however, a reason to ask questions. Some useful questions:
- Which line items in the table above are included and excluded?
- What contribution base wage was used to calculate social contributions?
- How do you cover substitutes, vacations, and the year-end bonus?
- What happens with supplies and equipment if consumption exceeds expectations?
- What extra charges may arise during the contract, and how are they approved?
The reason to insist is contractual: Article 14 of the LFT provides that a client engaging a contractor that fails to meet its labor obligations is jointly and severally liable to the workers involved. Asking precise questions before signing is part of managing that risk; your legal team must assess its extent in your case.
The cost of choosing solely by the total may appear later as staff turnover, coverage gaps, additional charges, or your team’s time handling incidents. This does not mean the most expensive option is best: it means the criterion is total cost for a defined, verifiable scope.
Cautions
Quote comparison template
Mark each cell: I included, E excluded, N not specified, A quoted separately. Enter the amount when itemized by the provider.
| Line item | Quote A | Quote B | Quote C | Open question |
|---|---|---|---|---|
| Headcount and shifts | ||||
| Base wage and contribution base wage | ||||
| Social contributions and benefits | ||||
| Coverage for rest days, vacations, and absences | ||||
| Supervision (dedicated or shared) | ||||
| Cleaning supplies | ||||
| Restroom consumables | ||||
| Equipment and machinery (owned or rented) | ||||
| Uniforms and protective equipment | ||||
| Training and safety | ||||
| Insurance or surety bonds | ||||
| Additional services | ||||
| Administration and profit | ||||
| VAT and withholdings | ||||
| STPS registration and compliance evidence | ||||
| Comparable total |
*How to use: send the same requirements document to all providers, complete the table with their written responses, and resolve every "N" before comparing totals.*
Institutional cleaning pricing is easier to understand when broken into line items. Labor and its associated contributions are the foundation; supervision, supplies, equipment, and protection complete the service; and administration, profit, and taxes round out the total. Comparing on a common basis and asking about what is not in writing is worth more than chasing the lowest number.
Sources
Bring this guide to your next decision.
Use the template in your next request for quotation. To request a quote from SELIMEX, visit the quote page; to learn how work is organized, see the how we work section.
