Commercial cleaning bid template — Richmond, VA
Richmond’s cleaning market is defined by three distinct layers: the state government corridor on Capitol Square and along the James, the VCU Health and Bon Secours medical belt, and the Henrico-Chesterfield suburban corporate market that functions as a de facto second metro. State agency cleaning contracts in Virginia follow a competitive sealed-bid process administered through the Department of General Services; they pay above commercial rates but demand strict SWaM (Small, Women-owned, and Minority-owned Business) certification documentation. Virginia’s minimum wage reached $12.41/hr in January 2026, making it one of the higher Southern state floors.
Virginia Labor Cost Inputs
BLS OEWS May 2024 (SOC 37-2011) puts the Richmond MSA mean in the $14.50–$15.50/hr range. Virginia minimum wage: $12.41/hr per the Virginia Department of Labor and Industry. See the wages breakdown for the Richmond MSA.
Burden math on a $15/hr Richmond base: FICA 7.65% = $1.15; FUTA/SUTA ~2.5% = $0.38; Virginia workers’ comp for janitorial approximately $2.00–$2.50 per $100 payroll per the Virginia Workers’ Compensation Commission; health insurance ~$3/hr; vacation ~4–5%. Total burden: 27–32%, loaded rate near $19–$21/hr.
Sample Scope of Work: Class B Office Building
Hypothetical 38,000 sq ft Class B building in downtown Richmond or the Innsbrook Corporate Center. Virginia’s Mid-Atlantic climate means humid summers and occasional ice storms in January and February.
| Task | Frequency | Notes |
|---|---|---|
| Restroom service + restock | 5x/week | Full Monday detail; summer humidity raises odor risk |
| Lobby and entry service | 5x/week | Ice-melt Jan–Feb; pollen heavy Apr–May |
| Common-area vacuuming | 5x/week | HEPA filter during pollen season |
| Hard-floor auto-scrub | 2x/week | Extra cycle during winter ice-melt weeks |
| Breakroom and kitchenette | 5x/week | Refrigerator monthly; pest protocols in summer |
| Conference room reset | 5x/week | Whiteboard, AV, glass surfaces |
| Day-porter coverage (4 hr) | 5x/week | Lobby and restroom mid-day; state building visitors elevate traffic |
| High-dusting: vents and ledges | Monthly | VCU Health buildings audit HVAC quarterly |
| Carpet extraction (full) | 2x/year | Spring post-pollen; fall; separate bid line |
| Entry mat exchange | 2x/week Oct–Apr; monthly May–Sep | Separate line item |
Richmond Going Rates: Class B Office and Day Porter
Downtown Richmond Class B commands $0.08–$0.12/sq ft/month for 5x/week. Innsbrook and West End suburban: $0.07–$0.10. Chesterfield and Henrico County: $0.07–$0.09. Day-porter bill rate: $20/hr x 2.3 = approximately $46–$48/hr; 4-hr/day porter near $960/month. Build pricing with the production rate calculator. Medical office adds +20–30%; state agency contracts typically pay 15–25% above commercial going rate.
Virginia Licensing and Insurance Requirements
Virginia requires a contractor registration card through Virginia DPOR for some service contractor categories. Richmond and Henrico require local business licenses. Workers’ comp: Virginia Workers’ Compensation Commission; private carriers permitted. GL minimums: $1M/$2M for Class B; $2M/$5M for hospital systems and state agency contracts. Bonds of $10,000–$25,000 standard; state contracts require performance bonds at 10–20% of contract value.
State Contracts and SWaM Certification
Virginia state agency cleaning contracts are bid through the Virginia Department of General Services and carry SWaM preference points. SWaM certification is administered through the Virginia SBSD and takes 60–90 days. Federal contracts at Richmond federal buildings and VA facilities require SCA compliance; wage determinations at SAM.gov. SCA guidance: dol.gov/agencies/whd/government-contracts/sca. Janitorial union presence in Richmond is weak.
What Richmond Buyers Expect in a Bid Response
- Monthly base service: labor hours by position at loaded rate.
- State contract addendum: SWaM certification documentation and eVA vendor registration for state agency bids.
- Supplies schedule: consumable unit prices.
- Equipment depreciation: 36-month amortization.
- Insurance allocation: GL, workers’ comp, and bond pro-rated to account.
- Overhead and margin: 12–18% overhead; 8–14% profit; pass-throughs quoted separately.
Bid Walk Checklist: Richmond MSA
- Confirm eVA vendor registration for any state agency buildings; Virginia purchases through the eVA procurement system and requires active vendor status at award.
- Check SWaM certification status before bidding state buildings; 60–90 day lead time makes last-minute certification impossible.
- Walk freight elevator and dock access; historic downtown Richmond buildings often have tight freight access.
- Note pollen season (April–May); lobby glass and mat exchange run at a higher frequency during peak.
- Ask about VCU Health or Bon Secours building tenant floors; medical tenants require separate scope documentation.
State Contract Premium vs. SWaM Documentation Burden
Virginia state agency cleaning contracts pay 15–25% above commercial going rates for comparable scope. The tradeoff is documentation burden: eVA vendor registration, SWaM certification, performance bond, and quarterly performance reporting requirements add administrative overhead that can consume 2–4% of contract revenue. BSCs entering the Richmond state contract market without SWaM certification compete at a 5–10% scoring disadvantage on evaluated bids. Get the certification first, then bid. The account profitability auditor can model net margin on state contracts after compliance overhead is factored in.
Primary Sources
- BLS OEWS SOC 37-2011 (Janitors and Cleaners)
- Virginia DOLI, Minimum Wage
- Virginia Workers’ Compensation Commission
- Virginia SBSD, SWaM Certification
- US DOL, Service Contract Act
- SAM.gov, SCA Wage Determinations
Build your Richmond accounts with the Opora bid generator. For VCU Health and Bon Secours hospital accounts, see the healthcare cleaning hub. Check per-clean vs. hourly structures with the per-clean vs. hourly calculator.
By the Opora Editorial Team · Last updated: 2026