Janitorial contracts tend to come in all shapes and sizes. This can cause confusion for some facility owners and managers and confusion invariably leads to misunderstandings and problems. To help prevent this, here are some things we suggest you look for in a janitorial contract.
The Basics in a Janitorial Contract
The name of the company and the name of the owner(s) of the company. If this is a corporation, the president or CEO of the company.
The address of the company.
Complete contact information, including phone and fax numbers, as well as emails.
A business license number.
This may be listed in the contract as the “scope of services” or the “frequency of services.” Either way, it contains an itemization of all the cleaning tasks that will be performed and how often.
It should also list what will not be cleaned. For instance, the contract may stipulate that desks will be cleaned/sanitized “if cleared.” If the desk is not cleared, then the cleaning professional will not disturb the desk but will clean those areas that are accessible.
When the work will be performed. Some facility owners/managers want cleaning work to be performed during specific hours. If this is something you require, make sure it is in the agreement.
Some cleaning tasks may indicate they are performed weekly, monthly, or quarterly. You may want this to be more specific. For instance, you might stipulate that ” floor burnishing will be performed the first Monday of every week.”
Janitorial Contracts and Supplies
Many facilities are now cleaned using green cleaning products. If this is true in your facility, and the cleaning contractor is to provide their own cleaning supplies, make sure this is written into the contract and that all cleaning solutions be green certified.
There are several certification agencies. Because of this, specify that it is a leading, well-respected certification agency such as Green Seal, Greenguard, UL Environment, and EcoLogo, which is now part of UL Environment.
Also, make sure it is clear what the contractor will not provide for the facility. This might include paper products, liners, and similar supply items.
Professional cleaning workers are professional because they have been trained how to clean. For instance, at Secure Clean, we have developed our own in-house training manual, instructing our custodial workers in cleaning “best practices.” Make sure the contract goes into detail on what custodial training programs have been implemented. This is key to customer satisfaction.
Also known as outsourcing, many cleaning contracts do not specify if the cleaning workers are employees of the firm or if they are subcontractors. Here is why you need to know. If they are subcontractors, then everything we have just discussed about training is out the window.
A contractor cannot legally train a subcontractor on how to perform their duties. This puts the customer in a “hope for the best” situation. While some contractor/subcontractor arrangements work out well, in all too many cases, they do not. Note: Most cleaning franchises are contractor/subcontractor arrangements, and once again, some work out well, but many do not.
The commercial cleaning industry is very labor-intensive. Because of this, contractors often bill their customers at the start of the month for the month of service. Payment is requested at the end of the month. Payment arrangements should be made clear as well as the amount that will be charged each month; if there will be any additional charges for extra services and why; payment due dates; and the frequency of billing.
Janitorial Contract Renewals
Many cleaning contracts are on a month-to-month basis, so there are no renewal stipulations. Others are annual contracts or longer. Whatever the arrangement, make sure renewal procedures are clear in the agreement. Some contracts may auto-renew.
Most cleaning contracts are straight forward, having a 30-day cancellation clause. Most termination problems develop when working with a janitorial franchise. It can be tough to terminate a franchise cleaning service, and very often, their contracts are written so that the termination procedures are not clear.
Many owners/managers do not realize this until they want to cancel the service. If you have questions about a janitorial franchise contract, have it reviewed by an attorney before hiring.
Secure Clean believes in the value of cleaning. We help facility managers keep their facilities cleaner, healthier, and safer, in the most cost effective way possible. To learn more about us, explore our website at www.securecleanbsi.com, contact us here or at 888-609-1410