You've gone through the vetting process to choose a janitorial service that fits your needs and your schedule. Now, like any agreement, it's time to sign a contract.
Before a provider presents you with a contract, it's helpful to know which terms should be included so both you and the provider are on the same page – and protected. This article will go over essential elements in commercial cleaning contracts.
Before a provider presents you with a contract, it's helpful to know which terms should be included so both you and the provider are on the same page – and protected. This article will go over essential elements in commercial cleaning contracts.
What Is a Janitorial Service Agreement?
A janitorial services agreement is a contract between a cleaning company and a client that lays out official terms for one-time or regularly scheduled cleanings. This document lays out details such as roles, responsibilities, payments, and timelines, to name a few. It’s important to have these commercial cleaning contracts in place to avoid any mishaps or miscommunications for both parties.
Janitorial service contracts or agreements are often written initially by the service provider. The provider and customer can work together to modify the agreement based on the specific needs of their facility.
What Should Be Included in a Contract for Janitorial Services?
When the first service agreement is presented to you, you’ll need to know what to expect. In the contract, all the essential conditions will be laid out, along with any terms that are custom to your facility. Your agreement should also include a program summary of the tasks, service locations, and service schedule.
Before meeting with your contractor, prepare a detailed list of what you want to include in your customized agreement. Below, we’ll take a closer look at some examples:
- Scope of work
- Schedule
- Cost
- Liability clauses
- Protocols and SLAs
Scope of work
In a commercial cleaning contract, the scope of work includes a list of the exact tasks, locations, and specifications around supplies and equipment.
Tasks
Tasks often include emptying trash, sanitizing high-touch surfaces, dusting, vacuuming/mopping, and filling soap dispensers. Of course, these tasks can change depending on the organization.
If there’s an important task missing from the agreement, ask your contractor to add it. Both parties should evaluate this before finalizing the contract.
Locations
The scope of work also involves which locations in the building need to be cleaned. The provider should know exactly which rooms in the facility they’re servicing – offices, restrooms, waiting areas, break rooms, and more. Having this documented can ensure you’re getting the services you’re paying for.
Don’t forget to include the overlooked areas, like high-traffic hallways, stairwells, and elevators. You may benefit from mentioning specific tasks. Your agreement can be as specific as you need it to be.
Supplies and Equipment
The contract should also include conditions surrounding supplies and equipment. Your cleaning team may be able to provide these items, or your facility may prefer to supply them.
For example, an educational facility may have automatic floor scrubbers on-site, so the janitorial service provider wouldn’t need to bring that equipment for floor cleaning. Lastly, if you have any standards for chemicals and supplies used, propose these terms in this section of the contract.
Schedule
The contract should also include the cleaning schedule, along with any special events outside of routine cleaning. Some of the tasks may be daily, like emptying the trash and sanitizing high-touch surfaces. Others may be weekly or even monthly, like deep-cleaning refrigerators or dusting bookshelves. The cadence of all duties should be clear in any janitorial service contract.
Cost
One of the most critical parts of a janitorial contract is payment. Does the provider charge by the task, hour, week, or month?
This section should also lay out whether you’ll be charged a fee for late payments, whether a deposit is required, or any other conditions relating to payment specific to the type of facility you’re managing.
Keep in mind, with many service providers, you can customize the contract to the service level you need. Add-on services could include anything beyond your routine janitorial services, like carpet cleaning or specialized floor care.
Insurance
Including insurance or a liability clause makes it clear who is responsible (and who isn’t) if something goes wrong, such as damage to the property. It also states how much the responsible party would have to pay to fix it, protecting both sides in the contract.
In this section of your agreement, you’ll set clear boundaries on how mistakes are handled in the future. These boundaries could be set for instances of property damage or more serious matters, like someone getting injured on the job.
Insurance should be included in every contract. If it’s not, request to add it.
Service and Metrics: SLAs and Protocols
SLAs (service level agreements) and inspection protocols work hand-in-hand to ensure consistent service delivery, clear expectations, and strong accountability. Let's look at what these metrics are and how they support your partnership with your janitorial service.
- Service level agreements: These set the standards of service. They outline expectations, ensure accountability and transparency, provide risk management, and improve customer satisfaction.
- Inspection protocols: These provide a framework for consistent quality and services. They’re the methods used to make sure the SLAs are met. These protocols can be a simple checklist that ensures all cleaning tasks are completed as set in the scope of work.
What Happens if a Commercial Cleaning Contract Is Terminated?
It’s possible that a janitorial service agreement is breached or terminated by either party, releasing both sides from any contract obligations. Reasons can vary from unprofessional behavior to a change of location, to budgetary changes, or even bankruptcy. Other times, a partnership just isn’t working, and both parties mutually agree to part ways.
Termination clauses can protect you from future complications as a result of any mishaps. If either party wants to terminate a contract, a 30-day notice requirement is typical – which should be listed in the contract. Most often, as long as you give the provider a heads-up with a written notice, there won’t be any penalties.
How to Modify a Janitorial Service Contract
If your provider sends over a contract, know that it’s not uncommon for you to require some changes – whether it be regarding payment schedule, supplies, or something more significant like scope of work. Your provider can work with you to find terms that work for your budget and schedule.
When negotiating an agreement, put any contract modifications in writing. You should also be aware of the difference between an addendum and an amendment. An addendum adds more details to terms in the original contract, like if the customer wants to specify the type of cleaning product. An amendment changes the set terms of the contract – for example, if there has to be a price increase due to increased wages.
Don’t hesitate to ask your provider to expand or elaborate on any details in the contract you’re unsure about.
Ready to Evaluate Your Janitorial Services Contract?
The terms of a janitorial services contract help maintain the long-standing relationship with your provider. Determine which of the above elements are essential for you and your facility, then refine your contract to meet those needs.
Are you having trouble agreeing on a contract with your provider? B&T will walk through the process with you, providing flexible agreements with comprehensive terms. Schedule a walkthrough with us today to get started.
