How to Review Your School Cleaning Contract

Finding the right cleaning partner can be tricky, especially if you’re running a private school in Minnesota. When it’s time to review or renew your school cleaning contract, it’s important to have a plan. This guide will help you figure out what to look for, from deciding what services you need, to making sure the contract offers good value.

Step #1: Understand Why Reviewing Your Contract Matters

Your school cleaning contract is more than just paperwork; it sets the tone for how clean and safe your school will be.

Key reasons to review your contract include:

Clear Services: A contract outlines the cleaning tasks to be performed and their frequency.
Budgeting: It helps you plan your expenses and avoid unexpected costs.
Accountability: Written expectations ensure your cleaning company meets specific standards.
Health and Safety: A good contract ensures proper cleaning methods are followed to keep everyone safe.

Minnesota schools, particularly, face unique challenges, like dealing with snow, ice, and salt in the winter. These conditions require extra attention, so make sure your cleaning partner understands how to handle them.

Step #2: Evaluate Your Current Cleaning Needs

Before reviewing or renewing your school cleaning contract, it’s important to reflect on your current cleaning needs. Ask yourself and your administrative team the following questions:

Are current cleaning services meeting expectations?
Do your classrooms, restrooms, and common areas look and feel clean?
Are you receiving compliments or complaints about the cleanliness of the school?
Have the needs of the school changed over the past year?
Are there more students or staff members than before?
Have you added new facilities, like science labs or gymnasiums, that require specialized cleaning?
Are you experiencing any unique challenges or concerns?
Has there been an increase in illness outbreaks, indicating a need for deeper disinfection?
Do you have concerns about keeping the floors polished, especially in high-traffic hallways?

These considerations will help you determine if your existing agreement covers all the services you truly need. If you find that certain aspects of your school are under-serviced—such as not getting enough deep cleaning during school breaks or skipping floor polishing—you’ll want to address those gaps when reviewing or renewing your contract.

Step #3: Look for a Full Menu of Services

One of the best ways to streamline your school’s operations is to partner with a professional commercial cleaning service that offers a full menu of services. This allows you to bundle multiple tasks into one cleaning contract rather than juggling multiple vendors. If you anticipate needing a wide range of services over the coming year, make sure your chosen provider can deliver on them.

Some common services to look for include:

Regular Cleaning and Disinfection: This typically includes vacuuming, sweeping, mopping, surface wiping, restroom cleaning, and trash removal. With current health concerns, daily or weekly disinfection is critical to help keep your students and staff healthy.

Deep Cleaning: Schools often require more intensive cleaning several times per year, especially during holidays or extended breaks. Deep cleaning usually involves cleaning behind and underneath furniture, high-level dusting (like ceilings and vents), and specialized treatments for more difficult stains or areas.

Floor Cleaning and Maintenance: Floors see heavy foot traffic in a school, so they need extra care. Whether you have carpets in classrooms or tile in hallways, a provider that can handle carpet shampooing, buffing, waxing, or refinishing floors at least once or twice a year is invaluable.

Window Cleaning: Large windows and glass doors are prominent features in many private schools. Regular window cleaning can make a difference in how your facility appears to visitors and students.

Specialty Services: If your school has unique facilities like swimming pools, music rooms, or science labs, ask about specialized cleaning protocols to keep these areas safe and hygienic.

By seeking a commercial cleaning provider that offers all or most of the services your private school in Minnesota might need, you’ll have a more cohesive and predictable cleaning schedule throughout the year. Rather than searching for a new vendor whenever a specialized task arises, you can rely on the same, familiar team.

Step #4: Decide How Often Cleaning Should Happen

Your school cleaning contract should specify how often tasks are performed. Here’s a general guide:

Daily Tasks: Sweeping, vacuuming, mopping high-traffic areas, disinfecting desks, doorknobs, and light switches, cleaning restrooms, emptying trash.

Weekly Tasks: Deep vacuuming carpets in less trafficked rooms, cleaning windows and glass surfaces (at least in entryways), polishing floors if needed.

Monthly Tasks: High-level dusting, more comprehensive disinfecting of less frequently used areas, restroom grout cleaning.

Annual or Semi-Annual Tasks: Floor stripping and waxing, carpet shampooing, window washing for the entire building, deep cleaning of restrooms, and specialized equipment cleaning (like gym mats).

Don’t forget seasonal changes, either. winter often requires more frequent floor cleaning to handle snow and salt, while spring may need additional deep cleaning for mud and pollen.’

Need to know more about how often classrooms should be cleaned? Read our comprehensive guide

Stay Informed

Step #5: Check Compliance and Safety Measures

Maintaining a high standard of cleanliness is not just about appearances; it also affects the health and safety of your students, staff, and visitors. Reputable commercial cleaning companies that specialize in school environments should be well-versed in adhering to health regulations, environmental safety standards, and best practices for germ control.

When reviewing your school cleaning contract, confirm that the following safety measures are in place:

Use of Approved Cleaning Products: The cleaning company should use environmentally friendly and non-toxic products, especially in spaces frequented by children. In Minnesota, certain areas might have specific regulations; make sure your provider stays current with any local guidelines.

Training and Certification: Inquire about whether the cleaning staff are trained in handling chemicals, certified in specialized cleaning procedures, and equipped with personal protective equipment.

Background Checks: Check if the cleaning service conducts background checks on its employees, especially because the employees will be working in a school setting.

Emergency Plans: Ensure there is a protocol in case of spills, accidents, or the need for extra disinfection (for example, during an outbreak of flu or other illnesses).

These points keep your school compliant with health and safety regulations and foster trust with parents and staff who rely on a safe environment.

Step #6: Evaluate the Provided Customer Service and Communication

Any school cleaning contracts you consider should include clear guidelines on how communication between your school’s administrators and the cleaning service will take place. When you’re evaluating or renewing the agreement, look for:

A Designated Contact Person: You should have a point of contact who understands your contract and can address issues quickly.

Response Time: Be sure the contract states how quickly the cleaning service will respond to phone calls, emails, or requests for extra service.

Issue Resolution Process: Ask for clear guidelines on how to report and resolve any service-related problems, such as missed tasks or inadequate performance.

Flexible Scheduling: The contract should allow some flexibility in case special events occur that require extra cleaning services or changes in routine.

Good communication ensures you can adapt quickly to unexpected situations and keep your school environment at a high standard of cleanliness.

Step #7: Assess the Cost and Payment Terms

Costs will vary depending on the size of your facility, the frequency of cleaning, and the types of services included. While it might be tempting to choose the lowest quote, remember that cleaning is an investment that contributes significantly to maintaining a safe and appealing school environment.

When analyzing costs in a school cleaning contract:

Compare Service Packages: Ensure that any quotes you receive include the same scope of work so you can compare apples to apples.

Check for Hidden Fees: Sometimes, certain tasks like deep cleaning or floor refinishing might not be included in the base rate. Make sure you understand all potential additional costs.

Decide on Payment Schedule: Discuss whether you’ll pay monthly, quarterly, or annually. Some cleaning companies offer discounts for longer-term commitments.

Value Over Price: Consider whether a slightly more expensive service might offer better value if it includes frequent deep cleaning or higher-quality products.

Don’t forget to ask if the cleaning service provides customizable packages that can be adjusted to your budget, especially for smaller private schools in Minnesota. This can help you strike the right balance between cost and thorough cleaning.

The Bottom Line

Reviewing a school cleaning contract can seem daunting, especially when juggling multiple responsibilities. However, by focusing on clarity of services, scheduling, budget considerations, and long-term partnership benefits, you’ll be in an excellent position to keep your private school in Minnesota looking its best. A clean environment isn’t just about appearances; it fosters a sense of pride, reduces the spread of germs, and creates a welcoming atmosphere where students can thrive.

Obtain Peace of Mind With Commercial Cleaning Experts

At Commercial Cleaning Experts, we understand how important cleanliness is for Minnesota schools. We offer tailored solutions to meet your school’s unique needs, from daily cleaning to seasonal deep cleaning. Our team ensures your facility remains safe, welcoming, and ready for success.

If it’s time to review your school cleaning contract, let us help. Contact us today to get started!