What's included in a facility cleaning contract?

What a facility cleaning contract actually covers

A facility cleaning contract is a written agreement that sets out exactly what gets cleaned, how often, and to what standard, across a building or site that needs ongoing attention rather than a one-off scrub. Around the Eurobodalla we look after places like council buildings, community halls, medical and allied health rooms, childcare and education spaces, real estate offices, gyms, holiday-let managers with a regular turnover, and commercial premises from Durras down to Moruya.

The core of any good contract is a scope of work. That's the plain list of every task, broken down by area and by frequency. Daily tasks might be emptying bins, wiping high-touch points and spot-mopping entrances. Weekly tasks could be a full floor clean, dusting and detailing. Monthly or quarterly tasks usually cover the jobs people forget, like high dusting, vent grilles, skirting and behind-the-door spots. When the scope is written down properly, there's no guessing later about whose job a task was.

Capital Coastal Cleaning is a local Indigenous-owned business started in 2023 by owner Tyson, with Shanice and Lisa on the team. We're police-checked, fully insured and we run low-tox products, which matters a lot in facilities where kids, patients or the public are coming and going all day. The contract is the document that keeps all of that honest, because it spells out what we've promised in writing.

The task list, room by room

The most useful part of the contract for you is the room-by-room breakdown, because that's what you can actually check against. For office and reception areas we list bins, desks and counters, glass and entry doors, kitchenette surfaces, floors and the obvious touch points like light switches and handles. For amenities we list toilets, basins, mirrors, partitions, restocking of consumables (soap, paper, hand towel) and the proper disinfecting that public bathrooms need, not just a quick wipe.

Floors get their own lines because facilities mix surfaces. A hall might be timber or vinyl, a clinic might be sealed flooring that needs the right chemical, and offices often have carpet runs that build up traffic lanes. We note the method for each, so a vinyl floor gets mopped and a carpeted run gets vacuumed, with periodic carpet cleaning scheduled separately if the site needs it.

Then there's the periodic work, the tasks that don't happen every visit. High dusting, window cleaning (inside and reachable outside), detailed kitchen cleans, grout and edge work, and floor stripping or buffing where the surface calls for it. These are listed with their own frequency so they don't quietly drop off. A lot of cleaning complaints come down to periodic tasks that were assumed but never written, and we'd rather have the awkward conversation up front in the document than three months in.

Frequency, hours and who turns up

Frequency is the next big piece. A contract should say whether the site is serviced daily, a set number of days a week, weekly or fortnightly, and roughly when. Some clients want us in after hours so the building is empty, others want us mid-morning when foot traffic is low. We write the agreed days and the general window into the contract so everyone is working off the same expectation.

We also set out who is coming. With a small local team, you tend to get the same faces, which is part of the point of using a Batemans Bay business rather than a roster of strangers from out of the area. Because we're police-checked and fully insured, sites that require background clearance (childcare, medical, anything with public access) are covered, and we can provide proof of that for your own records.

Coverage for sick days and holidays belongs in the contract too. An honest agreement says what happens when someone is away, how we keep the service running, and how you get hold of us if something needs sorting between visits. For most facilities the answer is a direct phone line to us on 0479 184 498 rather than a call centre, and we think that's a feature worth keeping.

Products, equipment and consumables

A clear contract states who supplies what. As standard we bring our own equipment and our low-tox cleaning products, which we prefer everywhere but especially in spaces with children, patients or food. If your site has a specific product it must use, for instance a hospital-grade disinfectant or a particular floor chemical, that gets named in the contract so there's no mix-up.

Consumables are a common point of confusion, so we make it explicit. Things like toilet paper, hand towel, bin liners and hand soap can either be supplied by us and itemised, or supplied by you and simply restocked by our team during the visit. Both work, but the contract should say which, because a building that runs out of hand towel on a Friday is a problem nobody wants to argue about afterwards.

On the coast there's also the salt and sand factor. Entrances, glass and outdoor-facing surfaces near the water cop a film that builds up faster than they would inland. If your facility is close to the beach or the harbour, we'll often write in slightly more frequent entry and glass attention, because pretending the coastal environment doesn't exist just leaves you with grubby doors.

Quality checks, communication and the things that go wrong

Good contracts plan for the day something is missed, because over a long-running service something eventually will be. We keep it simple. If a task isn't up to standard, you tell us, and we come back and put it right at no extra cost within the agreed scope. No drama, no invoice for fixing our own miss. That promise only works because the scope is written clearly enough to judge it against.

We also like a light-touch check-in rhythm. For larger sites that can be a periodic walk-through or a short list you sign off on, for smaller ones it's often just a quick message. The aim is for you to feel like the service is being watched by someone who cares, rather than something you have to chase. With a 5.0 rating from 110 Google reviews, the way we keep that's by sorting issues fast, not by hoping nobody notices.

The contract should also cover access and security: keys, alarm codes, after-hours entry and any sign-in process your site requires. Being open seven days gives us room to fit awkward schedules, but the access arrangements need to be agreed and recorded so the building is never left unsecured. We treat your keys and codes as seriously as we treat the cleaning itself.

Pricing, term and how to start

For facility and contract work we usually quote a fixed price for the agreed scope and frequency, because a steady monthly or per-visit figure makes budgeting simple on a contract. You know your number, we know ours, and the focus stays on the result. For smaller or one-off jobs we are just as happy to work by the hour at $60 an hour plus GST, whichever suits you better. If the scope genuinely changes, for example you add a floor or a new building, we re-quote that openly rather than padding the bill.

Facility pricing depends on the size of the site, the number of areas, the frequency and the periodic work involved, so it's quoted per site rather than off a chart. For reference, our one-off jobs do have public guides: end of lease bond cleans are a fixed price by size, from $450 plus GST for a one bedroom up to $850 plus GST for a four bedroom, and carpet cleaning is a flat $50 per room plus GST. Those help if your facility also needs an end of lease style detail or carpet work on top of the regular run.

On term and exit, we keep it fair. We're happy to start with a trial period so you can see the standard before committing to anything longer, and we believe in a sensible notice period either way rather than locking you into something you can't leave. Alongside facility and council work we also handle office, commercial, builders cleans, end of lease with a bond-back guarantee to the REINSW exit standard, NDIS and home care package cleaning, regular home, window, lawn and yard, and rubbish removal, so one contract and one local team can cover a lot of ground.

If you want a scope written for your building, the quickest path is a quick site visit so we can see the real surfaces, the traffic and the trouble spots, then a fixed quote you can read line by line. Give Capital Coastal Cleaning a call on 0479 184 498 and we'll sort it out, anywhere from Durras to Moruya.

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