A janitorial contract is the document that decides how clean your building stays six months from now, long after the sales calls stop and the night crew is working on its own. Vancouver has no shortage of companies chasing that work. Directory searches for janitorial service in a single neighbourhood return more than 400 listings, and quote-matching services promise to connect a building manager with local cleaning contractors and free quotes within minutes. Choice is not the problem. Comparison is.
Two janitorial services Vancouver proposals can carry the same monthly figure and cover wildly different amounts of actual work. One quote may include washroom disinfection and consumables; another may treat both as extras. The contract is where that ambiguity either gets resolved or becomes a monthly argument. Here is what to put in writing before anyone signs.
Scope of Work: The Section That Prevents Most Disputes
Scope is the part of the agreement worth the most negotiation time. A general phrase like “general office cleaning” invites disagreement. A room-by-room list with frequencies removes it.
List tasks by area, not by category
Ask the contractor to build the scope around your actual floor plan rather than a template. A usable list covers:
- Waste and recycling removal, including which bins and how often they are emptied
- Dusting of desks, ledges, partitions, vents and high surfaces, with high dusting on its own schedule
- Vacuuming of carpet and rugs, and mopping of hard floors and entry mats
- Washroom cleaning and disinfection, including fixtures, mirrors, partitions and floors
- Restocking of consumables such as paper, soap and liners, and a clear note on who pays for them
- Kitchenette and break room cleaning, including sinks, counters and appliance exteriors
- Spot cleaning of interior glass, partitions and entrance doors
- Lobby, reception, stairwells, elevators and common areas
- Garbage room, loading area and any shared building space your tenant agreement covers
Just as important is the list of areas the crew does not touch. Server rooms, private offices, executive desks and secure storage should be named as exclusions so nobody assumes otherwise.
Set frequency and timing for every task
A single visit frequency does not describe a cleaning program. Daily, weekly, monthly and quarterly tasks should each be listed separately. State the service window, whether work happens after hours or during business hours, and what happens on holidays or during building shutdowns. Add a line on who covers absences, because a missed shift is the most common reason a good contract turns sour.
Name the products and equipment
Confirm who supplies what. If the contractor supplies paper products, liners, soap and cleaning chemicals, that should be stated, along with any green cleaning or fragrance-free requirements your tenants have. If equipment such as a floor machine or vacuum remains in your building between visits, say where it is stored and who is responsible for it. Disinfection protocols deserve their own line, since offices increasingly ask for them.
Access, Security and Building Rules
Janitorial crews work in your space with keys, fobs and alarm codes. That access needs rules.
- Who holds keys and access cards, and how they are tracked and returned
- Alarm codes, sign-in procedures and after-hours building entry requirements
- Elevator booking, loading bay access and garbage room schedules
- Parking arrangements for crew vehicles
- Clean desk expectations and what staff should clear before a visit
- Handling of confidential waste, sharps or biohazard situations
- Screening, supervision, who is the point of contact incase of emergencies
If your property manager or strata has its own rules, attach them as a schedule. Undisclosed building rules are a common source of first-month friction.
Price, Invoicing and What Triggers Extra Charges
Ask whether the price is a flat monthly fee or a per-visit rate, and what happens in a month with fewer service days. Then list the events that cost extra. Recurring extras such as window cleaning, pressure washing, floor stripping and waxing, floor refinishing, post-construction cleaning, plumbing and electrical work should each be priced or quoted separately rather than absorbed into a vague “additional services” clause. Put the billing cycle, payment terms and any annual price adjustment in the contract. Insurance, Coverage and Accountability.
Ask for certificates showing commercial liability insurance and provincial workers’ compensation coverage for the people who will be in your building. Request the documents directly and verify them with the issuing insurer or the relevant provincial authority rather than filing a photocopy. If the contractor is bonded, confirm what the bond covers, particularly around theft or damage claims.
Service Standards, Inspections and Complaint Handling
Quality language only works if it is measurable. Define who inspects, how often, and against what checklist. A monthly walkthrough with a written report gives both sides the same facts.
Set a response time for complaints and describe the remedy, such as a re-clean of the affected area at no charge. Name the account contact on the contractor side and the person authorized to raise issues on yours. Escalation paths should be written down before you need them.
Term, Renewal and Exit Terms
Confirm the start date, the initial term and whether the agreement renews automatically. Auto-renewal clauses are common and easy to miss. If the contract renews on its own, note the deadline for giving notice and diarize it. Termination for cause should be defined, along with notice periods for ending the agreement without cause. Pre-Signature Checklist
Clause | What to confirm in writing | Why it matters |
Scope by area | Task list per room and surface | Prevents “that is not included” disputes |
Frequency | Daily, weekly, monthly and quarterly tasks listed separately | Stops the schedule from shrinking quietly |
Consumables | Who supplies and pays for paper, soap and liners | Avoids recurring surprise charges |
Access | Keys, codes, parking, elevator and building rules | Reduces first-month friction |
Extras | Priced list for windows, floors, pressure washing and repairs | Keeps add-on costs predictable |
Insurance | Liability and workers’ compensation documents | Protects you if something goes wrong |
Standards | Inspection method, complaint response and re-clean remedy | Turns quality talk into an obligation |
Term and exit | Renewal date, notice periods, return of keys | Prevents an unwanted rollover |
Negotiate all of this before signing, not after the first disappointing month. Contractors expect questions from building managers, and the ones worth hiring will answer them in writing without hesitation.
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