Scope of Services

​

ECS Janitorial provides comprehensive commercial cleaning services tailored to each client’s needs. We clearly define the scope of work in every contract, including the frequency and type of cleaning services to be performed. Our service offerings include:

​

• General Cleaning (Daily or Weekly): Routine cleaning tasks such as dusting surfaces, vacuuming or mopping floors, emptying trash receptacles, cleaning and sanitizing restrooms, wiping down kitchen/breakroom areas, and other day-to-day cleaning duties to maintain a consistent level of cleanliness. Daily services keep high-traffic areas clean and sanitary, while weekly services address areas that require less frequent attention.

• Periodic Deep Cleaning: More intensive cleaning tasks scheduled monthly, quarterly, or as needed. Deep cleaning may include carpet shampooing, hard floor scrubbing or waxing, interior window washing, high dusting (vents, light fixtures), deep sanitization of bathrooms/kitchens, and other detailed cleaning beyond the routine scope. These services ensure a thorough cleaning of all areas to uphold workplace hygiene standards.

• Customized Services: We understand that different facilities have unique needs. ECS Janitorial will tailor the cleaning plan to cover any special requirements agreed upon with the client. For example, if a client needs specialized services (such as pressure washing, exterior window cleaning, or sanitation of specific equipment), those will be included in the contract scope. Any services not explicitly listed in the contract (exclusions) can be provided upon request for an additional fee. We are committed to performing all agreed-upon tasks to industry standards on each visit.

​

Service Scheduling

​

We work closely with clients to establish a consistent service schedule that minimizes disruption to their business. Scheduling details and expectations are defined in the contract as follows:

​

• Regular Cleaning Schedule: Cleaning visits (whether daily, weekly, or on another routine interval) will occur on specified days and times agreed upon with the client. Once established, the schedule will remain fixed unless modified by mutual agreement. We strive to be punctual and perform services on the scheduled dates. In the event a scheduled cleaning falls on a holiday or a day the client’s facility is closed, ECS Janitorial will coordinate in advance to reschedule that service to an alternate convenient day.

• After-Hours Availability: We offer after-hours and weekend cleaning to accommodate the operational needs of commercial clients. Our team is available to work evenings, nights, or early mornings so that cleaning is done outside of the client’s regular business hours. This flexibility ensures your workplace is clean without interrupting your employees or customers. The specific after-hour access arrangements (keys, security codes, entry permissions) will be set up with the client to enable our crew to enter securely during those times.

• Emergency or Special Requests: If a client requires an extra service visit or a change in schedule (for example, after a special event or in response to an emergency cleanup need), we ask for as much advance notice as possible. ECS Janitorial will make reasonable efforts to accommodate schedule changes or additional service requests. Additional or emergency services not in the regular schedule may be billed separately at agreed rates. All scheduling adjustments should be confirmed by both parties (preferably in writing or official communication) to avoid any confusion.

Payment Terms

Our payment terms are designed to be clear and fair, consistent with standard industry practices. The contract will specify all details regarding billing and payment. Key payment terms include:

• Invoicing and Due Date: ECS Janitorial typically bills on a monthly cycle for ongoing services (unless otherwise agreed, such as weekly or bi-weekly invoicing for certain contracts). Invoices are issued at the end of each month (or service period) detailing the services provided and the amount due. Payment in full is due within 30 days of the invoice date (Net 30 terms). For one-time or special services, an invoice may be issued upon completion of the service and will be due upon receipt or within a specified time frame as noted.

• Accepted Payment Methods: We accept multiple payment methods for our clients’ convenience. Payment can be made via company check, ACH/bank transfer, or major credit card. (Credit card payments may be subject to a processing fee if outlined in the contract.) Clients may also arrange for automatic electronic payments if desired. All payment instructions will be included on the invoice.

• Late Payments: Timely payment is important to maintain uninterrupted service. If payment is not received by the due date, ECS Janitorial reserves the right to assess a late payment fee or interest on the overdue balance. Unless otherwise specified in the contract, a typical late fee of 1.5% per month (18% annually) may be applied to balances more than 30 days past due. We will provide a reminder and a short grace period after the due date before any late fee is enforced, as a courtesy. Consistently late payments or accounts over 60 days past due may result in service suspension until the account is brought current, and could ultimately constitute a breach of contract.

• Billing Discrepancies: If the client has any questions or disputes regarding an invoice, they should notify ECS Janitorial promptly (within a reasonable time frame, e.g., 10 days of invoice receipt). We will work with the client to review and resolve any billing issues quickly. Undisputed portions of an invoice should still be paid by the due date.

• Taxes and Additional Charges: All service rates and fees will be outlined in the contract. Unless explicitly stated, our fees are exclusive of any applicable taxes, which will be added to the invoice as required by law. Any additional charges for out-of-scope work or emergency call-outs will be discussed and approved by the client before being added to the bill, ensuring no surprises in billing.

​

Contract Terms

​

Our service agreements are governed by formal contract terms to protect both the client and ECS Janitorial. The contract covers the duration of the agreement, renewal process, and conditions for termination. Below are the standard contract terms:

​

• Term Length: The contract will specify a fixed initial term for services (commonly 12 months for commercial cleaning agreements, unless a different term is negotiated). During this period, pricing and service commitments are locked in, and both parties are expected to uphold the agreement. After the initial term expires, the contract may continue on a month-to-month basis or renew for another term, depending on the agreed provisions.

• Automatic Renewal: For client convenience and continuity of service, our contracts often include an automatic renewal clause. This means that at the end of the initial term, the contract will automatically renew for a similar term (e.g., another year) under the same terms and conditions, unless either party provides notice of non-renewal. The renewal process and any opportunity for rate adjustments (if applicable) will be clearly stated in the contract. Typically, if there are to be any changes in terms or pricing upon renewal, ECS Janitorial will inform the client in advance (for example, 30-60 days prior to renewal date) and obtain agreement on the new terms.

• Termination for Convenience: Either party may terminate the contract without cause (for convenience) by providing advance written notice as stipulated in the contract. Our standard notice period for termination by either party is 30 days. This gives sufficient time to wind down services or for the client to transition to a new provider. The terminating party should deliver a written notice (email or letter) to the other party, and services will continue (and be payable) through the notice period. If the client terminates early during a fixed term, any applicable early termination fee or fulfillment of the remaining term’s payment (if stated in contract) would apply.

• Termination for Cause: Either party may also terminate the agreement immediately for cause if the other party materially breaches the contract terms. For example, causes for immediate termination by the client might include persistent failure by ECS Janitorial to meet agreed cleaning standards even after notice and opportunity to cure, or by ECS Janitorial might include the client’s failure to pay for services or creating unsafe conditions for our staff. The contract will outline what constitutes cause (such as non-performance, negligence, repeated quality issues, or non-payment) and the process for termination. Generally, the breaching party will be given written notice and a short period to cure the breach, if feasible, before termination is finalized.

• Notice Periods and Procedure: All notices of termination or intent not to renew should be given in writing according to the contact information in the contract. A typical requirement is at least 30 days’ notice prior to the desired termination or non-renewal date. This notice allows us to conclude services properly and handle final arrangements like final invoices, return of client keys, etc. If the client intends not to auto-renew the contract at term end, they should simply provide written notice within the timeframe specified (e.g., 30 days before the term ends) to avoid automatic renewal.

• Amendments and Changes: Any changes to the contract terms (including scope of services, frequency, or pricing) must be documented in writing and signed or acknowledged by both parties. Verbal agreements or understandings will not override the written contract. This ensures clarity and that both parties have a record of any modifications to the original agreement.

• Contract Documentation: The service policies outlined here are summarized in our contracts. In case of any conflict between this policy document and the specific signed contract, the terms of the signed contract will prevail.

​

Liability and Insurance

​

ECS Janitorial is fully committed to conducting services safely and responsibly. We maintain appropriate insurance coverage and internal policies to protect our clients from risk. The following outlines our liability and insurance policies:

​

• Insurance Coverage: ECS Janitorial carries comprehensive insurance coverage as standard for the industry. This includes General Liability Insurance (to cover any accidental property damage or bodily injury that might occur during our services) and Workers’ Compensation Insurance (to cover our employees in case of any work-related injury, so the client is not liable). We are also bonded, which means there is additional coverage to protect the client against theft or dishonest acts by our staff, although such incidents are highly unlikely given our screening and supervision. Proof of insurance (certificates of insurance) can be provided to clients upon request at contract signing and at any time thereafter. Our coverage meets or exceeds the typical requirements for commercial cleaning services, giving our clients peace of mind.

• Liability for Damages: We take great care with your facility and assets. In the unlikely event that ECS Janitorial personnel cause damage to the client’s property during the course of cleaning, we will promptly notify the client and take responsibility for remedying the situation. This may include repairing or replacing the damaged item or processing an insurance claim to cover the loss. The extent of our liability for any such damage will be limited to the cost of repair or replacement of the affected property (or as otherwise defined in the contract or covered by our insurance policy). We are not liable for pre-existing damages or conditions in the facility, nor for normal wear and tear that occurs over time. Clients should report any damage or issues noticed, ideally within 24-48 hours of the cleaning service, so that we can investigate and address it in a timely manner.

• Limits of Liability: While our insurance covers a broad range of incidents, ECS Janitorial’s contract may include reasonable limits on liability. For example, we do not assume liability for any indirect or consequential losses that may arise from our services (such as business interruption or loss of revenue due to a cleaning issue), except as required by law. Our liability is focused on direct damages resulting from our work. Additionally, if the client has any sensitive equipment or areas that require special caution, it is the client’s responsibility to communicate those to us in advance. We will then take extra precautions or possibly exclude those items from the scope to avoid any damage.

• Indemnification: Our contracts typically include a mutual indemnification clause. ECS Janitorial agrees to indemnify and hold the client harmless from any third-party claims or losses arising from our actions or negligence (for instance, if our cleaning process accidentally causes injury to someone or damage to a third party’s property). Conversely, the client may be asked to indemnify us for any claims arising from the client’s negligence or unsafe conditions in the facility that are not due to our fault. This mutual protection ensures both parties are safeguarded against unforeseen liabilities.

• Safety and Compliance: Our team is trained in proper cleaning techniques and safety protocols, including the use of cleaning chemicals and equipment in accordance with OSHA regulations. We also adhere to any site-specific safety or security rules provided by the client. By following industry best practices, we aim to prevent accidents or damage from occurring in the first place. Should any incident occur, we will act swiftly to mitigate it and follow insurance and reporting procedures as required.

​

Confidentiality

​

ECS Janitorial respects the confidentiality and security of our clients’ premises and information. All our employees and subcontractors understand the importance of maintaining privacy and confidentiality while on the job. Our confidentiality policies include:

​

• Non-Disclosure of Client Information: We treat all information about the client’s business, operations, and facilities as confidential. ECS Janitorial personnel are prohibited from disclosing or discussing any client information that they may see or overhear during cleaning. This includes business data, sensitive or proprietary information, and any observations made on-site. We do not share client details (such as office layouts, security setups, or any sensitive data) with any outside parties.

• Employee Agreements and Training: Every ECS Janitorial employee is required to sign a Confidentiality Agreement as a condition of employment, particularly due to the trusted nature of cleaning work. Our staff are trained to avoid reading or handling documents on desks, logging out computers if found logged in, and generally not interfering with client materials. They only interact with items necessary for cleaning (e.g., moving an item to clean a surface and placing it back). This training ensures that our team members are aware of boundaries and the expectation of privacy.

• Secure Handling of Access Credentials: If the client provides keys, access cards, security codes, or alarm codes to facilitate after-hours entry, ECS Janitorial will handle these with the utmost care. Access devices are labeled anonymously (not with the client’s name or address, in case of loss) and are kept securely when not in use. Only authorized cleaning personnel and supervisors will have access to the keys/codes. Upon termination or expiration of the contract, all keys and access devices will be promptly returned, and any electronic codes or passwords provided will be deleted or confirmed as reset by the client.

• Facility Security and Confidential Spaces: Our staff will only access areas that are agreed upon and necessary for cleaning. If certain rooms or file cabinets are off-limits or require special permission, the client should inform us, and we will note that in our instructions. We respect all locked areas and will not attempt to access any secured storage, desks, or confidential files. If we encounter any confidential documents or items left in the open, our policy is to leave them undisturbed; we will clean around such items carefully without examining them.

• Privacy Continuation: The obligation of confidentiality continues even after the service relationship ends. ECS Janitorial will not use or divulge any client-specific information gained during the contract, even after contract termination. This ensures long-term protection of the client’s information. If required, we are also willing to sign a separate Non-Disclosure Agreement (NDA) provided by the client to formalize these confidentiality commitments.

​

Cancellation and Rescheduling

​

We understand that schedules can change. ECS Janitorial has policies in place for canceling or rescheduling individual service visits to accommodate our clients, while also respecting our staff’s time. The procedures are as follows:

​

• Client-Initiated Cancellations: If a client needs to cancel a scheduled cleaning visit, we request at least 24 hours’ notice (or a longer notice if specified in the contract for large-scale jobs). Notice should be given by phone or email to your ECS Janitorial account manager or scheduler. With adequate notice, we will cancel or postpone the service without penalty to the client, and if desired, attempt to reschedule it to an alternate day in the same week.

• Short-Notice or Same-Day Cancellations: If a client cancels with less than the requested notice (e.g., on the same day the service is scheduled), or if our crew arrives on-site and is unable to gain access (e.g., due to a building lockout or no one available to let them in), a cancellation fee or lockout fee may apply. This fee is typically equivalent to some or all of the service charge for that visit, as it compensates our staff for their allocated time and travel. We will do our best to work with clients in emergencies or sudden situations, but repeated last-minute cancellations may be billed to cover costs.

• Client-Initiated Rescheduling: If a client wishes to reschedule a service to a different day/time (rather than outright canceling), we will accommodate the change as our calendar allows. Please provide as much advance notice as possible (ideally 24+ hours). We will confirm the new service date and time. There is generally no charge for rescheduling a service with sufficient notice, and we will ensure the cleaning is completed at the alternate time agreed. Changes in the recurring schedule (long-term changes) should be formally requested so the contract can be adjusted or an addendum issued if needed.

• ECS Janitorial Cancellations or Delays: In rare cases, ECS Janitorial might need to reschedule or cancel a service visit (for instance, due to severe weather conditions, widespread power outages, or an unexpected staff emergency). In such cases, we will notify the client as soon as possible and explain the situation. We will promptly arrange a make-up service visit at a time convenient for the client, at no extra charge. If a delay (e.g., crew running late) occurs, we will inform the client’s contact immediately with an updated arrival time. Our goal is to be reliable, and any changes on our end will be communicated and minimized.

• No-Show Policy: If our cleaning crew is unable to perform the service as scheduled (for example, they cannot access the facility and cannot reach the client for instructions), it will be treated similarly to a short-notice cancellation. We will document the situation and notify the client. The client may be billed a trip fee or the full rate for that visit, depending on circumstances. We prefer to avoid this situation through good communication – for instance, ensuring we have up-to-date contact info and access instructions for the client’s site.

• Recurring Service Hold: If a client needs to temporarily suspend recurring services (for example, office closure for a week or renovations in progress), we can put the service on hold for an agreed period. The client should notify us in advance and confirm the pause and restart dates. During a hold, billing can be paused as well if no services are rendered. However, if the hold extends beyond a certain length (e.g., several weeks), we may discuss contract adjustments or termination if appropriate. Our aim is to remain flexible to client needs while also planning our staff schedules.

​

Client Responsibilities

​

For our team to deliver effective cleaning services, we rely on the client to provide a suitable environment and certain basic accommodations. Outlining client responsibilities helps ensure safety, security, and efficiency. We expect our clients to fulfill the following responsibilities:

​

• Access to Premises: The client is responsible for providing ECS Janitorial with the necessary access to all areas that require cleaning. This may include issuing keys, access cards, security codes, or arranging entry with on-site personnel or building management. If there are security protocols (such as sign-in procedures or specific entry hours), the client should inform us and arrange any necessary permissions in advance. The client should also ensure that any alarm systems are disarmed or configured to allow our team entry during the scheduled cleaning times (or provide temporary codes/instructions to arm and disarm the alarm safely). Clear access ensures our team can complete their work on schedule.

• Utilities and Facilities: The client should ensure that basic utilities (electricity, water, lighting, HVAC if needed for worker comfort) are available during the cleaning service. Our equipment typically requires standard electrical outlets, and access to water may be needed for tasks like mopping or refilling buckets. If any utility will be turned off or unavailable (e.g., water shut-off for maintenance), please inform us so we can adjust our cleaning tasks accordingly. Additionally, if there are building facilities like elevators or service lifts required to access different floors, the client should coordinate access to those for our staff if necessary.

• Safe and Secure Environment: The client is expected to maintain a reasonably safe environment for our cleaning crew. Any known hazards on the site (such as chemical spills, unsafe structural conditions, or other dangers) should be addressed or communicated to us prior to our service visit. If the client has specific safety requirements (like PPE beyond normal cleaning gear, or areas with hazardous materials), these must be disclosed and discussed so our team can be prepared or avoid certain tasks. The client should also secure or remove any valuable or fragile items that could be accidentally disturbed during cleaning. While we exercise great care, it is helpful if delicate items, important papers, or valuables are stored appropriately to prevent any accidental damage or misplacement.

• Preparation of Areas: To help us clean effectively, we ask clients to do minor preparations such as tidying excessive clutter or personal items in the areas to be cleaned. For example, desks should ideally be moderately organized so our staff can wipe surfaces without having to move numerous personal belongings; floors should be free of obstacles that would prevent vacuuming or mopping. Our team will not typically organize or declutter personal or work items – their focus is on cleaning. If certain equipment needs to be powered down or moved for cleaning (e.g., computers or appliances), the client should arrange that in advance. This ensures that our cleaning is thorough and nothing is inadvertently disrupted.

• Supplies and Special Equipment: ECS Janitorial will provide all standard cleaning supplies and equipment needed for the job (cleaners, disinfectants, vacuums, mops, etc.), unless otherwise agreed. If the client has a preference for certain products (for instance, using a hypoallergenic or eco-friendly cleaning agent they supply) or if the contract specifies the client will provide certain consumables (like restroom paper products, trash can liners, hand soap, etc.), the client should ensure those items are on-site and accessible to our crew. Any client-provided equipment should be safe and in good working order. Clear communication about who provides what supplies will be part of the contract to avoid confusion.

• Communication and Feedback: The client should designate a point of contact (or contacts) for service coordination and communication. If there are any concerns, special requests, or feedback about our services, we encourage clients to inform us promptly. For example, if an area was missed or not cleaned to expected standards, letting us know immediately allows us to correct it at the next visit (or schedule a touch-up). Open communication helps us maintain quality service. Similarly, any changes in the facility that affect cleaning (such as new furniture, renovations, or schedule changes) should be conveyed so we can adjust our approach.

• Compliance and Etiquette: The client and its employees should be aware of the cleaning schedule and kindly accommodate our crew while they work. For instance, if we clean during office hours, employees should be cautious on wet floors or temporary closed restroom signs, etc. The client should also ensure that our staff are treated with respect and that any interaction is professional. If there are any issues with a cleaning staff member, the client should report it to ECS JANITORIAL management rather than addressing it harshly on the spot. We in turn train our staff to be courteous and professional on site. Cooperation between client and cleaning staff ensures a smooth service experience.

​

By adhering to the above policies, both ECS Janitorial and our clients can maintain a productive, transparent, and positive working relationship. These service policies are intended to clarify expectations and responsibilities on both sides. For any questions or clarifications regarding these policies or any term in your specific contract, please contact us. We are committed to delivering excellent cleaning services with professionalism and integrity, and to upholding the terms agreed upon with our valued clients.