Questions to ask a commercial cleaning company before you sign

A1 Do cleaning companies need a license in Texas?

Texas doesn't license cleaning companies the way it licenses electricians. A provider that charges for cleaning should hold a Texas sales tax permit, because cleaning buildings is a taxable service.

The Comptroller tells janitorial services to collect sales tax and to get a permit to do it, and its rule on real property services (34 TAC §3.356) says people performing those services must obtain a tax permit. See Publication 94-111.

A2 What should I ask a commercial cleaning company before signing?

Ask about the tax permit, insurance, the written scope, how keys and alarm codes are handled, and how missed work gets fixed. Those five answers tell you most of what you need.

Paperwork

• A Texas sales tax permit.
• A current certificate of insurance, sent before the first visit.
• Whether the company is bonded, if that matters to you or your landlord.

The work

• A task list for each area with how often each task is done.
• Who supplies paper goods, soap, and liners.
• Which nights, what time, and how long.

Access and follow-up

• Who carries keys and badges, and what happens when someone leaves the crew.
• How alarm codes are assigned and changed.
• How you report a missed item, and how quickly it's handled.

A3 What should the scope of work list?

Every area of the building, the tasks in each one, and how often each task is done. If it isn't in the scope, don't assume it's included.

The matrix on the office cleaning page is a useful starting checklist. Add anything specific to your building: a lobby with heavy foot traffic, a training room used on weekends, a dock office that tracks in dust.

A4 What needs to be in writing for high windows?

If windows will be cleaned from rope descent systems, OSHA requires the building owner to give the employer written confirmation that the roof anchors have been identified, tested, certified, and maintained. No letter, no rope work.

Details are on the commercial window cleaning page and in 29 CFR 1910.27.

A5 How long should a cleaning contract run?

Length is negotiable. What matters more is how much notice either side has to give to end it, and whether the price can change during the term.

Read the cancellation clause before you sign, and check whether a trial period is possible. A walkthrough after the first few weeks is a good point to adjust the scope.