A well-written janitorial contract does more than outline cleaning duties—it protects people, ensures quality, and drives long-term value.
Structuring Smarter Janitorial Contracts: Labor, Performance, and Sustainability
Janitorial service contracts shape far more than cleaning routines. They determine the health of facilities, the safety of occupants, and the stability of the workforce tasked with keeping those spaces clean. When contracts focus solely on the lowest bid, the result is often poor service quality, labor exploitation, and high turnover—costing more in the long run.
Many public and private organizations now recognize the need for smarter procurement. But shifting away from outdated pricing models requires more than a budget adjustment—it demands a new framework that values performance, accountability, and worker wellbeing.
Labor conditions, vendor selection strategies, and sustainability goals all intersect in the language of a janitorial contract. Each clause either protects or undermines the people doing the work. To build efficient, ethical, and effective service agreements, organizations must look beyond cost and consider the full impact of how services are delivered.
Janitorial contracts aren’t just administrative documents—they are frontline policies that directly affect cleanliness, compliance, and credibility.
The Flaws of Traditional Price-Based Contracting
Choosing janitorial vendors based on the lowest bid seems efficient—but often leads to hidden costs and long-term problems. Here's why the cheapest option isn't always the best:
- Service quality drops when contractors cut corners to meet tight budgets
- Staffing suffers as companies reduce wages or overwork fewer employees to stay profitable
- Accountability weakens under subcontracting layers that obscure responsibility
Warning signs of a broken price-first contract:
- Frequent complaints about cleanliness or missed tasks
- High janitor turnover with little onboarding or supervision
- Limited transparency about who is responsible for performance issues
Organizations relying on price-only bids may unknowingly accept poor service, increased liability, and lower employee satisfaction. Facilities with these contracts often deal with more rework, higher absenteeism, and growing health concerns due to inconsistent cleaning practices.
Shifting from price-first to value-based selection helps eliminate these issues before they start. Clean, healthy spaces don’t come from the lowest bidder—they come from contracts that prioritize outcomes, not shortcuts.
How the Best Value Approach Improves Janitorial Contracting
The Best Value Approach (BVA) focuses on vendor performance—not just price—to deliver consistent, high-quality janitorial services. It prioritizes experience, expertise, and risk management to avoid the failures common in low-bid contracts.
Core elements of BVA include:
- Pre-qualification based on expertise—vendors submit past performance data and a risk plan before cost is considered
- Weighted evaluation—interviews, technical scope alignment, and measurable value-added ideas are scored
- Clear performance metrics—cleaning outcomes are tracked against agreed-upon benchmarks
Benefits of using BVA:
- Reduces project delays, disputes, and vendor turnover
- Improves service quality through accountability and documented processes
- Lowers long-term costs by preventing rework and service breakdowns
Organizations using BVA often see better outcomes with fewer contract changes or enforcement issues. Instead of gambling on the cheapest option, BVA ensures you’re hiring teams that understand the job, anticipate problems, and deliver on time.
For janitorial services, where consistent quality and worker reliability are non-negotiable, BVA shifts the focus to what matters most: performance you can measure, verify, and trust.
Labor Practices That Strengthen Janitorial Contracts
Behind every janitorial contract are real people doing demanding work. When contracts ignore labor conditions, problems follow—high turnover, poor service, and legal risk. Prioritizing fair, stable labor practices leads to stronger performance and fewer disruptions.
Key labor practices to include:
- Wage protections that ensure cleaners are paid fairly and consistently
- Clear supervision structures so responsibilities and reporting lines are defined
- Worker inclusion in safety training, task planning, and protocol changes
Common signs of labor issues in existing contracts:
- Frequent complaints of missed shifts or inconsistent staffing
- Limited training or unclear expectations for cleaning personnel
- Janitors unaware of their rights, responsibilities, or support channels
Strong contracts acknowledge the realities of the workforce—many of whom are immigrants, part-time employees, or working late shifts under pressure. Addressing these realities reduces friction and builds loyalty.
Including clauses that support union participation, provide paid training, and limit excessive subcontracting ensures better results. When janitors feel safe, supported, and seen, service quality improves—and contract compliance follows naturally.
Performance Standards and Quality Control in Janitorial Contracts
Well-written contracts don’t just assign tasks—they define what success looks like. Without clear performance standards, cleaning quality becomes subjective, inconsistent, and difficult to enforce.
Strong quality control starts with:
- Defined cleanliness benchmarks—clear expectations for floors, restrooms, surfaces, and shared spaces
- Routine inspections and audits—scheduled checks that verify outcomes, not just task completion
- Corrective action plans—structured responses for missed targets, delays, or recurring issues
Indicators that a contract lacks proper quality control:
- Vague language like “clean as needed” or “maintain general tidiness”
- No documentation process for inspections or task verification
- Over-reliance on client complaints to trigger changes
High-performing janitorial contracts include reporting systems, checklists, and scorecards tied to service frequency and building usage. These tools help identify patterns early—before small lapses become major failures.
When performance is measured consistently and fairly, janitors know what’s expected, managers stay informed, and clients receive the level of service they’re paying for. Quality isn’t accidental—it’s contractual.
Integrating Green Cleaning Without Disruption
Green cleaning programs improve indoor air quality, reduce chemical exposure, and support sustainability goals—but success depends on how they’re introduced. Many janitors resist these changes not because they disagree with the mission, but because they aren’t prepared for the shift.
Barriers that stall green cleaning initiatives:
- Lack of training on new tools, application times, and safety procedures
- Mistrust of product effectiveness, especially with disinfectants
- Increased task complexity without corresponding adjustments to time or staffing
Steps to ease the transition:
- Provide side-by-side demos comparing traditional and green methods
- Allow janitors to test products and offer feedback before full rollout
- Update cleaning schedules to account for any added time or steps
When implemented poorly, green cleaning feels like an extra burden. When done right, it becomes a source of pride and professionalism for janitorial teams.
Contracts that mandate green products should also include requirements for staff training, performance testing, and ongoing support. Adoption rises when janitors are part of the process—not just expected to adjust to it.
Key Clauses Every Janitorial Contract Should Include
A well-structured janitorial contract protects both the client and the service provider. It reduces confusion, limits liability, and ensures consistent performance by clearly defining roles, expectations, and procedures.
Essential clauses to include:
- Scope of work – List all services by task (e.g., restroom disinfection, floor care, trash removal) and location
- Service frequency and schedule – Specify how often each task occurs (daily, weekly, monthly) and at what times
- Staffing and supervision – Clarify whether staff are on-site full-time or part-time, and who oversees their work
- Performance standards – Include measurable benchmarks for quality and cleanliness, plus audit procedures
- Supplies and equipment – State whether the contractor or client provides tools, chemicals, and PPE
- Insurance and bonding – Require liability coverage, workers’ compensation, and bonding to cover damage or theft
- Payment terms – Define payment schedule, rates, late penalties, and invoice procedures
- Termination clause – Include conditions for ending the contract early due to non-performance or other issues
- Contingency planning – Outline how services adapt during emergencies, pandemics, or staff shortages
- Legal compliance – Require adherence to labor laws, safety regulations, and union agreements (if applicable)
Without these clauses, both parties face avoidable risks—missed tasks, payment disputes, or legal exposure. A clear, detailed contract ensures service continuity, fair labor practices, and high accountability from day one.
Lessons from California’s Janitorial Contracting Models
California offers powerful case studies in how janitorial contracts can support—or undermine—labor, service quality, and public trust. From union campaigns to sustainability initiatives, these examples highlight what works when contracts are built with people and performance in mind.
Key takeaways from real-world models:
- Union-backed contracts improve outcomes
Los Angeles’ Justice for Janitors campaign led to citywide agreements with better wages, healthcare, and job protections. This shift reduced turnover and improved service consistency across public and private buildings. - Subcontracting without oversight weakens accountability
In Silicon Valley, tech firms relied on subcontracted janitors who faced unstable hours and limited protections. Contracts focused on cost-cutting eroded morale and led to informal resistance, increasing operational friction. - Green cleaning transitions require frontline buy-in
Alameda Unified School District’s green cleaning program succeeded only after overcoming janitor skepticism. Training, communication, and visible support helped staff adopt new products without sacrificing performance. - Performance-based models reduce cost and conflict
Municipal and school contracts that used value-based selection—evaluating vendors on expertise, not just price—reported higher satisfaction and fewer enforcement issues over time.
California’s examples show that contracts aren’t just financial tools—they’re social and operational frameworks. When they center human needs, safety, and clarity, everyone benefits: the cleaners, the clients, and the communities they serve.
FAQ
What should be included in a janitorial services contract?
Essential elements include scope of work, service frequency, supervision, performance standards, insurance, and termination terms.
Why do low-bid janitorial contracts often fail?
They prioritize cost over quality, leading to poor service, underpaid workers, high turnover, and increased long-term expenses.
How does the Best Value Approach improve janitorial contracts?
It selects vendors based on expertise and performance, reducing risk and improving service outcomes compared to price-only models.
Why do janitors resist green cleaning programs?
Lack of training, mistrust in product effectiveness, and no input in the transition process often lead to resistance.
How can contracts support janitorial workforce retention?
By including fair wages, training, supervision, and involvement in planning, contracts create stability and boost service quality.
References
- Thomas-Hunt, M., & Goldberg, R. (2020). Philly Cleans (A). Darden Case Collection. https://doi.org/10.2139/ssrn.3660465
- Kashiwagi, J., Kashiwagi, I., Scott, V., & Mellecker, T. (2022). The Application of the Best Value Approach in Janitorial Services. IOP Conference Series: Earth and Environmental Science, 1101. https://doi.org/10.1088/1755-1315/1101/8/082025
- Howley, J. (1990). Justice for Janitors: The Challenge of Organizing In Contract Services. Labor Research Review, 1, 4.https://ecommons.cornell.edu/items/bf3a276a-c4eb-41da-8a26-f3991b35bd14
- Lavery, K. (1999). Smart Contracting for Local Government Services. https://doi.org/10.5040/9798216188193
- Candy, H. (1977). Analysis of Bonding Requirements on Service Contracts. https://www.semanticscholar.org/paper/Analysis-of-Bonding-Requirements-on-Service-Candy/5d59859b4deb4b32ac316d0b68ace19ae449f719
- Thomas-Hunt, M., & Goldberg, R. (2020). Philly Cleans (A). Darden Case Collection. https://doi.org/10.2139/ssrn.3660465
- Berz, G. (2015). Disruptive Factors in Auctions. , 118-127. https://doi.org/10.1057/9781137475428_9
- Gomez, A. (2018). Organizing the “Sweatshop in the Sky”: Jono Shaffer and the Los Angeles Justice for Janitors Campaign. Labor: Studies in Working-Class History of the Americas, 15, 20 - 9. https://doi.org/10.1215/15476715-4353668
- Waldinger, R. D., Erickson, C., Milkman, R., Mitchell, D., Valenzuela, A., Wong, K., & Zeitlan, M. (1996). Helots No More: A Case Study of the Justice for Janitors Campaign in Los Angeles. Escholarship.org. https://escholarship.org/uc/item/15z8f64h
- Zlolniski, C. (2003). Labor Control and Resistance of Mexican Immigrant Janitors in Silicon Valley. Human Organization, 62, 39-49. https://doi.org/10.17730/HUMO.62.1.376MJ445EM7JW65U
- Lave, R., Teal, R., & Cross, G. (1986). THE USE OF CONTRACTING BY PUBLIC TRANSIT AGENCIES IN CALIFORNIA. . https://doi.org/10.21949/1404684
Conclusion
Janitorial contracts are more than service agreements—they are blueprints for how cleanliness, safety, and worker dignity are maintained in everyday spaces. When written well, they reduce liability, increase quality, and support the health of both the building and the people inside it.
Relying on the lowest bid may seem efficient, but it often leads to inconsistent service, high turnover, and missed health standards. A smarter approach prioritizes performance, fairness, and long-term outcomes through clear standards, inclusive practices, and structured oversight.
Contracts that value workers as skilled professionals—providing training, protections, and involvement—create cleaner, more resilient environments. Those that ignore these principles invite risk, waste, and reputation damage.
Whether for a school, office, or public agency, every janitorial contract is an opportunity to elevate what clean really means. When quality, equity, and accountability are built into the foundation, better results always follow.
If you would like more information regarding the effectiveness of high-performance infection prevention and control measures, or if you would like to schedule a free, no-obligation on-site assessment of your facility's custodial needs, contact us today for a free quote!
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