Download the Janitorial Vendor Checklist
Use this checklist to evaluate providers side by side before selecting your office or facility cleaning partner.
Best for offices, mixed-use properties, schools, healthcare spaces, and multi-site portfolios in MA & CT.
1) Define outcomes before you request bids
Before pricing, define what success looks like at your site. If outcome expectations are unclear, bids will be inconsistent and hard to compare.
- What complaint types are you trying to reduce (restrooms, trash overflow, floor appearance)?
- What cleanliness standard do you need by area?
- What reporting cadence does your team need (weekly, monthly, incident-based)?
- What service window is realistic (day porter, after-hours, hybrid)?
2) Build a scope matrix, not a vague scope
Ask each vendor to price against the same matrix:
| Scope element | What to define |
|---|---|
| Areas | Restrooms, offices, common areas, breakrooms, entries, stairs, elevators. |
| Frequency | Daily, 3x/week, weekly, periodic deep-clean schedule. |
| Task detail | Vacuuming, mopping, touchpoints, dusting, consumable restock, waste handling. |
| Exclusions | What is not included unless approved as change order. |
| Acceptance criteria | How quality is evaluated and corrected when issues occur. |
3) Verify staffing and supervision model
- Who supervises the account and how often do they inspect?
- What is the call-out coverage process when staff are absent?
- How are team members trained on your site-specific requirements?
- Who is your single accountable contact for escalations?
Operational reliability usually matters more than small price differences.
4) Require measurable QA and reporting
At minimum, ask for:
- Inspection cadence and checklist format
- Issue log with corrective action timestamps
- Response-time commitments for urgent requests
- Monthly summary with recurring problem areas and fixes
Need Help Comparing Two Vendors?
We can review scope differences and flag risk before you sign.
5) Lock down contract terms that matter
- Clear scope and frequency table in contract exhibits
- Defined change-order process and approval protocol
- Service-level response expectations
- Termination and transition terms
- Insurance and compliance requirements
6) Plan the first 90 days of rollout
A clean startup plan avoids most onboarding issues:
- Week 1-2: baseline walkthrough, checklist calibration, and communication protocol.
- Week 3-6: stabilize recurring scope, track complaint categories, adjust staffing if needed.
- Week 7-12: monthly QA review, preventive floor-care schedule, and scope refinements.
For MA & CT facilities, this approach helps prevent quality drop-offs after transition.
FAQ
How many janitorial bids should I request?
Three is typically enough if each vendor prices the same scope matrix. More than three can create noise unless you are evaluating very large portfolios.
What is the biggest mistake when selecting a janitorial vendor?
Choosing by lowest price without normalizing scope and QA expectations. That usually leads to service gaps and change-order surprises.
Should we include day porter service in the same contract?
Often yes, if you need daytime visibility support. Just keep day porter hours and duties clearly separated from after-hours recurring scope.
What should happen in the first month after contract start?
Baseline walkthrough, scope calibration, issue logging, and weekly check-ins to stabilize service quality quickly.
Can Oasis support office and facility programs in both MA and CT?
Yes. Oasis supports commercial janitorial programs across MA and CT with defined scope, quality checks, and one accountable operations contact.