What a Facilities Committee Should Expect from a Cleaning Provider

Selecting a cleaning company is only the first step. A facilities committee's ongoing relationship with that provider — how it's managed, reviewed, and adjusted over time — determines whether the contract keeps delivering value a year in, or quietly drifts.

Regular communication, not just annual renewal

A good provider relationship includes some regular touchpoint beyond the annual contract renewal — a quarterly walkthrough, a standing point of contact for issues, or a simple check-in call. Waiting a full year to discuss whether the service is working well is too long a gap for most congregations.

A named point of contact on both sides

Designate one person on your facilities committee as the point of contact for the cleaning company, rather than letting communication happen informally through whichever staff member notices an issue first. This keeps feedback consistent and prevents the same complaint from being raised repeatedly by different people without resolution.

Periodic walkthroughs

Even after the initial evaluation period, schedule occasional walkthroughs with your provider — not as a gotcha, but as a genuine check-in on whether the scope of work still matches the building's needs. A congregation's programming changes over time; a scope written two years ago may not reflect current midweek use.

Reviewing the scope annually

Before an automatic renewal, revisit the written scope of work. Has the building added a new ministry space? Changed its Sunday service schedule? Started a weekday preschool? These changes should prompt an update to the scope, not just a rubber-stamp renewal at the same terms.

Keeping documentation

Maintain a simple file — physical or digital — with the current contract, certificate of insurance, and any written communication about service issues and resolutions. This protects the committee's institutional memory as members rotate on and off over the years, which they inevitably will.

See also: Sanctuary & Worship Space Cleaning.