New York cleaning service contract template

New York Cleaning Service Contract

This New York Cleaning Service Contract ("Agreement") is made and entered into as of this [Date], by and between:

• [Cleaning Service Name], a [State] [Entity Type, e.g., Corporation], with its principal place of business at [Cleaning Service Address] ("Contractor"), and
• [Client Name], residing at/with its principal place of business at [Client Address] ("Client").

1. Scope of Services

• Option A: General Cleaning
  • Contractor shall provide general cleaning services at the Client's premises located at [Client Address].
  • Frequency:
    • Option 1: One-time cleaning on [Date].
    • Option 2: Weekly cleaning, every [Day of the Week].
    • Option 3: Monthly cleaning, on the [Day] of each month.
  • Areas Covered:
    • Kitchen: [List of specific tasks]
    • Bathrooms: [List of specific tasks]
    • Offices/Living Areas: [List of specific tasks]
    • [Other areas, e.g., Windows, Carpets]: [List of specific tasks]
  • Hours of Service: [Start Time] to [End Time]
• Option B: Specialized Cleaning (e.g., Move-In/Move-Out, Post-Construction, Deep Cleaning)
  • Contractor shall provide [Type of Cleaning] cleaning services at the Client's premises located at [Client Address].
  • Description of Specific Tasks: [Detailed description of tasks specific to the type of cleaning]
  • Date(s) of Service: [Date(s)]
• Option C: Commercial Cleaning
  • Contractor shall provide cleaning services at the Client's commercial premises located at [Client Address].
  • Specific tasks: [Detailed list of commercial cleaning tasks, including any industry-specific requirements]
  • Frequency and Scheduling: [Detailed schedule, considering business hours and operational needs]

2. Cleaning Materials and Equipment

• Option A: Contractor Supplies
  • Contractor shall provide all necessary cleaning supplies and equipment.
  • List of Cleaning Products to be Used: [List of cleaning products and SDS sheets, if applicable]
• Option B: Client Supplies
  • Client shall provide all necessary cleaning supplies and equipment.
  • Client-Provided Product Requirements: [Specific brands or types of products required]
• Option C: Green Cleaning
  • All cleaning products used shall be environmentally friendly and [Green Seal/Other Certification] certified.
  • Contractor shall provide documentation of product certification upon request.

3. Access and Security

• Option A: Key Access
  • Client shall provide Contractor with [Number] keys to the premises.
  • Key Return Policy: Upon termination of this Agreement, Contractor shall return all keys to Client.
• Option B: Security Code Access
  • Client shall provide Contractor with the necessary security codes for access to the premises.
  • Code Change Notification: Client shall notify Contractor of any changes to security codes immediately.
• Option C: Building Management Requirements
  • Contractor shall comply with all building management regulations regarding access and security.
  • Client Responsibility: Client is responsible for obtaining any necessary authorizations from building management.
  • Contractor Responsibility: Contractor is responsible for complying with building’s security policies.

4. Employee Qualifications and Compliance

• Option A: Background Checks
  • All Contractor employees shall undergo background checks in accordance with New York law.
  • Documentation: Contractor shall provide proof of background checks upon request.
• Option B: Training
  • Contractor employees shall receive training in proper cleaning techniques and safety procedures.
  • Training Topics: [List of training topics]
• Compliance with Labor Laws
  • Contractor shall comply with all applicable New York wage and hour laws, including minimum wage, overtime, and paid sick leave.
  • Workers’ Compensation Insurance: Contractor shall maintain workers’ compensation insurance as required by New York law.

5. Service Quality Standards

• Option A: Cleaning Checklist
  • Contractor shall adhere to the cleaning checklist attached as Exhibit A.
• Option B: Inspection Procedure
  • Client shall inspect the premises upon completion of each cleaning service.
  • Complaint Resolution: Any complaints regarding service quality must be submitted to Contractor within [Number] hours of the cleaning service.
• Option C: Client Satisfaction
  • Contractor guarantees client satisfaction. If the Client is not satisfied with the service, Contractor will re-clean the area in question within [Number] hours.

6. Reporting and Communication

• Option A: Regular Reporting
  • Contractor shall provide Client with a report on the services performed after each cleaning.
  • Report Format: [Format of the report]
• Option B: Emergency Contact
  • Contractor shall provide Client with a 24/7 emergency contact number: [Phone Number].
• Designated Account Manager: [Name], [Phone Number], [Email Address].

7. Property Damage and Liability

• Option A: Insurance Coverage
  • Contractor shall maintain commercial general liability insurance and property damage coverage in the amounts of [Dollar Amount].
  • Proof of Insurance: Contractor shall provide Client with proof of insurance upon request.
• Option B: Indemnification
  • Contractor shall indemnify and hold Client harmless from any and all claims, damages, or liabilities arising from the Contractor's negligence or willful misconduct.
  • Client Responsibility: Client is responsible for notifying contractor of pre-existing conditions before the start of the services.

8. Service Fees and Payment

• Option A: Flat Rate
  • The service fee is a flat rate of [Dollar Amount] per [Frequency, e.g., cleaning, month].
• Option B: Hourly Rate
  • The service fee is [Dollar Amount] per hour.
  • Minimum Service Charge: [Dollar Amount].
• Option C: Per Square Foot
  • The service fee is [Dollar Amount] per square foot.
• Billing Cycle:
  • Invoices shall be issued [Frequency, e.g., weekly, monthly].
  • Payment Terms: Payment is due within [Number] days of the invoice date.
• Sales Tax: All prices are exclusive of New York State and New York City sales taxes. Contractor's sales tax registration number is [Sales Tax Number].
• Late Payment Interest: Late payments shall accrue interest at a rate of [Percentage]% per month, not exceeding the maximum rate permitted by New York usury laws.

9. Client Obligations

• Provide Clear Access: Client shall provide Contractor with clear access to the premises.
• Notify of Hazardous Materials: Client shall notify Contractor of any hazardous materials or unusual site conditions.
• Comply with OSHA Disclosures: Client shall comply with all applicable OSHA workplace safety disclosures.

10. Cancellation and Rescheduling

• Option A: Client Cancellation
  • Client may cancel or reschedule a cleaning service with at least [Number] hours' notice.
  • Cancellation Fee: A cancellation fee of [Dollar Amount] may apply for cancellations made with less than [Number] hours' notice.
• Option B: Contractor Cancellation
  • Contractor may cancel or reschedule a cleaning service with at least [Number] hours' notice.
• Force Majeure: Neither party shall be liable for any delay or failure to perform its obligations under this Agreement due to circumstances beyond its reasonable control, including weather emergencies common in New York.

11. Term and Termination

• Term: This Agreement shall commence on [Start Date] and continue for a term of [Number] [Months/Years].
• Renewal: This Agreement shall automatically renew for successive [Number] [Months/Years] terms unless either party provides written notice of termination at least [Number] days prior to the end of the then-current term.
• Termination for Breach: Either party may terminate this Agreement upon written notice if the other party breaches any material provision of this Agreement and fails to cure such breach within [Number] days after receiving written notice thereof.
• Termination for Convenience: Client may terminate this agreement for convenience with [Number] days written notice. Contractor may terminate this agreement for convenience with [Number] days written notice.
• Final Walk-Through: Upon termination, a final walk-through of the premises shall be conducted, and any outstanding balances shall be settled.

12. Confidentiality and Data Privacy

• Contractor shall maintain the confidentiality of all Client information and data.
• Contractor shall comply with all applicable New York cybersecurity and data privacy requirements.

13. Subcontracting

• Contractor shall not subcontract any services under this Agreement without the prior written consent of Client.
• Any subcontractors used by Contractor shall meet the same legal and insurance standards as the Contractor.

14. Compliance with Laws

• Contractor shall comply with all applicable federal, New York State, and NYC statutes and regulations, including labor laws, environmental cleaning product use, health and safety codes, and anti-discrimination rules.
• Contractor represents that it is lawfully registered, insured, and authorized to do business in New York State.

15. Dispute Resolution

• This Agreement shall be governed by and construed in accordance with the laws of the State of New York.
• The exclusive venue for any disputes arising under this Agreement shall be in the courts of New York.
• Dispute Resolution Process:
  • Option 1: Negotiation
  • Option 2: Mediation
  • Option 3: Arbitration

16. Amendments and Notices

• Any amendments to this Agreement must be in writing and signed by both parties.
• All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above.

17. Exhibits

• Exhibit A: Cleaning Checklist
• Exhibit B: Proof of Insurance
• Exhibit C: Product Safety Data Sheets (SDS)

18. Representations and Warranties

• Contractor warrants that it is lawfully registered, insured, and authorized to do business in New York State.
• Contractor warrants that it complies with all union requirements, if applicable (as relevant under prevailing wage laws for government contracts in New York City).

19. Building Management Approval

• Client building management approval is required. [Name] [Title] at [Building Management Contact Information] must approve this agreement prior to commencement of services.

20. Assignment

• Neither party may assign or transfer this Agreement without the prior written consent of the other party.

21. Severability

• If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

22. Entire Agreement

• This Agreement constitutes the entire agreement between the parties and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Cleaning Service Name]

By: [Authorized Representative Name]

Title: [Title]

[Client Name]

By: [Client Name]