Virginia cleaning service contract template

Virginia Cleaning Service Contract

This Virginia Cleaning Service Contract (the “Agreement”) is made and entered into as of this [Date] by and between:

• [Cleaning Service Provider's Full Legal Name], whose address is [Cleaning Service Provider's Address], and whose business license number (if applicable) is [Cleaning Service Provider's Business License Number] (hereinafter referred to as “Service Provider”), and
• [Client's Full Legal Name], whose address is [Client's Address] (hereinafter referred to as “Client”).

Property Type and Service Location

• Option A: Residential Property: The Service Provider will provide cleaning services at the following residential address: [Full Address of Residential Property].
• Option B: Commercial Property: The Service Provider will provide cleaning services at the following commercial address: [Full Address of Commercial Property].
• Option C: Industrial Property: The Service Provider will provide cleaning services at the following industrial address: [Full Address of Industrial Property].
• Option D: Specialty Property: The Service Provider will provide cleaning services at the following specialty property: [Full Address of Specialty Property]. Description of specialty property: [Description].

Scope of Services

• Option A: Standard Cleaning Services:
  • Dusting all accessible surfaces
  • Vacuuming all carpets and rugs
  • Mopping all hard floors
  • Restroom sanitation (toilets, sinks, and mirrors)
  • Trash removal
• Option B: Customized Cleaning Services: The Service Provider will perform the following specific cleaning tasks: [Detailed List of Specific Cleaning Tasks].
• Cleaning Methods: [Description of Cleaning Methods to be Used].
• Cleaning Products:
  • Option A: Service Provider will provide all cleaning supplies, ensuring compliance with Virginia and federal chemical safety standards.
  • Option B: Client will provide cleaning supplies. List of approved product types/brands: [List of Approved Product Types/Brands].
• Frequency:
  • Option A: Daily
  • Option B: Weekly
  • Option C: Monthly
  • Option D: One-Time
  • Option E: Other: [Specify Frequency].

Additional and Excluded Services

• Additional Services (available at extra cost): [List of Additional Services, e.g., carpet cleaning, window washing, deep cleaning]. Price for each additional service: [Prices].
• Excluded Services: The following services are specifically excluded from this Agreement: [List of Excluded Services, e.g., hazardous waste removal, exterior cleaning].

Service Schedule and Access Arrangements

• Regular Service Hours: [Days of the Week], [Start Time] - [End Time].
• Access Arrangements:
  • Option A: Client will provide a key to the Service Provider. Key handling protocol: [Detailed Protocol].
  • Option B: Client will provide alarm codes. Alarm code management: [Detailed Protocol].
  • Option C: Other: [Specify Other Access Arrangements].
• Security Protocols: [Detailed Security Protocols].

Employee Qualifications

• Background Checks: All employees of the Service Provider have undergone background checks in accordance with Virginia requirements.
• Training Standards: All employees are trained in [Specify Training Areas, e.g., proper use of cleaning chemicals, safety procedures].
• Legal Employment: The Service Provider certifies that all employees are legally authorized to work in the United States and are in compliance with the Virginia Human Rights Act.

Equipment and Supply Responsibilities

• Option A: Service Provider will provide all cleaning equipment and supplies.
• Option B: Client will provide all cleaning equipment and supplies.
• Responsibility for damage due to equipment misuse: [Specify Responsible Party]. Indemnification related to equipment damage: [Indemnification Clause].
• Adherence to local safety standards: The Service Provider shall adhere to all applicable local safety standards in Virginia regarding the use of cleaning equipment and supplies.

Fees and Payment

• Service Rates:
  • Option A: Hourly rate: [Hourly Rate] per hour.
  • Option B: Per-visit rate: [Per-Visit Rate] per visit.
  • Option C: Fixed rate: [Fixed Rate] per [Specify Period, e.g., week, month].
• Overtime/Holiday Surcharges: [Specify Overtime/Holiday Surcharges, if any].
• Virginia Sales Tax: Applicable Virginia sales tax will be added to the service fee. Current sales tax rate: [Sales Tax Rate].
• Payment Schedule: [Specify Payment Schedule, e.g., bi-weekly, monthly].
• Late Payment Charges: A late payment charge of [Late Payment Charge, e.g., $25] will be applied to payments received more than [Number] days past the due date.
• Accepted Payment Methods: [List Accepted Payment Methods, e.g., check, credit card, electronic transfer].
• Invoicing Requirements: Invoices will be provided in accordance with Virginia commerce codes.

Performance and Quality Standards

• The Service Provider shall perform services in a professional manner, consistent with industry standards (e.g., Association of Residential Cleaning Services International or ISSA standards).
• Client shall have the right to inspect the premises upon completion of cleaning services. Complaint/reporting procedure: [Describe the complaint/reporting procedure].

Service Deficiencies

• Client Inspection: Client shall inspect the premises within [Number] hours of completion of services.
• Rectification Timeline: Service Provider shall rectify any deficiencies reported by Client within [Number] hours of notification.
• Documentation of Cleanings: The service provider will document each cleaning with [Description of Documentation, e.g., checklist, photos].

Health, Safety, and Environmental Compliance

• The Service Provider shall comply with all applicable regulations of the Virginia Department of Labor and Industry (DOLI) and the Virginia Department of Environmental Quality (DEQ) regarding cleaning chemical use and disposal.

Insurance and Bonding

• The Service Provider shall maintain the following insurance coverage:
  • Liability Insurance: [Coverage Amount]
  • Property Damage Insurance: [Coverage Amount]
  • Workers’ Compensation Insurance (if applicable under Virginia law): [Coverage Amount]
  • Custodial Bond: [Coverage Amount]
• Proof of Insurance: The Service Provider shall provide Client with proof of insurance coverage upon request and shall maintain continuous coverage throughout the term of this Agreement.

Representations and Warranties

• The Service Provider represents and warrants that:
  • It is duly qualified and licensed to provide cleaning services in the Commonwealth of Virginia.
  • It is in compliance with all applicable Virginia registrations and local permits.
  • All of its employees have lawful work authorization.

Risk of Loss and Responsibility for Damage

• The Service Provider shall be responsible for any accidental property damage or injury caused by its employees during the provision of services on Client's premises. Liability shall be limited to [Liability Limit]. This is in accordance with applicable Virginia law.

Client Obligations

• Client shall provide the Service Provider with access to the premises during the agreed-upon service hours.
• Client shall notify the Service Provider of any changes in property conditions that may affect the provision of services.
• Client shall remove any valuables or fragile items from the areas to be cleaned.
• Client shall adhere to any property-specific protocols provided to the Service Provider.

Changes to Scope, Service Frequency, or Schedule

• Any changes to the scope of services, service frequency, or schedule must be agreed upon in writing by both parties in a written change order.

Force Majeure

• Neither party shall be liable for any failure to perform its obligations under this Agreement due to any cause beyond its reasonable control, including but not limited to acts of God, weather emergencies, government shutdowns, and pandemics relevant in Virginia.

Termination

• Option A: Termination for Convenience: Either party may terminate this Agreement upon [Number] days written notice to the other party.
• Option B: Termination for Cause: Either party may terminate this Agreement immediately upon written notice to the other party if the other party materially breaches this Agreement (e.g., persistent breach, nonpayment, illegal activities).
• Effect of Termination: Upon termination, all outstanding balances shall be due and payable, and the Service Provider shall return any keys or other property of the Client.

Remedies and Liability for Breach

• In the event of a breach of this Agreement, the non-breaching party shall be entitled to all available remedies under Virginia law, including but not limited to damages, specific performance, and injunctive relief.
• Limits of Liability: The Service Provider's liability under this Agreement shall be limited to the amount paid by the Client for services rendered during the [Number] months preceding the date of the breach.
• Indemnification: The Service Provider shall indemnify and hold the Client harmless from any third-party claims arising out of the Service Provider's performance of services under this Agreement.

Confidentiality/Non-Disclosure

• The Service Provider shall maintain the confidentiality of all Client information, including but not limited to lock codes, alarm details, and sensitive materials. The Service Provider agrees to comply with applicable Virginia privacy statutes.

Non-Solicitation and Non-Compete

• During the term of this Agreement and for a period of [Number] months thereafter, the Client shall not solicit or hire any employee of the Service Provider. The Service Provider shall not solicit other clients in breach of Virginia business practices.

Governing Law and Dispute Resolution

• This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.
• Any dispute arising out of or relating to this Agreement shall be resolved in the circuit court or general district court located in [City/County, Virginia].
• Prior to initiating litigation, the parties agree to attempt to resolve the dispute through negotiation or mediation.

Compliance with Applicable Virginia Statutes

• The Service Provider shall comply with all applicable Virginia statutes, including but not limited to the Virginia Consumer Protection Act, state and local health/safety ordinances, and applicable EPA standards if dealing with regulated materials.

Taxes and Filings

• The Service Provider shall be responsible for all taxes and filings required by the Commonwealth of Virginia.

Contract Assignability/Restrictions

• This Agreement may not be assigned by either party without the prior written consent of the other party. The Client has the right to know if another party will be undertaking services.

Communication and Notice

• All notices and other communications under this Agreement shall be in writing and shall be deemed to have been duly given when delivered in person, mailed by certified mail, or sent by email to the addresses set forth above. Email addresses: Service provider: [Email Address]; Client: [Email Address].

Severability

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

Waiver

• No waiver of any provision of this Agreement shall be effective unless in writing and signed by the waiving party.

Amendment

• This Agreement may be amended only by a written instrument signed by both parties.

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

____________________________
[Cleaning Service Provider's Signature]

[Cleaning Service Provider's Printed Name]

____________________________
[Client's Signature]

[Client's Printed Name]