West Virginia cleaning service contract template

West Virginia Cleaning Service Agreement

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

[Cleaning Service Provider Name], a [Entity Type: Individual, LLC, Corporation] with its principal place of business at [Address], hereinafter referred to as "Provider," and West Virginia business license/registration number [Business License/Registration Number], contact phone: [Phone Number], contact email: [Email Address];

and

[Client Name], a [Entity Type: Individual, LLC, Corporation] with its principal place of business at [Address], hereinafter referred to as "Client," contact phone: [Phone Number], contact email: [Email Address].

This agreement governs the provision of cleaning services by the Provider to the Client in West Virginia.

1. Cleaning Location

Option A: The location(s) to be cleaned is/are located at: [Address]. Access instructions: [Detailed Access Instructions, including security codes, key management procedures].

Option B: The location(s) to be cleaned are detailed in Exhibit A, attached to this Agreement. Access instructions are also detailed in Exhibit A.

2. Scope of Services

Option A (Residential): The Provider will perform the following cleaning services at the Client's residential property:

• [List of Specific Cleaning Tasks: e.g., Dusting, Vacuuming, Trash Removal, Bathroom Sanitation, Floor Care, Window Cleaning].
• Cleaning frequency: [Daily, Weekly, Bi-Weekly, Monthly, Periodic].
• Service days/hours: [Specific Days and Hours of Service].

Option B (Commercial): The Provider will perform the following cleaning services at the Client's commercial property:

• [List of Specific Cleaning Tasks: e.g., Dusting, Vacuuming, Trash Removal, Bathroom Sanitation, Floor Care, Window Cleaning, Carpet Cleaning, Disinfection, Restocking Supplies].
• Cleaning frequency: [Daily, Weekly, Bi-Weekly, Monthly, Periodic].
• Service days/hours: [Specific Days and Hours of Service].

Option C: A detailed scope of services is outlined in Exhibit B, attached to this Agreement. The scope includes cleaning tasks, frequency, and service days/hours.

3. Performance Standards

Option A: The Provider will perform all cleaning services to a professional standard, ensuring [Specific Quality Benchmarks: e.g., "all hard floors will be damp-mopped and streak-free," "compliance with CDC/EPA disinfection protocols"].

Option B: Special Instructions: [Handling Hazardous Materials, Pet-Related Policies, Green Cleaning Requirements, Fragrance-Free Products, Allergy Notifications].

4. Supplies and Equipment

Option A: The Provider will supply all necessary cleaning supplies and equipment. All cleaning products used will be [EPA-registered disinfectants, green-certified products] and comply with West Virginia chemical restrictions/labeling standards.

Option B: The Client will provide all necessary cleaning supplies and equipment.

Option C: The Provider will supply the following: [List of Supplies Provided by Provider]. The Client will supply the following: [List of Supplies Provided by Client]. All products will comply with West Virginia chemical restrictions/labeling standards.

5. Access and Security

The Client will provide the Provider with access to the property during the agreed-upon service days/hours. The Provider agrees to maintain the confidentiality of any security codes.

Option A: The Provider’s employees will undergo background checks consistent with West Virginia jobs access and privacy laws.

Option B: Client site safety orientations will be provided to Provider’s employees as needed.

6. Employee Requirements

The Provider shall ensure that all employees are legally authorized to work in the United States and have undergone background checks.

Option A: Employees will wear uniforms and identification badges while on the Client's property.

Option B: Staff training and certifications (e.g., West Virginia Food Handling Certificate) will be provided as needed for the environment.

The Provider will comply with all applicable West Virginia wage and hour laws and local ordinances.

7. Insurance

The Provider shall maintain the following insurance coverage:

• General liability insurance with a minimum coverage of [Coverage Amount].
• Workers' compensation insurance compliant with West Virginia Workers' Compensation Law.
• Commercial auto insurance (if applicable).

Option A: The Client will be named as an additional insured on the Provider's general liability insurance policy.

The Provider will provide certificates of insurance to the Client before the commencement of services and upon annual renewal.

8. Compliance with Laws

The Provider shall comply with all applicable West Virginia occupational health and safety regulations, including those of the WV Office of Environmental Health Services and OSHA standards as adopted in WV.

The Provider shall indemnify the Client for any regulatory violations or injuries arising from the Provider's actions.

9. Payment Terms

The service rate is: [Flat Fee, Hourly, Per-Square-Foot Rate]: [Amount].

Schedule of payments: [Advance, Upon Completion, Monthly Invoice].

Option A: A deposit of [Deposit Amount] is required and will be [Refundable/Non-Refundable] under the following conditions: [Conditions for Refund/Forfeiture].

Invoices will be submitted [Frequency: e.g., monthly] and are due within [Number] days of receipt.

Acceptable payment methods: [List of Acceptable Payment Methods: e.g., Check, Credit Card, Electronic Transfer].

Option A: West Virginia sales/service tax will be applied as applicable: [Tax Amount].

Option B: Separate line items will be charged for consumables: [Details of Consumables and Charges].

10. Additional Services/Changes

The Client may request additional services or changes in service frequency by providing written notice to the Provider.

Fee adjustments for additional services will be mutually agreed upon in writing.

11. Client Obligations

The Client shall ensure safe and clear access to the property.

The Client shall provide notification of scheduling changes or access issues in a timely manner.

The Client is responsible for the removal of valuables.

Option A: Policy for lost/stolen/missing property: [Detailed Policy].

Steps for reporting complaints or deficiencies: [Detailed Steps].

12. Property Damage

The Provider shall immediately report any property damage caused in the course of providing services.

Remediation timelines will be consistent with West Virginia insurance claim practices.

13. Term and Renewal

The term of this Agreement shall be [Monthly, Annual, As Needed].

Option A: This Agreement will automatically renew for subsequent terms unless either party provides written notice of termination at least [Number] days prior to the end of the current term, in accordance with West Virginia requirements.

Procedures for temporary suspensions: [Details for Renovations, Holidays, Force Majeure].

14. Termination

Either party may terminate this Agreement for cause (non-performance, repeated service quality failure, regulatory violations, or gross misconduct).

Either party may terminate this Agreement for convenience by providing [Number] days written notice, meeting West Virginia minimum written notice requirements.

Payment on termination will be prorated for services rendered.

Obligations for final service: [Details of Final Service Requirements].

Disposition of keys, access cards, and confidential information: [Detailed Procedures].

15. Remedies and Liability for Breach

Late or missed service: [Credits or Re-Performance Obligations].

Damage to property: [Provider's Responsibility for Repair/Replacement].

Non-payment: [Interest Penalties and Suspension of Service].

Indemnification language protecting the Client from claims arising from Provider negligence or staff misconduct.

16. Confidential Information

Procedures for handling confidential or sensitive information encountered by cleaning staff (documents, private customer information), in accordance with applicable West Virginia data privacy legislation.

17. Dispute Resolution

Required notice and good faith negotiation.

Mediation in West Virginia before litigation.

Jurisdiction and venue: [Specify West Virginia county court or mutually agreed forum].

Governing law: West Virginia law, including references to the Uniform Commercial Code as applicable.

18. Miscellaneous

No waiver of any provision of this Agreement shall be effective unless in writing and signed by both parties.

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

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

The Provider is an independent contractor, and no employment relationship is created by this Agreement.

Option A: Non-solicitation/non-compete restrictions: [Details of Restrictions] (noting West Virginia limitations).

Compliance with West Virginia environmental sanitation regulations (if applicable).

Extra requirements for public facilities/schools per local board of health rules (if applicable).

19. Service Quality Review

Regular service quality review meetings or written feedback: [Frequency and Method].

Reference to industry certifications held (e.g., ISSA CIMS-GB).

20. Emergency Cleaning

Procedures for emergency cleaning (spill response, biohazard cleanup).

Corresponding extra charge structures: [Details of Extra Charges].

Agreed response times for urgent requests: [Response Times].

21. Government/Public Institution Specific Terms (If Applicable)

Federal contract compliance certifications.

Specific West Virginia state contract terms, such as anti-discrimination, accessibility, and prevailing wage requirements.

22. Optional Clauses

Client references: [Details].

Right to inspect Provider’s insurance, licensing, and employee documents upon reasonable notice.

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

_______________________________
[Cleaning Service Provider Name]
By: [Authorized Representative Name]
Title: [Title]
Date: [Date]

_______________________________
[Client Name]
By: [Authorized Representative Name]
Title: [Title]
Date: [Date]

[Optional: West Virginia Notarization or Witness Requirements]