It sounds like you have quite an opportunity here and you're receiving solid advice . Your posts offer three categories of decision making factors and one incredibly important statement.
The important statement first (to get the scare out of the room. Haha). You mentioned “the facility has all doctors”. Ut oh... If this is a medical facility with clinical areas, ALL THE RULES CHANGE. The Healthcare cleaning industry is an event unto itself. The requirements change. The times allotted change and the liabilities change. If the vendor is not properly trained, people can become ill or worse. I'm hoping you're addressing an administrative meeting facility with no medical requirements or you have Healthcare industry training.
1st category: General cleaning. I always determine the application of the facility before I start. In other words, an administrative office space may require x amount of time to clean, but if the same space is being used for clinical (medical) practices or food service etc. the time may be double or triple x. I have learned to ask the daily, weekly or monthly traffic count. A facility with 10 employees and no visitors requires x hours to clean, but if each of those employees has ten visitors a day...... well you get the idea.
2nd category: Project work. You explain half the facility will be cleaned on an as needed basis. I would suggest you agree on an hourly charge that would not only address the separate area as needed work, but also requested cleaning outside of the scope of work in the area you regularly maintain. Meeting rooms with as needed cleaning suggest group meetings with varying attendance and cleaning requirements. Interior and first level exterior window cleaning can also fall into the project work category.
For the excessive height window cleaning, you will need to meet with a window cleaning company to determine prices based on a subcontract agreement or determine your cost of equipment rental to address the work yourself. Insurance requirements are factors here.
3rd category: Disposable supplies. A cleaning vendor providing (at the vendors expense) supplies to a client is the quick road to contract failure. Better plan: A cleaning vendor ordering and maintaining supplies from a client's supplier account is the safe road. If the client wants a better quality tissue, or the client has a thief on their payroll it's their dime not yours being effected. When supplies run low, it's because your people forgot to stock not because you're trying to raise the net profit on the contract.
I really like the communication form in the lobby. That's professional and extremely effective. On occasion I come across an account I feel I can't truly evaluate before I service it for a few months. In that case I make an agreement with the client to meet again after ninety days of service and reevaluate the project. You can find additional contract assessment information at the Facility Support website with "The Novice Mistake" (serious article, sarcastic name) link. Good Luck with your project!
- Thomas Anthony
Facility Support Services, FSS Support Site
Years from now they won't remember what you did. They probably won't remember what you said. They may not even remember your name. But I promise you... they will always remember exactly how you made them feel. - unknown