Leeds & across Yorkshire Free site visit Written scope and schedule One point of contact Photo reports Cleaning, grounds, waste and repairs Leeds & across Yorkshire Free site visit Written scope and schedule One point of contact Photo reports Cleaning, grounds, waste and repairs
What is in scope, how a contract is set up, how the work is reported and how access and paperwork are handled.
TopicsScope, set-up, reporting, practicalities
Not covered?Ask us on the contact page
Next stepA site visit and a written scope
Scope
What is covered and what is not
Any mix of the eight we offer: commercial cleaning, window cleaning, grounds maintenance, waste management, handyman visits, planned maintenance, reactive repairs and building fabric repairs. Each one has its own section in the specification, so you can add or remove a service without rewriting the rest.
No. Testing of fire alarms, emergency lighting, electrical installations, gas appliances and water systems is specialist work and stays with contractors qualified for it. We will happily log their due dates on the maintenance schedule so you have one calendar to look at.
Our work is commercial. That includes the shared parts of residential blocks for managing agents and landlords, such as stairwells, bin stores, car parks and grounds. We do not take on work inside private homes.
There is no fixed minimum. A single shop unit with a weekly clean and a quarterly window wash is a contract, and so is a multi-building estate. What matters is that the scope is written down and the visits make sense for the site.
Yes, and many sites do. The specification is built in sections for that reason. When you want to add grounds, waste or planned maintenance, we visit again for that part and issue an updated schedule.
Setting up
From first call to first visit
We walk every area that will be in scope, take measurements and photographs, note access, alarm and key arrangements, and ask how the building is used through the week. You get to point at the things that have been going wrong.
A specification listing each task and how often it is done, a schedule showing which days and weeks visits fall on, the materials and equipment we supply, anything we have excluded, and the cost against each service.
We agree a start date, collect keys or fobs against a signed record, confirm site rules and inductions, and set up the reporting you want. The first visits are checked against the specification and we tell you what we found.
One named contact looks after your site. Requests, changes to the schedule, extra work and any complaint go to that person, and they are the one who reports back to you.
They are signed for at handover and recorded against the site. We agree with you who may hold them, how they are stored and how they are returned, and that is written into the site file before work begins.
Running the contract
Reporting, changes and problems
Visits are recorded against the schedule. For periodic work, repairs and anything reported as a fault, you receive photographs taken before and after. The format and frequency of reports is agreed when the contract is set up.
Tell your contact what was missed and where. It is recorded, put right, and looked at again at the next review so we can see whether the specification or the visit was at fault.
We look at the job, describe the work in writing and give a cost for it before anything starts. If it is likely to recur, we will suggest adding it to the schedule instead.
Yes. Buildings change use, tenants move and seasons alter what the grounds need. Changes are agreed with your contact and the schedule is reissued so both sides are working from the same document.
Anything our people see, such as a damaged door closer, a blocked gully or a loose paving slab, is photographed and sent to you with a note of where it is. Whether it is repaired is your decision.
Practicalities
Access, people and paperwork
Often it can, by arrangement. Early, evening and weekend visits depend on the site, the task and access. We discuss what is possible at the site visit and write the agreed times into the schedule.
We aim to keep the same operatives on a site because they learn the building. Holidays and sickness mean that cannot always hold, so the site file records what a relief operative needs to know.
Risk assessments and method statements for the work in scope, along with insurance details, are provided on request before the start date. If your site has its own contractor rules or induction, tell us at the visit.
We do, unless you prefer otherwise. Consumables such as hand towels, soap and bin liners can be included in the contract or left with you. The specification states which.
Waste is moved by licensed carriers. Transfer notes and any other duty-of-care documents are passed to you so your records are complete if they are ever asked for.
A question that is not on this page?
Ask it on the contact form and the answer will come from the person who would run your site.
