Some other
endangered valuable information for you..
It is recommended that service providers establish, implement, and consistently follow methods and
procedures for all jobs, including, but not limited to, business systems, operational plans, and protocols.
Contracts
It is recommended, the cleaning technician enter into an adequate written contract or service agreement
before starting a
carpet resilient floor cleaning job. Although jobs can vary greatly, it is recommended that a written
contract or service agreement containing all relevant site conditions necessary to form an enforceable
agreement under the laws of the applicable jurisdiction and specify, at a minimum:
the identity and contact information of the client and all materially interested parties;
a description of the work to be performed, which can include reference to attached project
specifications or other documents that specify the details of the work;
description of and responsibility for repair of collateral or consequential damage;
known limitations, complexities, or potential complications of the project;
permits required for the project;
the respective duties and responsibilities of the parties;
the project start date and the time frame for completion of the work;
the price or method for calculating the price or fees for the work;
the price or fees for any changes or additions to the work;
the party responsible for payment and the terms of payment;
provisions dealing with contract default and termination;
whether or not an insurance company is involved, and how the project will be handled;
warranty and disclaimer provisions, if any;
the criteria for determining the effectiveness of the project; and
provisions relating to changes or additions to the work, including change orders.
If a written contract or service agreement is executed, it is recommended that each page of the contract or
agreement be initialed by all parties to the contract. The written contract or service agreement should be
dated and signed by all parties, and once executed, each party should be given a copy of the written
contract or service agreement as soon as practical. Service providers should seek legal counsel for the
development of a contract, including appropriate terms and conditions, or when circumstances or situations
dictate the need for contract modifications, addendums, or project-specific legal advice. The written contract
or service agreement should be signed by the property owner or owner's authorized agent.
Documents should be accurate and complete, free of ambiguity, contain adequate disclaimers,
reservations, and recommendations.
Communication
The following strategies are recommended to prevent or reduce communication problems:
listen carefully and restate the request or inquiry to the other party;
be realistic in providing assessments and completion schedules;
communicate with appropriate parties prior to commencement verifying priorities and objectives;
meet with the client or customer at the end of each workday to communicate job progress;
maintain a professional demeanor and attitude with all communications;
develop, implement, and consistently follow an organized, systematic method of receiving,
evaluating, and acting upon information received during the course of the job; and
document communications when necessary or appropriate to satisfy documentation and
recordkeeping recommendations set forth elsewhere in this document.
It is recommended, the cleaning technician not give advice, education, recommendations, or advisories on
subjects outside their area of expertise.
Documentation
To develop and document the job properly, the cleaning technician should obtain and document all pertinent
job information before starting the job. It is also recommended, the cleaning technician document important
communications to reduce the possibility of miscommunication.
Time Keeping Documentation
On some large jobs, it may be necessary to record the time of employees, subcontractors, and others
involved. Jobs can be invoiced on a measured-estimate or bid basis, a time-and-material basis, or a costplus-overhead-and-profit basis.
A work order should be completely filled out, with all pertinent details of the job each day.
10.4.2 Equipment, Material, and Supply Usage Documentation
It is recommended that a list of equipment, materials, and supplies used on a specific job be included on
the work order.
Job Monitoring
It is recommended that service providers maintain documentation for tracking the progress and
effectiveness of these jobs.
Required Documentation
The documents and records obtained and maintained by the service provider shall include documents
required by applicable laws, rules, and regulations by governmental authorities. These include, but are not
limited to:
Safety Data Sheets (SDSs);
written hazard communication program; and
site-specific exposure control program.
10.5 Recommended Documentation
While not an exhaustive list, it is recommended that documents and records obtained and maintained by
the cleaning technician include the following:
administrative information (e.g., client or customers and materially interested parties contact
information);
subcontractor contracts, work specifications, and change orders for any subcontractors engaged
by the service provider on the job;
insurance information for the service provider;
valid workers' compensation clearance certificate for the service provider where applicable;
permits and permit applications;
contact information for employees, known visitors, or occupants who participate in the job process
or its administration;
a complaint handling process; and
health and safety policy, handbook, or protocols.
Emergencies
Institute of Inspection, Cleaning and Restoration Certification ANSI/
IICRC S100
Emergency situations may impede communications about the job or limit the opportunity to document.
However, once an emergency situation is resolved, to the extent possible, the service provider should
complete the appropriate documentation and correct communication deficiencies caused by the
emergency.
Risk Management
Although not necessarily an exclusive list, it is recommended that the service provider consider, at a
minimum, application of the risk management tools summarized below:
be reasonably well capitalized;
perform thorough, quality work with the assistance of a quality assurance program;
manage client expectations (under-promise and over-deliver) hire qualified and competent
employees and invest in and regularly update industry education, training, and certification;
engage qualified and competent subcontractors and specialized experts when necessary. It is
important that such subcontractors and specialized experts carry appropriate business liability
insurance and workers' compensation clearance certificates, where applicable;
avoid working outside the scope of your expertise;
stay current with industry developments;
be aware of industry standards and follow them;
use standardized management and operational systems, procedures forms, if possible and
appropriate;
create and maintain adequate project documentation and records;
ensure compliance with applicable laws and regulations;
deal with problem situations immediately and do not ignore them;
resist compromising applicable standards and protocols to satisfy the requests of the owner, but if
required to do so, take precautions such as documenting the deviation request, notifying
appropriate materially interested parties, disclaim and obtain releases;
conduct the business with integrity while treating others with respect and professionalism; and
obtain appropriate insurance coverage(s) from a reputable and knowledgeable insurance agent.
Insurance
While not an exhaustive list, it is recommended, the cleaning technician consider the following actions:
obtain and maintain adequate insurance for the cleaning business;
make changes to their insurance program on a timely basis. Do not let the actions of a general
liability underwriter non-renewing the service provider's insurance policies put the firm in a crisis
mode;
run a tight financial ship. Environmental underwriters will likely be interested in the service
provider's financial performance;
prepare an accurate application. The application may be seen as a warranty statement on behalf
of the contractor and is often incorporated into the policy itself. Therefore, the application may be
referenced during a claim in order to establish that accurate information was provided to the
underwriter prior to purchasing coverage; and
pay particular attention to potential differences in the insurance coverage being provided by
different policies (e.g., commercial general liability (CGL) insurance versus contractors pollution
liability (CPL) insurance). Some policies may exclude significant causes of loss that other policies
cover. A credentialed environmental specialist insurance broker can assist in these evaluations of
coverage.
For cleaning contractors, some of the items of concern can include these four points:
1. Does the policy cover both bodily injury and property damage claims?
2. Are there exclusions in the policy that may restrict these coverage grants for core business
operations?
3. Does the policy exclude claims against the named insured for claims arising out of the work of
subcontractors?
4. The policy includes a bonding component for employees where applicable.
Other Insurance
Service providers shall meet legal requirements to provide worker compensation coverage for businesses
having employees. For automobile insurance, it is recommended, and in many jurisdictions required by law,
that service providers using vehicles in business obtain commercial automobile liability insurance.
