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Custodian Services Form

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CUSTODIAN SERVICES FORM

RECITALS

WHEREAS, Client Name: wishes to retain Custodian Name: to provide custodial services; and

WHEREAS, Custodian represents that it has the experience, personnel, equipment and insurance necessary to perform the services described in this Custodian Services Form under the terms and conditions set forth below; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

PARTIES & CONTACT INFORMATION

Contact Person:

Phone:

Email:

Contact Person:

Phone:

Email:

SCOPE OF SERVICES

Custodian shall provide custodial, maintenance and related services as described below. Services shall be performed in a professional manner consistent with industry standards and in compliance with applicable laws and regulations.

CUSTODIAN DUTIES AND STANDARDS

Custodian shall: (a) supply all labor, supervision, tools, equipment and materials necessary to perform the services (except as expressly provided by Client); (b) maintain site security and ensure safe work methods; (c) comply with Client site access and safety protocols; and (d) correct any defective or unsatisfactory work reported by Client within a commercially reasonable time at Custodian's expense.

Background checks: Custodian shall perform appropriate background screening on personnel assigned to Client premises and shall certify compliance upon request. Background check required: Yes

PAYMENT TERMS

Client shall pay Custodian the fees set forth below in consideration for services rendered. All payments shall be made in United States dollars unless otherwise agreed in writing.

Late payment: Invoices not paid within days of the invoice due date shall accrue interest at per month (or the maximum rate permitted by law, if lower). Client shall also reimburse Custodian for reasonable collection costs and attorneys' fees incurred to collect delinquent amounts.

TERM AND TERMINATION

This Custodian Services Form shall commence on Start Date: and continue through End Date: unless earlier terminated in accordance with this section.

Either party may terminate this agreement for convenience upon written notice to the other party provided at least days prior to the intended termination date. Either party may terminate immediately for material breach by the other party if such breach is not cured within 10 days after receipt of written notice describing the breach.

CONFIDENTIALITY

For purposes of this agreement, "Confidential Information" means nonpublic information disclosed by one party to the other that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Custodian and Client shall each maintain the confidentiality of the other party's Confidential Information and shall not disclose such information to third parties except to the extent necessary to perform obligations under this agreement or as required by law. Confidential Information shall not include information that is or becomes publicly known through no breach of this agreement, was already in the receiving party's possession, or is independently developed without use of the disclosing party's Confidential Information.

Upon termination or expiration, Custodian shall return or destroy Confidential Information in its possession, except that Custodian may retain copies to the extent required by law or internal document retention policies, subject to continued confidentiality obligations.

RECORDS, ACCESS AND RETENTION

Custodian shall maintain complete and accurate records of services performed, personnel assignments, time logs and invoices. Records shall be retained for a period of from the date of service and made available to Client for inspection during regular business hours upon reasonable notice.

INSURANCE & INDEMNIFICATION

Custodian shall maintain commercial general liability, workers' compensation and automobile liability insurance in amounts customary for the services and acceptable to Client. Minimum commercial general liability coverage: .

Custodian shall defend, indemnify and hold harmless Client and its officers, directors and employees from and against any claims, liabilities, losses and expenses (including reasonable attorneys' fees) arising out of Custodian's negligence, willful misconduct or breach of this agreement, except to the extent caused by Client's negligence or willful misconduct.

LIMITATION OF LIABILITY

EXCEPT FOR LIABILITY ARISING FROM GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR A PARTY'S INDEMNIFICATION OBLIGATIONS, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE AGGREGATE LIABILITY OF EITHER PARTY UNDER THIS AGREEMENT SHALL NOT EXCEED THE AMOUNTS ACTUALLY PAID BY CLIENT TO CUSTODIAN UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

GOVERNING LAW

This agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in that state for any disputes arising under this agreement.

ENTIRE AGREEMENT

This Custodian Services Form, together with any attachments or written exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written. Any amendments must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

Assignment: Neither party may assign this agreement without the prior written consent of the other, except that either party may assign to an affiliate or in connection with a sale of substantially all assets or equity. Notices: All notices must be in writing and delivered to the addresses set forth above.

SIGNATURES

Custodian Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

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What the Custodian Services Form Is and when it's used

A Custodian Services Form documents an agreement between a property owner or organization and a custodial services provider that outlines scope of work, schedules, access rules, supplies, insurance and payment terms. It functions as a service contract, a work order, and a records-release authorization when custodians must access secure areas or handle tenant/student/patient information. The form helps set expectations, assign responsibility for keys and access, and creates a signed record of operational and liability terms for both parties.

Why a formal Custodian Services Form matters

A written, signed form clarifies scope, reduces disputes, and documents who is authorized to enter premises or access sensitive records. It supports insurance claims, procurement processes, and compliance obligations such as facility safety and record retention policies.

Why a formal Custodian Services Form matters

Who commonly completes and signs this form

Several roles interact with a Custodian Services Form: internal facility teams, external cleaning or custodial contractors, property managers, and institutional compliance officers. The form links operational details with contractual and legal obligations.

  • Facility managers and building operations teams who negotiate schedules, access rules, and performance expectations.
  • Third-party custodial contractors and subcontractors responsible for daily cleaning, waste handling, and occasional deep cleaning services.
  • Procurement, legal, or risk departments that approve insurance, indemnity language, and payment terms.

Use the form as the primary record of service terms and permissions; distribute signed copies to facilities, contractor supervisors, and procurement files.

Step-by-step: completing the Custodian Services Form

Complete the form in logical order: parties, services, schedule, payment, insurance, access, then signatures. Verify each entry before signing to avoid rework.

  • 01
    Identify Parties: Enter full legal names and contact info for owner and contractor.
  • 02
    Define Scope: Describe tasks, frequency, and excluded services in clear terms.
  • 03
    Confirm Insurance: List policy types, limits, and attach certificate of insurance.
  • 04
    Sign and Date: Authorized representatives sign with printed name and date.

How to amend or revise the form after execution

Use a clear amendment process: record change, obtain signatures, and distribute updated copies to all stakeholders.

01

Record Change:

Describe modification concisely in an amendment section.
02

Obtain Approvals:

Collect signatures from original signatories or authorized delegates.
03

Attach Documents:

Include supporting files such as revised COI or schedules.
04

Distribute Copies:

Send revised signed copies to facilities and procurement.
05

Version Control:

Assign revision numbers or dates for auditability.
06

Archive Prior:

Retain previous versions per retention policy.

Customizing the form for online workflows

Configure fields and signer order based on your approval and access requirements before sending for signature.

Field Configuration
Party Details Required text fields; validation on phone/email
Service Checklist Use checkboxes for standardized tasks
Date Fields MM/DD/YYYY format with calendar picker
Signature Flow Set signer order and include countersigners

Where to send the completed form and how it moves

After completion, route the signed form to key stakeholders and retain a secure copy for compliance. Typical routing follows procurement and facility records.

  • Upload to Records: Store signed PDF in central document repository.
  • Notify Stakeholders: Email procurement, facilities, and contractor contact lists.
  • Distribute Copies: Provide contractor and on-site supervisor copies.
  • Maintain Audit Trail: Keep signing metadata for dispute resolution.

Distribution channels and platform considerations

Choose a distribution method that preserves the signed record and provides clear access controls.

  • Email Delivery: Good for low-risk, single-recipient distributions.
  • Secure Portal: Recommended for contractor portals and restricted access.
  • Cloud Storage: Use governed storage with versioning and access logs.

Essential sections to include on every Custodian Services Form

A complete form protects both parties by specifying operational details, payment, insurance, access controls, and remedies for nonperformance.

Service Description

Concise task list, frequency, and measurable performance standards such as cleaning levels, response times for urgent requests, and supply responsibilities.

Schedule

Start and end dates, weekly service windows, holiday exceptions, and conditions for after-hours work or emergency access.

Payment Terms

Agreed pricing, invoicing frequency, late payment penalties, and any retainers or deposits required for contract commencement.

Insurance and Indemnity

Required policy types, minimum limits, naming of additional insured, and indemnity clauses allocating responsibility for losses or injuries.

Access and Keys

Permitted access points, key custody procedures, badge use, and procedures for key return on termination.

Compliance and Safety

OSHA, local health codes, background check requirements for on-site personnel, and incident reporting obligations.

How to download, save, and share final signed copies

Produce an immutable PDF with embedded audit information and distribute certified copies to all parties while retaining a central archival copy.

PDF Export

Save the signed form as a flattened PDF/A where available; include certificate of completion with signer timestamps and IP addresses for auditability.

Cloud Archive

Store signed copies in a governed cloud folder with role-based access and versioning to prevent accidental overwrites or deletions.

Local Backup

Keep a secure, encrypted local backup for records that require on-premises retention or offline audits.

Distribution Copy

Provide each signatory a read-only copy and retain the original signed document in procurement and facilities records.

Practical tips for faster, more accurate completion

Adopt consistent templates, require supporting documents up front, and use conditional fields to reduce manual errors and follow-up questions.

Use a standardized template
A single approved template reduces negotiation time and ensures all legal, insurance, and safety clauses are consistently applied across contracts.
Collect COI early
Request certificate of insurance and background-check proof during procurement to prevent start-date delays when services must begin promptly.
Set clear KPIs
Define measurable performance indicators such as restroom inspection scores or response times to justify payments and simplify performance reviews.
Automate reminders
Use automated notifications for expiring insurance, upcoming renewals, or missed scheduled services to reduce oversight risks.

Typical timelines and expected processing times

Know key dates: contract start, insurance effective dates, invoice cycles, and renewal windows. Track them centrally to avoid service interruptions.

Contract Start Date:

Service begins on the agreed MM/DD/YYYY after signatures and required COI are received.

Insurance Effective Date:

Policies must be effective on or before the contract start date to allow site access.

Invoice Cycle:

Monthly or biweekly invoices are common; specify net terms (e.g., Net 30) to govern payment timing.

Renewal Notice:

Provide 30–60 days' written notice for automatic renewals or termination of the agreement.

Response Time:

Specify maximum response time for urgent requests, commonly four hours during business hours.

Key milestones from negotiation to active service

Track milestones to ensure readiness: approval, insurance verification, site access provisioning, and operational kickoff.

01

Approval

Procurement and legal approve the final form and insurance terms.

02

Insurance Verified

Certificate of insurance confirmed and additional insured endorsement added.

03

Access Provisioning

Keys, badges, or access codes issued and logged.

04

Operational Kickoff

First scheduled service performed and supervisor sign-off recorded.

Comparing common eSignature vendors for executing this form

Choose a platform that meets your compliance needs (audit trail, HIPAA BAA where needed) and fits your budget and volume requirements.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Required data points to capture on the form

Contractor TIN: Taxpayer identification number
COI Attached: Certificate of insurance
Service Dates: Start and end dates
Access List: Authorized personnel names
Payment Terms: Invoice frequency
Signatures: Authorized signature blocks

Consequences of incomplete or incorrect forms

Contract Disputes: Liability exposure for unclear scope
Insurance Gaps: Claims may be denied without proper COI
Access Violations: Unauthorized entry risks legal action
Payment Delays: Missing data can delay vendor payment
Regulatory Fines: Noncompliance with safety codes
Recordkeeping Failure: Inadequate retention hinders audits

Common mistakes to avoid when preparing the form

  • Using vague service descriptions that lead to scope disputes and change orders.
  • Accepting verbal insurance confirmations without a dated certificate of insurance attached.
  • Failing to log key or badge issuance and return, creating access-control gaps.
  • Not capturing a dated signature from an authorized representative before services begin.

Real-world examples of how organizations use the form

These examples illustrate common adaptations for different operational needs and compliance contexts.

School District

A suburban district standardized custodial contracts across 12 buildings to reduce procurement time.

  • They used a template with required background check proof and COI.
  • The new process reduced onboarding from two weeks to three days and ensured each contractor had approved insurance before campus access.

Commercial Property Owner

A management company added KPIs and random inspection provisions to its custodial agreement.

  • KPI examples included restroom inspection scores and response times.
  • As a result, tenant complaints dropped and contract renewals increased due to clearer performance expectations and documented corrective actions.

Who typically signs and their authority

Facility Manager

Responsible for daily operations; authorized to approve schedules and performance specifications, but may need procurement sign-off for contract value or insurance exceptions.

Procurement Director

Authorized to execute contracts and approve payment terms above delegated thresholds; typically handles vendor onboarding and legal review coordination.

Notarization, witness, and authentication steps when required

When the form requires notarization or witnesses, follow local procedures for identity verification and recordkeeping to ensure enforceability.

01

Identity Proofing

Signer presents government ID and is verified in presence of notary.

02

Witness Presence

Witnesses sign and print names if the state or form requires them.

03

Notary Acknowledgement

Notary completes acknowledgment block and signs that verification occurred.

04

Record Retention

Notary or organization retains journal entry per state rules.

05

RON Option

If allowed, remote notarization follows identity-proofing and A/V recording rules.

06

Seal and Stamp

Affix notary seal where required to validate the acknowledgment.

07

Witness Logs

Maintain witness contact info for potential testimony needs.

08

Distribution

Provide notarized copy to all signatories after completion.

Frequently asked questions about the Custodian Services Form

Find concise answers to the most common issues encountered when preparing, signing, and storing custodian services agreements.


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