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Facility Custodial Services Annual Agreement

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FLOORING CONTRACT

THIS FLOORING CONTRACT (“Contract”), effective as of the date of the last party to sign below, is between having an address at ("Contractor") and having

For valuable consideration the parties hereby agree as follows:

1. SCOPE OF WORK: Contractor shall provide all labor and materials, and perform all work necessary for the completion of the residence, structure, or improvements as described in the drawings and specifications signed by both Owner and Contractor ("Project") and more particularly described as

Such drawings and specifications are hereby made a part of this Contract. Drawings and specifications shall contain a scale drawing showing the shape, size, and dimensions of the construction and equipment together with a description of the work to be done, materials to be used, and the equipment to be used or installed.

ROOM
MFR.
PATTERN
COLOR
SIZE
SQ. YDS./FT.
PRICE YD./FT.
AMOUNT

MOLDING:

PADDING:

ADHESIVE:

2. WORK SITE: The Project shall be constructed on the property of Owner located at

and grading on the Work Site as may be required in the judgment of the Contractor to complete the Project. Unless called for in the drawings or specifications, no landscaping, finish grading, filling or excavation is to be performed at the Work Site by the Contractor.

3. TIME OF COMPLETION: Contractor shall commence the work to be performed under this Contract on or before and shall su

of materials.

4. PERMITS: Contractor shall apply for and obtain such permits and regulatory approvals as may be required by the local municipal/county government, the cost thereof shall be included as part of the Project price.

5. SOIL CONDITIONS: Contractor shall have no responsibility for the condition of the soils at the Work Site. Any excavation, filling or other work required by the Owner other than the usual and customary excavation and grading shall be agreed to in a Change Order for an amount in addition to the Contract Price. Contractor shall not be responsible for any damages suffered by Owner as a result of the soil conditions at the Work Site.

6. INSURANCE: Contractor shall maintain general liability, workers compensation and builder's risk insurance.

7. SURVEY AND TITLE: If the Project is near the Owner's property boundary, Owner will point out property lines to the Contractor. If the Owner or Contractor has any doubt about the location of the property lines, Owner shall provide Contractor with boundary stakes through a licensed surveyor. In addition, Owner shall provide Contractor documentation that Owner has title to the Work Site and shall provide Contractor copies of any covenants, conditions, or restrictions that affect the Work Site.

8. CHANGES TO SCOPE OF WORK: Owner may make changes to the scope of the work, including changes to the drawings and specifications, from time to time during the construction of the Project. However, any such change or modification shall only be made by written "Change Order" signed by both parties. Such Change Orders shall become part of this Contract. Owner agrees to pay any increase in the cost of the Project as a result of a Change Order. In the event the cost of a Change Order is not known at the time a Change Order is executed, the Contractor shall estimate the cost thereof and Owner shall pay the actual cost whether or not it is in excess of the estimated cost.

9. CONTRACT PRICE:

{COST PLUS}

Owner agrees to pay Contractor the actual cost to Contractor of materials plus the sum of $ for performing the services set forth in the scope of the work.

Contractor shall be paid as follows:

OR

{FIXED FEE}

Owner agrees to pay Contractor the sum of $ for performing the services set forth in the scope of the work. Contractor shall be paid as follows:

Contractor shall furnish Owner appropriate releases or waivers of lien for all work performed or materials provided at the time the next periodic payment shall be due.

10. LATE PAYMENT/DEFAULT: A failure to make payment for a period in excess of thirty (30) days from the due date shall be deemed a material breach of this Contract. If payment is not made when due, Contractor may suspend work on the job until such time as all payments due have been made without breach of the Contract pending payment or resolution of any dispute. Owner agrees to pay a late charge of 18% of all payments that are more than thirty (30) days late plus interest at the rate of 18% per month.

11. DESTRUCTION AND DAMAGE: If the Project is destroyed or damaged for any reason, except where such destruction or damage was caused by the sole negligence of the Contractor or its subcontractors, Owner shall pay Contractor for any additional work done by Contractor in rebuilding or restoring the Project to its condition prior to such destruction or damage. If the estimated cost of replacing work already accomplished by Contractor exceeds 20 percent of the Contract price, either the Contractor or Owner may terminate this Contract. Upon termination by either party, Contractor shall be excused from further performance under this Contract and Owner shall pay Contractor a percentage of the Contract price in proportion to the amount of work accomplished prior to the destruction or damage.

12. ASSIGNMENT: Neither party may assign this Contract, or payments due under the Contract, without the other party's written consent. Any such assignment shall be void and of no effect.

13. INTERPRETATION:

(a) Interpretation of Documents. The Contract, drawings, and specifications are intended to supplement one another. In the event of a conflict, the specifications shall control the drawings, and the Contract shall control both. If work is displayed on the drawings but not called for in the specifications, or if the work is called for in the specifications but not displayed on the drawings, Contractor shall be required to perform the work as though it were called for and displayed in both documents.

(b) Entire Agreement. This Contract constitutes the entire agreement of the parties. No other agreements, oral or written, pertaining to the work to be performed under this Contract exists between the parties. This Contract may only be modified only by a written agreement signed by both parties.

(c) Governing Law. This Contract shall be interpreted and governed in accordance with the laws of the State of Kansas.

14. ATTORNEYS' FEES AND COSTS: If any party to this Contract brings a cause of action against the other party arising from or relating to this Contract, the prevailing party in such proceeding shall be entitled to recover reasonable attorney fees and court costs.

15. PERFORMANCE:

(a) Contractor may, at its discretion, engage licensed subcontractors to perform work pursuant this Contract provided Contractor shall remain fully responsible for the proper completion of the Project.

(b) All work shall be completed in a workman-like manner and in compliance with all building codes and applicable laws. To the extent required by law, all work shall be performed by individuals duly licensed and authorized by law to perform said work.

(c) Contractor agrees to remove all debris and leave the premises in broom clean condition.

16. WARRANTY: Contractor's warranty shall be limited to defects in workmanship within the scope of work performed by Contractor and which arise and become known within one (1) year from the date hereof. All said defects arising after one (1) year and defects in material are not warranted by Contractor. Contractor hereby assigns to Owner all warranties on materials as provided by the manufacturer of such materials.

Kansas law contains important requirements you must follow before you may file a lawsuit for defective construction against the contractor who constructed your home. Ninety days before you file your lawsuit, you must deliver to the contractor a written notice of any construction conditions you allege are defective and provide your contractor the opportunity to make an offer to repair or pay for the defects. You are not obligated to accept any offer made by the contractor. There are strict deadlines and procedures under state law, and failure to follow them may affect your ability to file a lawsuit.

AGREED:

CONTRACTOR:

Signature

Print Name & Title

Date

License Number

Name and Address of License Holder

OWNER:

Signature

Print Name

Date

Enter text

What the Facility Custodial Services Annual Agreement Covers

The Facility Custodial Services Annual Agreement is a written contract that sets the terms for recurring custodial and janitorial services at a facility for a specified year. It defines the parties, scope of work, service frequency, staffing expectations, supplies and equipment responsibilities, performance standards, pricing and invoicing, insurance requirements, and renewal or termination terms. The agreement provides an enforceable record of obligations and remedies, and it may be customized with exhibits such as work schedules, service-level metrics, and safety or background-check requirements relevant to the site.

Why a Formal Annual Custodial Contract Matters

Using a single annual agreement clarifies responsibilities, reduces recurring negotiation, and creates a measurable framework for performance and billing. It also provides legal documentation to manage liability, insurance coverage, and compliance with site-specific rules.

Why a Formal Annual Custodial Contract Matters

Who typically completes and signs this agreement

The agreement is completed jointly by the hiring organization and the custodial service provider before service begins.

  • Facility managers and operations directors who need documented cleaning plans and predictable costs for properties.
  • Third-party custodial contractors and franchise operators who perform scheduled cleaning, supply stocking, and compliance tasks.
  • School district administrators, property managers, and government procurement officers who require vendor insurance and background checks.

Signatures are retained by both parties and any third-party administrator; ensure authorized representatives sign in the designated blocks.

Step-by-step: preparing and executing the annual custodial agreement

Follow a clear sequence to reduce omissions and speed execution.

  • 01
    Prepare: Assemble scope, schedule, pricing, and proof of insurance.
  • 02
    Review: Have legal or procurement confirm terms and risk allocation.
  • 03
    Sign: Collect signatures from authorized representatives and date the document.
  • 04
    Distribute: Provide executed copies to stakeholders and retain originals.

Setting up an online signing workflow

Configure a simple digital workflow to collect signatures, attach exhibits, and store completed agreements.

Field Configuration
Template Create a reusable template with common clauses and attachments.
Conditional Fields Show insurance or signature blocks only when required.
Authentication Require email verification or SMS code for signer ID.
Integration Connect signed copies to document storage or ERP systems.

Technical considerations for eSigning and submission

Choose a platform that supports secure signatures, an audit trail, and export to standard formats such as PDF or DOCX.

  • File formats: PDF and DOCX supported
  • Authentication: Email, SMS, or KBA options
  • Integrations: ERP and cloud storage compatibility

Typical online signing flow for a custodial agreement

An eight-step workflow can be condensed for small teams; the core steps below are essential.

  • Upload: Sender uploads agreement and supporting exhibits.
  • Place Fields: Add signature, date, and checkbox fields where needed.
  • Send: Deliver to signers via email link or direct invite.
  • Complete: Signers authenticate, sign, and receive final copies.

Core elements to include in a professional annual custodial contract

A robust agreement balances clarity, measurable expectations, and remedies while aligning with procurement and risk policies.

Term & Renewal

State the effective date, one-year term, renewal mechanics, notice periods for nonrenewal, and any automatic renewal conditions to avoid inadvertent contract extensions.

Scope & Tasks

Attach a detailed exhibit listing room-specific duties, frequency (daily, weekly), required cleaning agents, and exclusions to prevent scope disputes.

Schedule & Frequency

Include exact service windows, response times for emergencies, and procedures for schedule changes or additional tasks beyond the base scope.

Pricing & Adjustments

Document unit prices, how inflation or material cost changes are handled, billing cadence, and invoice dispute resolution procedures to protect both parties.

Insurance & Compliance

Specify liability and workers' compensation limits, required endorsements, background-check requirements, and any certifications or training mandates for staff.

Performance Metrics

Define KPIs such as cleanliness scores, inspection frequency, remedies for failure to meet standards, and the process for documenting corrective action.

Security and compliance items to confirm

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamped actions and signer attribution
HIPAA: BAA required when handling PHI
Access Controls: Role-based permissions and logs
Authentication: Email, SMS, or advanced methods
Retention: Secure storage with exportable copies

Key risks and possible contract consequences

Breach of Contract: Liability for missed services
Insurance Lapse: Indemnity exposure to owner
Service Interruption: Business disruption and remediation costs
Regulatory Noncompliance: Fines or operational restrictions
Disputed Billing: Delayed payment and collection costs
Data Loss: Exposure from unsecured records

Common preparation mistakes to avoid

  • Vague scope language leading to differing expectations and disputes over included tasks and supplies.
  • Failing to confirm insurance endorsements and expiration dates before service starts, leaving uncovered liability exposure.
  • No documented renewal or termination notice period, which can cause unwanted automatic renewals or service gaps.
  • Omitting exhibits such as room-by-room schedules or equipment responsibilities that later cause billing and performance disputes.

Comparison: signNow and other eSignature vendors for agreement execution

Platform pricing and capabilities vary; below is a concise vendor comparison to help evaluate eSignature options for contract execution.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo; no envelope cap $15/user/mo; 100 envelopes/user/year $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card required Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about execution and compliance

Answers to common execution, signature, and post-execution questions for custodial service agreements.


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