Cleaning Services Proposal — Nightly Office Cleaning for Hale & Partners

Prepared for: Diane Okafor, Office Manager, Hale & Partners (Chartered Accountants) Site address: 4 Castlegate, Floors 1–3 Prepared by: ClearLine Facilities Ltd Date: 14 April 2026 Valid until: 14 May 2026

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1. Overview

ClearLine Facilities will provide nightly cleaning for Hale & Partners' three-floor office at 4 Castlegate — reception, open-plan offices, meeting rooms, two kitchens, and washrooms — Monday to Friday after hours. The service is fully insured, supervised, and quoted at a fixed $2,180 per month, with washroom consumables included.

2. Scope of work by area

Reception (ground floor)

• Vacuum carpet, mop the entrance hard floor, clean glass doors and the front desk, empty bins, dust surfaces

Open-plan offices (floors 1–3)

• Vacuum throughout, empty all desk and communal bins and replace liners, dust desks and shared surfaces, spot-clean marks on glass and walls

Meeting rooms (4 rooms across floors 1–2)

• Wipe tables, clean glass partitions, vacuum, reset chairs, remove cups and waste

Kitchens / breakrooms (2 rooms, floors 1 and 3)

• Clean worktops, sinks and appliance exteriors, mop floors, empty bins, wipe tables, restock hand towels

Washrooms (6 in total, two per floor)

• Clean and disinfect WCs, basins and mirrors, mop floors, restock toilet roll, soap and paper towels

Stairwells & landings

• Vacuum, dust handrails, spot-clean walls and glass

3. Cleaning schedule and frequency

Task	Daily	Weekly	Monthly	Quarterly
Vacuum carpeted offices & stairs	x
Mop hard floors (reception, kitchens, washrooms)	x
Empty bins & replace liners	x
Clean & disinfect washrooms	x
Kitchen clean & restock	x
Dust desks & surfaces		x
Clean internal glass & partitions		x
High dusting (vents, ledges, tops of cabinets)			x
Interior window cleaning				x

Service days / hours: Monday–Friday, after 6:30 pm, approximately 3 hours per visit (~21 visits/month).

4. Supplies and equipment

Item	Provided by us	Provided by client
Cleaning chemicals & equipment	x
Commercial vacuums & mop systems	x
Microfibre cloths & colour-coded mops	x
Bin liners	x
Toilet roll, hand soap, paper towels	x

All washroom and kitchen consumables are included in the monthly fee — no separate restocking invoices.

5. Team and supervision

• Crew: 2 trained, DBS-checked operatives per visit
• Supervision: Site supervisor Maria Voss carries out a documented walkthrough inspection every Friday, with a monthly quality report shared with Diane
• Cover: A trained relief operative covers holiday and sickness, so a full clean is delivered every scheduled night

6. Insurance and compliance

• Public liability: $5,000,000 cover
• Employer's liability: $10,000,000 cover
• Bonding: Staff bonded to $25,000
• Safety: COSHH / SDS sheets held on site; all operatives trained in safe chemical handling
• Confidentiality: Operatives sign an NDA appropriate to a professional-services office; papers and screens are never disturbed

7. Pricing

Recurring service

Item	Detail	Price
Monthly cleaning contract	~21 visits/month, 3 hrs/visit, 2 operatives	$2,180 / month
Washroom & kitchen consumables	Included	incl.
Total monthly fee		$2,180 / month

Equivalent to approximately $104 per visit across 21 visits per month.

Ad-hoc & deep-clean rate card

Service	Unit	Rate
Carpet deep-clean	per floor	$260
Interior window cleaning (additional)	per visit	$180
Post-event / extra clean	per hour, per operative	$32

8. Terms and acceptance

• Contract term: 12 months, rolling monthly thereafter
• Notice period: 30 days' written notice by either party
• Payment terms: Invoiced monthly in advance, due within 14 days
• Access: ClearLine to hold one alarm fob and a keyholding code, logged and audited

To proceed, sign below and we will issue a service agreement and schedule the first clean for the agreed start date.

Accepted by: ______________________ Date: ____________