Facility Support Scope Checklist

1. Facility basics

• Total square footage, and how much of it is actually serviceable space (vs. mechanical rooms, storage, unoccupied areas)
• Building type and use (office, warehouse, medical, secure/SCIF, mixed-use) — this drives both cleaning protocol and clearance requirements
• Number of floors, restrooms, and any specialty areas (labs, server rooms, kitchens/break rooms) that need separate protocols
• Occupancy pattern — single shift, 24/7, intermittent — since it changes when work can happen at all
• Existing floor/surface types (VCT, carpet, epoxy, turf, hardscape) — different surfaces need different equipment and consumables, and it changes the price
• For grounds work, building square footage alone doesn't describe the job — get maintained acreage, landscaped bed area, sidewalk/hardscape footage, and any areas explicitly excluded from service

2. Service frequency

• Base cleaning/service frequency (daily, 3x/week, weekly) — and whether it's the same for every area or varies by zone
• Periodic tasks called out separately from daily/routine tasks (floor stripping/waxing, carpet extraction, window cleaning, seasonal grounds work) — these get missed most often when a scope is written loosely
• Grounds-specific: mowing season length, irrigation, snow/ice response (if applicable), and whether grounds and interior are one scope or split
• Surge/event coverage — does the facility ever need extra service around inspections, VIP visits, or seasonal peaks, and who requests it

3. Access and security

• What background check, badging, or clearance level is required for anyone entering the facility — and how long that process realistically takes
• Approved service windows — before/after hours, specific access hours, escort requirements for secure areas
• Key/badge issuance process and what happens if staff turns over mid-contract
• Whether equipment and supplies can be stored on-site, or need to be brought in/out every visit

4. Reporting and quality expectations

• Inspection method — walkthrough checklist, photo documentation, formal QC plan — and who signs off
• What specifically counts as acceptable completion for each task, and who has authority to accept the work as done
• Reporting cadence and format (a monthly PDF is very different from a live ticketing system)
• How deficiencies get flagged, response-time expectation, and whether there's a re-clean requirement
• How additional or out-of-scope work gets identified, documented, and approved before it's performed — not after
• Single point of contact on both sides — vague "call the office" arrangements are where communication breaks down first

5. Pricing responsibilities

• Who supplies equipment, cleaning chemicals, and restroom consumables (paper products, soap, liners) — provider-furnished vs. facility-furnished changes the price significantly
• Utilities (water, electricity for equipment) and on-site storage — is the provider drawing on facility resources or bringing their own
• Waste and debris disposal — whose dumpster, whose haul-off, and whether that's included or billed separately
• Service start and end dates, any renewal terms, and what's explicitly excluded from the base price
• Who has authority to approve additional work beyond the base scope, and how that gets priced before it starts

These details directly affect whether quotes from different providers are genuinely comparable; pricing can vary materially depending on which party supplies equipment, consumables, utilities, storage, and disposal.

Worked example

Illustrative example — not a completed CJ Anatole engagement. The specific mowing and floor-treatment schedules below are illustrative, not recommended defaults — actual frequency depends on the site, surfaces, and requirements.

Related

• Facility Support Services
• Janitorial Services
• Grounds Maintenance