Cleaning and Caretaking Contract, Belper Long Row School, Belper, Derbyshire

Requirement

In March 2022, following recommendations from another Derbyshire school, the School Business Manager at Belper Long Row School, contacted Spotlight Cleaning Services Limited with a view to meeting to discuss their current Cleaning and Caretaking Contract. They were experiencing some problems with their existing service provider and contract. They invited Spotlight Cleaning to site to discuss the service.

During the meeting, both the School’s Headmistress and the School’s Business Manager explained that they had seen our website and felt that our company profile suited the task in hand.

At our first meeting, the school’s Head Mistress, explained some of the problems 
that they were experiencing.

Our meeting involved a full discussion of the cleaning requirement at the school and a full cleaning survey of the school. Caretaking requirements were discussed and a job specification outlined.

A full proposal was sent to the school and accepted. The proposal included manpower resource specification, full cleaning specification and a caretaking job specification.

The proposal, of course, included, full pricing details for the contract.

The proposal was accepted in full with a view to start the full service on 1st March 2022. 
However, there followed a dispute with their existing service provider over the notice period required. Therefor our contract start was put on hold while the school discussed their contract terms with their then provider.

Eventually the school contacted us again in July 2022. While this left very little time within term time, and while the school was open, to discuss any issues, we agreed on a start date commencing on September 1st 2022, the start of the school’s new year and Autumn Term.
However, Spotlight accepted the challenge and worked hard to satisfy all requirements.

The Cleaning Service

The contract officially started on 1st September 2022.

The new Spotlight Cleaning Services Limited’s service to the school included starting the contract with the following in place;

A full cleaning and caretaking resource in place at the school for the commencement date. 
Recalculated and communicated cleaning specification and areas for the cleaning staff and agreed fully by the school.

The newly recruited caretaker fully in line with job specification and personal profile as agreed by the school.

The introduction of a schedule of regular monthly site contract meetings between customer and service provider.

A supervisory and management structure provided by the service provider able to react promptly and efficiently with any questions or problems from the customer or Spotlight’s employees.

Additional cleaning machinery.

The above meant that the school was now being cleaned according to agreed cleaning standards and specifications allowing school staff to have confidence in the service and not having to clean their own areas. 

In addition school maintenance requirements were addressed promptly again improving the Customer’s confidence in the service.

The service staffing levels comprised: 4, part time, evening cleaning staff and a full time caretaker. Cleaning staff transferred to Spotlight Cleaning via TUPE, though a temporary replacement cleaner was necessary from day one because of a long term sick situation.

In addition we recruited a new Caretaker from 1st September as the old Caretaker did not transfer under TUPE.

On 1st September 2022 a full compliment of Cleaning and Caretaking staff was in attendance at the school as agreed.

Spotlight Cleaning Services Limited had met with existing cleaning staff prior to term commencing in order to carry out induction discussions and training.

All Spotlight Cleaning Services’ staff working at this site have been enhanced DBS cleared.

A system of monthly contract meetings was introduced immediately to enhance the communication between Spotlight Cleaning Services and the school and a system of regular quality audits is in place.

Our Regional Managers and Area Supervisors oversee the delivery of the services and provide support and guidance to the on-site cleaning and caretaking teams. They ensure tasks are carried out with due regard for Health and Safety and environmental concerns and audit the achieved performance confirming the work is being carried out to the agreed standards.

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