Should a Janitorial Contract Include Restroom Supplies?

Define what "supplies" means before pricing it

Most supply disputes start with one undefined word. Split supplies into three groups in the contract. Cleaning chemicals, tools and equipment, from microfiber and mops to vacuums and auto-scrubbers, are normally the vendor's, along with the safety data sheets for its products. Occupant consumables are the items people use up: toilet tissue, towels, seat covers, hand soap, sanitizer refills, trash and recycling liners, sanitary receptacle liners and urinal screens.

Dispensers are the third group, and ownership matters there more than anywhere else. Name each group, then assign it.

Owner-supplied or vendor-supplied consumables

Neither model is right for every building. The comparison below shows where each one tends to work.

Three ways to bill janitorial supplies included in contract scope

If the vendor supplies consumables, choose a billing method on purpose rather than accepting whatever appears on the first invoice.

• Bundled into the fixed monthly price: simple to budget, but usage swings land on the vendor, which can push it toward cheaper products or thin stocking
• Pass-through at cost plus a stated markup: transparent if receipts are provided, though it takes more review each month
• Unit price list: a fixed price per case for each item, billed by actual use and reported monthly, often the cleanest balance of control and simplicity

Dispensers decide more than you think

Many towel, tissue and soap dispensers are closed systems that accept only one manufacturer's refills. Distributors often install them at no charge in exchange for the refill business. That can control portions and cut waste, but it also ties the building to a product line, and to whoever owns the hardware.

Write dispenser ownership into the contract. If a vendor's dispensers leave when the vendor does, restrooms can be stripped bare on a changeover night. Portfolios gain the most from standardizing: one dispenser family across buildings means one refill list, simpler training and better purchasing leverage.

Who supplies trash liners, and which ones

Liners cause more invoice arguments than paper does, because sizes and grades multiply. Specify a liner size for each container type and a heavier grade for breakrooms, kitchens and anywhere wet or sharp waste ends up. If your building separates recycling and organics under California SB 1383, match liners to the bin labeling; clear liners in recycling bins let staff see contamination before it reaches the hauler.

Decide too whether liners are changed every service or only when soiled. Changing every liner nightly is simple to audit but uses far more plastic, and many buildings now change only dirty or full liners in low-use offices.

Par levels, storage and usage reports

Whichever model you choose, three controls keep supply costs honest: a par level for each closet, a reorder point, and a monthly usage report by building or floor. Usage tracked against occupancy shows waste, leaks and theft quickly. A jump in towel use often means a broken dispenser or a missing hand dryer, not more hand-washing.

Supplies in an EBS cleaning program

Restocking is built into EBS service, and day porters refill paper and hygiene products before they run out during business hours. For buildings that want lower-impact products, the EBS green cleaning option can include recycled paper products, refillable soap dispensers and sustainable liners on request. Who purchases each item is settled at the walkthrough and written into the scope.