One of the most common sources of frustration in a new janitorial contract is the discovery, mid-month, that the contractor's scope does not include paper goods restocking — or that it includes restocking but not supply. The restroom runs out of paper towels at 10am on a Wednesday. The contractor's position is that they restock what's in the supply closet; your position is that keeping the restrooms stocked is part of what you're paying for. Both of you may be correct about what the contract says, but only one of you has a problem.
This article explains the standard supply arrangements in commercial janitorial contracts and what to specify in writing before you sign.
The Three Common Supply Arrangements
| Arrangement | What it means | Typical use case |
|---|---|---|
| Contractor supplies everything | The janitorial contractor provides all paper goods, cleaning chemicals, liners and consumables as part of the contract price. You never order supplies. | Small facilities (under 5,000 sq ft) where supply management is a significant burden relative to the facility size. Higher monthly cost. |
| Facility supplies, contractor restocks | You purchase and store paper goods and consumables in the supply closet. The contractor restocks from your supply during each clean. | Most common arrangement for mid-size and larger commercial facilities. Gives you control over product brand and quality; reduces contractor cost. |
| Facility manages supplies entirely | The contractor cleans; your staff manages all restocking and supply ordering. No supply responsibility for the contractor. | Unusual for commercial janitorial. More common when internal staff manage a break room or specific area alongside the contractor's scope. |
What "Restocking" Means in the Scope
If your contract says the contractor will "restock restrooms," clarify exactly what that means before you sign:
- From your supply closet only? Contractor refills dispensers from what you have on hand. If you run out, they note it and the restroom goes unstocked until your next order arrives.
- With notification? Contractor notes when stock is low and contacts your facilities contact. Good practice; requires someone to act on the notification promptly.
- With emergency supply? Contractor carries a small buffer stock of standard items and leaves them when yours run out. Rarer; worth asking about if supply continuity is critical.
Cleaning Products: Contractor vs Facility
In nearly every commercial janitorial contract, the contractor supplies cleaning products, equipment and labour. You supply consumable restroom products (toilet paper, paper towels, hand soap, seat covers) and waste liners for your specific dispenser formats. Exceptions:
- Healthcare facilities: Some medical and dental practices specify particular disinfectants — EPA-registered products at specific concentrations — that the practice supplies to ensure compliance with their infection control protocols. The contractor uses them; the practice orders them.
- Proprietary dispensers: If your restrooms have brand-locked dispensers (certain paper towel or soap systems only accept that manufacturer's products), you will need to supply those products. Standard contractor stock will not fit.
- Floor care products: Floor stripping chemicals, sealers and finish products are supplied by the contractor as part of the floor care scope. You do not need to order these.
What to Put in Writing
Before signing a janitorial contract, make sure the scope document specifies:
- Whether the contractor or facility supplies paper goods and consumables
- Whether restocking is included in the scope, and what "restocking" means specifically
- Who is responsible for reporting low stock, and how quickly the notification goes out
- What happens if the facility runs out of supply between contractor visits
A well-written scope eliminates the Wednesday paper towel problem before it happens. Request a quote and we'll include a scope document that addresses supply responsibilities explicitly.