A routine question that causes real problems when it is not answered before the first cleaning visit.
Paper towels, toilet paper, hand soap, trash liners — who buys them, who stocks them, and what happens when they run out? This is the kind of question that gets glossed over in the bid process and then causes friction three months into a contract when the night crew runs out of paper and leaves an empty dispenser.
The answer varies by contractor and by contract structure. Understanding the options before you sign is worth ten minutes of attention.
The most common arrangement in small commercial facilities. You purchase the paper goods and soap; the cleaning contractor restocks the dispensers from your supply closet during each visit. The contractor's bid does not include consumable costs — those sit separately in your facilities budget.
This model gives you control over product selection and cost. It requires that you maintain adequate stock and that your supply closet is accessible to the cleaning crew. If you run out, the crew cannot restock — and you will not know until the next morning when staff arrives to a dispenser issue.
The contractor purchases consumables and manages the inventory as part of the service agreement. The cost is built into the monthly contract fee or billed separately as a line item. You do not think about restocking; the contractor handles it.
This model reduces your administrative burden. It also means you have less control over product selection and that the contractor's margin on consumables becomes part of your cleaning cost. Some contractors use this as a profit center; others price consumables at or near cost. Ask specifically how consumables are priced if you use this model.
The contractor supplies cleaning products (mops, chemicals, equipment) and the client supplies consumables (paper, soap). This is a common middle ground and the arrangement we use for most contracts. We bring all cleaning supplies and equipment. Client-side paper goods and soap are stocked from the client's own supply room.
These questions should be answered in writing — in the scope of work — before the first cleaning visit:
None of these questions have wrong answers. What matters is that both sides have the same understanding going in.
This is worth mentioning specifically for facilities in southern Dakota County. November through March means tracked-in road salt and sand, which increases the rate at which floor products are consumed. Facilities that run light on supply inventory in summer frequently run short in winter. If you are responsible for consumable purchasing, plan on 30–40% higher consumption during the salt season.
We flag this in our written scope for new clients in this area and build it into our supply-stocking recommendations.