Securing or renewing a cleaning service contract in the Hill Country—especially in Marble Falls, TX—requires strategic timing and insight. Whether you oversee an office complex, medical clinic, educational facility or industrial site in the region, knowing when to negotiate a new contract for your janitorial and commercial cleaning services matters. In this post, we’ll walk you through five key trigger points for renegotiation, what you should review before approaching your next agreement, and how partnering with an experienced provider such as Assett Commercial Services can streamline the process and raise the standards of your cleaning program.

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Why Timing Matters

Your contract for commercial cleaning services or janitorial services isn’t a “set-it-and-forget-it” line item. Business needs evolve, facilities change, budgets shift, and the level of cleanliness required may grow alongside regulatory or customer expectations. Failing to review your contract at the right moment can leave your organization paying too much, accepting sub-par service, or working under outdated scopes that don’t reflect your current facility situation.

By anticipating the right times to renegotiate or issue a new contract, you gain leverage: you can compare vendors, adjust services based on facility usage, and lock in favorable terms. It puts your organization in a proactive rather than reactive position—and that’s precisely where the team at Assett Commercial Services excels, thanks to deep experience in delivering high-quality commercial cleaning services throughout the region.

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Key Trigger Points to Negotiate a New Contract

Here are five situations that clearly signal it’s time to talk about a new cleaning contract:

1. End of Term or Automatic Renewal

If your current contract is nearing its end date—or has already rolled into an automatic renewal clause—this is the primary moment to renegotiate. Many organizations overlook this window and become locked into the same scope and price year after year.
When your contract term is finishing:

• Review the actual usage and performance over the past year.

• Compare vendor performance metrics (e.g., service response times, cleaning audit results, occupant complaints).

• Bring in bids from other providers if cost-efficiency is a concern.

Because Assett Commercial Services has structured, transparent systems and verification workflows for their janitorial services, they’re well positioned when it’s time to issue RFPs or evaluate alternative vendors.

2. Significant Facility Changes

Has your facility footprint expanded, shifted from office to light industrial, added additional square footage, or undergone major renovations? These are strong indicators to renegotiate.
Why? Because the cleaning scope—frequency, staffing, equipment, supplies—changes with usage and layout. What worked under the old facility map may no longer fit.

For instance, if you’ve added high-traffic customer areas, extended hours, or new production zones, your janitorial service must adjust accordingly. At that point, working with a partner with the operational capacity and flexibility—like Assett, which offers specialty cleaning services beyond standard janitorial work—is a key advantage.

3. Service or Performance Issues Are Emerging

If you’re seeing recurring issues—such as poor restroom cleanliness, unchecked high-touch surface cleaning, increased occupant complaints, ineffective floor care, or lack of documentation—it’s time to renegotiate.
A contract renewal gives you leverage to demand:

• Updated KPIs (key performance indicators)

• Clear verification tools

• Defined staffing levels and quality assurance processes

Assett emphasizes duty-driven service pillars such as Diligence and verification systems in their commercial cleaning services. If your current provider is falling short, moving to a provider with stronger systems may be wise instead of simply renewing.

4. Budget Changes, Cost Pressures, or ROI Expectations

Maybe you’re under budget pressure, or your business leadership expects cost-savings or better transparency from support services. That makes contract renegotiation timely.

You should ask:

• Are we achieving value per square foot cleaned?

• Are cleaning frequencies correct or over-servicing?

• Are supplies or equipment being changed/upgraded without cost pass-through?

• Are we aligned with any sustainability mandates (green cleaning, eco-friendly supplies)?

When you enter conversations with Assett, you’ll find their team can audit current service levels and propose optimized scopes that retain or improve results while controlling cost.

5. External Regulatory, Health or Safety Changes

Cleaning standards evolve—especially for healthcare, education, industrial, and public-facing facilities. New guidelines regarding night cleaning, high-touch surfaces, disinfection protocols, and trace-route documentation can demand contract changes.

If your facility must comply with new regulatory or safety standards (for example post-pandemic disinfection needs, or increased scrutiny of facility cleanliness by clients or occupants), your contract should reflect that. Look for providers like Assett who have specialized capabilities in healthcare-grade cleaning, live verification systems, and trained staff.

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What to Review Before Negotiating

Before you open the negotiation, prepare with a focused review of your current contract, service delivery, and facility needs.

Scope of Work & Frequency

• Does the current contract clearly define the tasks included under your janitorial services (e.g., dusting, restroom cleaning, trash removal, floor care)?

• Are frequencies still appropriate for your occupancy and use patterns?

• Are any tasks now missing (or redundant) given changes to your facility?

Staffing Levels & Equipment

• Does the contract state minimum staffing or hours?

• Are the current staff dedicated or shared across multiple sites?

• Is the provider bringing their own equipment, or is extra cost being passed to you?
  Assett’s model includes professional systems and included equipment, simplifying oversight.

Verification & Performance Metrics

• Does the contract require periodic audits, occupant surveys, cleaning logs, or live verification?

• Are there documented KPIs tied to service levels?
  As Assett’s website outlines: “Every task is tied to a form of instruction, verification, and accountability.”

Supplies, Sustainability & Change Control

• Are supplies (chemicals, paper, equipment) clearly addressed in cost and ownership?

• Does the contract mention green cleaning or sustainable supply options?

• Is there a process for handling change orders (additional service needs, emergencies, expanded facility)?
  Again, a provider like Assett that positions specialty cleaning services and trained teams adds value here.

Cost & Renewal Terms

• What is the renewal clause? Automatic? Requires notice?

• What price escalation or adjustments are built-in (inflation, wage changes)?

• Are there exit clauses, performance triggers, or termination rights?

If you answer “I don’t know” or “not clearly defined” to any of the above, the contract merits renegotiation—or potentially a request for proposal (RFP) to compare alternatives.

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How to Approach the Negotiation

1. Schedule your review early. Ideally 90 days before the term ends gives you time to evaluate and engage providers.

2. Bring data: occupant complaints, cleaning audit results, usage patterns, facility changes.

3. Ask for proposals: including from your incumbent provider and at least one alternative. For example, Assett Commercial Services is local to the Hill Country market and can propose services tailored to Marble Falls.

4. Focus on outcomes, not just cost: Quality, safety, reliability matter. Use references or case studies.

5. Clarify renewal, escalation, and exit terms: Avoid surprise price hikes or being locked into outdated scope.

6. Include a transition plan: If you switch providers, ensure minimal disruption and high-touch handover.

7. Build a year-ahead service review: Once signed, schedule quarterly check-ins and audits to keep service aligned.

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Why Choose Assett Commercial Services

Here’s why working with Assett for your janitorial and commercial cleaning services in the Marble Falls region makes sense:

• Local expertise: Assett is based in the Texas Hill Country and understands regional facility needs, staffing realities and service expectations.

• Comprehensive service model: From standard daily janitorial service to specialty cleaning, Assett handles diverse facility types—offices, schools, healthcare, industrial.

• Quality systems: They emphasize live verification, trained staff, included equipment, and transparent processes.

• Responsiveness and reputation: Client testimonials highlight prompt response, professional teams, and consistent satisfaction.

• Customization and scalability: Whether you’re a small office in Marble Falls or a multi-facility campus across the region, Assett can tailor the janitorial services scope accordingly.

If you’re considering contract renewal, negotiation, or simply benchmarking your cleaning services provider, engaging with Assett gives you a high-quality partner in this region.

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Checklist: Is It Time to Negotiate?

Use this quick checklist to determine whether your cleaning contract needs renegotiation:

• ☐ Your contract term is ending or has auto-renewed without review.

• ☐ Your facility size, use or layout has materially changed.

• ☐ You’re receiving complaints or audit scores indicate under-performance.

• ☐ Your budget or cost expectations have shifted.

• ☐ You face new regulatory, health, safety or cleanliness standards.

• ☐ The contract lacks clear KPIs, verification or escalation/exit terms.

• ☐ You haven’t compared alternative providers in the last 12-24 months.
  If you check two or more of these items, it’s advisable to schedule a negotiation or RFP process for your commercial cleaning services.

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Practical Steps for Your Marble Falls Facility

1. Audit your current service: Review monthly cleaning logs, facility walkthroughs, occupant feedback.

2. Document changes: Square footage, occupancy hours, traffic, use changes, new cleaning demands (e.g., high-touch surface sanitizing).

3. Request proposals: From your current vendor and one competing provider (contact Assett for a tailored bid).

4. Develop evaluation criteria: Include cost, scope alignment, staff training, verification systems, sustainability.

5. Engage stakeholders: Facility managers, operations leadership, budget owners—get alignment before finalizing.

6. Plan implementation/transition: If switching providers, ensure a seamless transition with minimal disruption in Marble Falls.

7. Include regular review milestones: Quarterly check-ins, service audits and adjustment mechanisms built into your contract.

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Summary

Renewing or negotiating a cleaning contract in Marble Falls is not simply an administrative task—it’s a strategic opportunity. When the timing is right—end of term, facility changes, service performance issues, budget shifts, new standards—you can renegotiate to improve service, align costs and ensure your facility stays in top condition. By preparing ahead, reviewing your current contract and bringing in an experienced local provider like Assett Commercial Services, you position your organization to get the most value from your janitorial and commercial cleaning services.

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If your facility in Marble Falls is approaching a contract renewal for janitorial or commercial cleaning services—or you simply want to benchmark your current provider—reach out to Assett Commercial Services today. Let us perform a free facility assessment, review your current cleaning service scope and help you determine whether now is the right time to negotiate. Contact our Marble Falls team and take the next step toward a cleaner, healthier, better-maintained facility.