1. What these terms are

These are the standing terms for cleaning services supplied by Circle City Office Cleaning. Your service agreement, including the written scope and the price schedule attached to it, is the specific document for your building. Where that agreement says something different from this page, the agreement governs.

2. Quotes

Quotes are free and given in writing. A quote holds for 30 days from its date unless it says otherwise. It is based on what was measured and observed at the walkthrough and on the information you supplied about square footage, frequency, floor types, restroom fixtures and occupancy. If any of that turns out to be materially different, we will tell you before work starts and reissue the quote rather than adjust it afterwards.

Prices are exclusive of any applicable Indiana sales tax, which is shown separately on the invoice where it applies.

3. Getting into the building

You provide safe and timely access at the agreed times, along with whatever keys, fobs, badges, alarm codes or vendor portal registrations the building requires. You also provide running water, working power at normal outlets, lighting, and a lawful place to put waste.

If a crew arrives for a scheduled visit and cannot get in, the visit counts as performed and is billable. We will tell you the same evening. Two lockouts in a row trigger a conversation about access before a third.

Where building management sets vendor rules, send them to us in advance. Certificates of insurance, badge applications and compliance portals frequently take a week or more to process, and a start date depends on them being finished.

4. Scope, and changing it

The written scope is the definition of the work. Anything absent from it is outside the price. That runs both ways: you can hold us to every line on the list, and additions are quoted before they happen.

Scope changes are agreed in writing, including by email, and the revised scope and price take effect from the date stated. Periodic work such as strip and wax, carpet extraction, grout scrubbing and high level dusting is quoted per square foot, scheduled separately and invoiced when completed.

Recurring prices may be reviewed once in any 12 month period, with at least 30 days written notice. Where a review follows a change in your building rather than a general increase, the reasoning is set out in the notice.

5. Invoices and payment

Recurring service is invoiced monthly in arrears unless your agreement says otherwise. One-off and periodic work is invoiced on completion. Payment terms are net 30 days from the invoice date.

Overdue amounts may carry a late charge of 1.5% per month or the maximum rate permitted by Indiana law, whichever is lower. If an invoice is disputed, tell us within 14 days and identify the line in question. Undisputed amounts remain payable while the disputed line is resolved.

6. Ending the agreement

Either side may end a recurring agreement by giving the notice period stated in the service agreement. Month to month arrangements are available, and the exact notice period is confirmed in your paperwork before you sign.

Either side may end the agreement immediately for a material breach that is not corrected within 14 days of written notice. On termination you pay for service already delivered, and we return all keys, fobs and badges within five business days.

A one-off job may be rescheduled or cancelled with 48 hours notice at no charge. Inside 48 hours, where crew time and equipment have already been committed, a charge of up to 50% of the job value may apply.

7. Workmanship

If service falls short of the written scope, tell your point of contact. We will correct it on the next scheduled visit, or sooner where the area cannot wait, at no charge. Raise it within seven days of the visit so it can be checked against the signed checklist while the building still shows what happened.

Periodic floor work carries a workmanship warranty for the term stated in your agreement. It covers defective application. It excludes ordinary wear, damage from ice melt or grit walked in after completion, water damage from other sources, and later work by a third party.

8. Damage and liability

We take reasonable care of your premises and contents. Report suspected damage caused by our crew within 48 hours of the visit so it can be inspected while the circumstances are clear.

We are not responsible for pre-existing damage, wear, or conditions that only became visible once soil was removed, nor for loss or damage to cash, jewelry, confidential documents, prototypes or unsecured valuables left in cleaned areas. Fragile or high value items should be secured or excluded from the scope in writing.

Our total liability arising out of the services is limited to the amount you paid for the services in the three months preceding the event, except where Indiana law does not allow that limit. Neither side is liable to the other for indirect or consequential loss, including lost profit or business interruption.

Neither side is liable for failure to perform caused by events beyond reasonable control, including severe winter weather, utility failure, fire, flood or a building closure imposed by a third party. Missed visits caused by such an event are rescheduled or credited.

9. Staff

You agree not to directly employ or engage any member of our crew assigned to your building during the agreement and for six months afterwards, without a written arrangement between us first.

10. Governing law

These terms and any service agreement made under them are governed by the laws of the State of Indiana. Any dispute is subject to the exclusive jurisdiction of the state and federal courts sitting in Marion County, Indiana. Before either side files, both agree to one documented attempt to resolve the matter in a meeting or a call.