​As summer fades and fall approaches, facilities managers must prioritize not only aesthetic maintenance but also health and safety. With the return of students to schools, employees to offices, and patients to hospitals, the risk of illness rises alongside the dropping temperatures. Here are essential steps to ensure your facilities are ready for fall and winter, with a special focus on the importance of a deep clean.

1. Do a Deep CleanWith flu season approaching and the potential for COVID-19 resurgences, maintaining a clean environment becomes critical. A deep clean goes beyond standard cleaning routines, targeting high-touch surfaces and ensuring thorough disinfection throughout your facility. According to the U.S. Centers for Disease Control and Prevention (CDC), maintaining cleanliness and hygiene can significantly reduce the spread of viruses and bacteria.
How to Execute an Effective Deep Clean:

• Assess High-Touch Areas: Focus on frequently used surfaces such as door handles, light switches, handrails, elevator buttons, and shared equipment. These areas should be disinfected regularly to minimize the risk of spreading germs.
  
• Utilize Effective Cleaning Agents: Choose EPA-approved disinfectants effective against a wide range of pathogens. Ensure your cleaning staff is trained in their proper use.
  
• Implement a Systematic Cleaning Protocol: Develop a detailed cleaning schedule that includes daily, weekly, and monthly deep-cleaning tasks. Communicate this schedule to all staff to ensure accountability.
  
• Involve Your Team: Encourage staff to participate in maintaining a clean environment by promoting good hygiene practices, such as regular handwashing and using hand sanitizer stations.
  
• Consider Professional Services: If your facility requires an extensive deep clean, consider hiring professional cleaning services that specialize in sanitization. These teams can bring expertise and advanced equipment to ensure comprehensive cleaning.
  

2. Review Interior SystemsInspect and clean crucial systems in your facilities, especially as usage increases in the fall:

• Maintenance of HVAC Systems: Ensure safety by inspecting heating, ventilation, and air conditioning systems. Clean or change air filters, store removable air conditioning units, and inspect portable heaters.
  
• Review Fire Safety Equipment: Check smoke detectors, sprinklers, emergency lighting, and exit signs to prevent fire safety code violations.
  
• Electrical System Inspection: Conduct a thorough inspection to ensure the electrical system can handle increased capacity from space heaters and additional lighting.
  

3. Prepare Facility Exterior AreasAs temperatures drop, take necessary measures to protect your facility’s exterior:

• Pest Prevention: Inspect windows, doors, and foundations for cracks and remove debris to deter pests. Consider implementing an integrated pest management program.
  
• Inspect Roofs: Ensure roofs are in good condition and conduct repairs before snow hits. Trim trees to prevent debris from causing damage.
  
• Clean Gutters: Clean gutters in preparation for fall leaves. Install gutter guards to prevent clogging and make cleaning easier.
  

4. Examine LandscapingConsider both aesthetic and practical matters when preparing your facility's landscaping:

• Plants and Flowers: Remove wilted flowers and weeds. Install fall-blooming plants and consider planting spring bulbs.
  
• Parking Lot Maintenance: Fall is the perfect time to patch potholes, seal cracks, and repaint lines. Check parking lot signage for necessary repairs.
  
• Remove Outdoor Furniture: Store outdoor tables, chairs, and umbrellas to protect them from the elements.
  
• Prepare for Snow: Develop a snow removal plan and designate areas for snow storage.
  

5. Prepare for Power OutagesWith winter weather on the horizon, it’s vital to prepare for potential power outages:

• Create a Power Outage Emergency Kit: Stock essentials like communication tools, a first aid kit, water, non-perishable food, and power banks for extended stays.
  
• Explore Backup Power Options:
  
  • Uninterruptable Power Supply (UPS): Provides backup power for short outages.
  • Standby Generators: Ideal for long outages, available in diesel and natural gas options.
  • Microgrid Solutions: Combine solar or wind power with energy storage for a backup source.
  • Portable Generators: A budget-friendly option for minimal backup needs.

As part of MCS Building Solutions, we ensure that clients fully understand their contractual rights and exit strategies before entering into any agreements. Our goal is to foster partnerships based on mutual trust and quality service, not on restrictive contract terms. We are committed to transparency and customer satisfaction, so our clients are never held hostage by a contract but can count on us to meet their expectations every time.

Here are important steps to exit a janitorial contract with auto-renewal, set on-year terms, and a difficult 30-day written notice clause due to nonperformance:
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 Review the Contract’s “Term and Termination” Clause

• Thoroughly examine the specific language in the “Term and Termination” clause of the contract, which details how and when to terminate. Understand your obligations, such as the 30-day written notice prior to the contract's expiration.
• Ensure this review is done prior to signing any janitorial contract to avoid misunderstandings about terms or penalties.

Document Nonperformance Issues in Writing

• Provide the cleaning company with written notice detailing the nonperformance issues, keeping it broad but clear. Examples of general nonperformance might include failure to meet cleaning standards, incomplete tasks, or inconsistency in the cleaning schedule.
• Include specific dates, times, and details of when these failures occurred to create a clear timeline.