Mobilisation of an office cleaning contract
Starting a new cleaning contact requires a lot of preparation and planning to achieve a smooth transition. A successful mobilisation not only ensures a good start to the contract, but it also is the first step to building a strong client relationship and positive working partnership. All cleaning contracts require support from the start, and this blog looks at the process of mobilisation of an office cleaning contract.
Office cleaning contract
As soon as there is agreement on contract terms, and the start date set, the mobilisation process can begin. All details such as number of staff, weekly hours, payrates and specification will have been agreed prior to this and feed into the mobilisation plan.
5 Key elements of a Mobilisation plan
- TUPE
- Operational set up
- Health and Safety
- Staff vetting
- Management
TUPE and why it’s important for FM mobilisation
TUPE stands for the Transfer of Undertakings (Protection of Employment) Regulations 2006. This regulation is a legal requirement which safeguards employees if a contract transfers from one employer to another. Any eligible employees will transfer with full continuity of service and protected terms and conditions, with effect from the transfer date.
The TUPE process can begin as soon as the contract terms are agreed and the existing contractor has been notified. The incumbent contractor must supply full details for employees including name and address, hourly rate and benefits, job title and working hours.
Transferring under TUPE can be an unsettling time for staff and it’s important for both the incoming and outgoing contractors to handle it in a very sensitive and careful way.
Operational set up
The mobilisation plan will involve many operational tasks which will vary depending on the contract, but usually include the following:-
- Create new schedules and route plans based on specification
- Order equipment and materials
- Organize additional services eg washroom or pest control services
- Set up online janitorial template for ease of ordering
- Advertise to recruit additional staff, if required
- Payroll set up of new staff, and creation of timesheets
- Order staff uniform
Health and Safety
Following a full brief from the operations team and a site audit, the H&S Manager will prepare the following : -
- Site induction – this will include signing in arrangements, fire evacuation, expected conduct on site, reporting of incidents or accidents and other H&S matters
- Contract files with all COSHH and MSDS
- Full documentation regarding RAMS (Risk Assessments and Method Statement)
- Training required
Staff vetting
Staff checks for all new employees include:-
- Right to work, including visas and biometric residence permits (BRP)
- Identity documentation verification
- DBS if required
The contractor will ensure that copies are taken and securely held, and any time limited documents must be registered and followed up prior to expiry. Head office staff matrices must also be updated accordingly.
Management
Management information to monitor performance of the contract includes setting up:-
- KPI and SLA documentation
- Quality auditing schedules based on frequency agreed in contract
- On accounting system, as per agreed invoice price
Regular updates of these documents ensure clients have accurate and timely information on the performance of their contract.
TemcoUK Facility Services – total account focus for operational success
At Temco we have managed hundreds of contract mobilisations since we started in 2001 and have the experience and energy to breathe new life into tired contracts.
We manage the whole process in a professional and efficient way, and will keep you updated on the process throughout. We work closely and collaboratively with our clients and adopt a partnership approach. Our secure online portal allows us to share management information and we support this with regular client meetings to ensure complete transparency of the cleaning operation.
Our experienced HR Manager closely manages the transfer process to ensure that we met and implement TUPE regulations. We take great care to ensure that any employees transferring under TUPE feel supported and understand the process. We hold staff consultations with honesty and professionalism and work with staff to ensure that all operational changes are discussed and we will take the time to explain any changes to schedules or staffing.
Temco offers full transparency on your service, from initial quote through to mobilisation and contract management. Our record of professionally managing cleaning contracts is excellent, and we will work with you to ensure the smooth transition of your project. Please get in touch with us if you would like to change your office cleaning provider, on 01895 520370 or email hello@temco-services.co.uk.
