Company insights

People judge books by their cover and buildings by their cleanliness. Municipal government buildings face double the judgment. A messy auditorium, dusty library, or sticky floor in a courthouse can damage public trust fast. On the other hand, spaces that appear ‘too clean’ may spark debate over how tax dollars should be spent.

County governments, city councils, towns, and other local authorities can avoid headwinds by balancing cleaning standards across the portfolio.

Strong cleaning standards for municipal government buildings give you a fair, repeatable way to clean every site without over-cleaning low-risk spaces or missing high-risk ones. Done right, you get healthier buildings, safer work conditions, fewer complaints, and costs you can explain and predict.

Here are three steps that can help government facility managers design a janitorial service plan that sends ‘the right message.’

Step 1: Divide your portfolio into zones

If you manage a mixed municipal portfolio, consistency matters, but so does common sense. The easiest way to balance both is to use a single-core framework and add building-specific layers.

Start by zoning each building into three basic types of space:

• Public-facing zones: lobbies, counters, corridors, restrooms, meeting rooms
• Staff-only zones: offices, break rooms, copy rooms, staff restrooms
• Restricted zones: evidence rooms, holding areas, server rooms, mechanical spaces

Next, tag each zone with a risk level:

• Low risk: private offices, low-traffic admin areas
• Medium risk: conference rooms, libraries, typical hallways
• High risk: public restrooms, locker rooms, holding areas, medical response areas

Then define task types so everyone uses the same language:

• Daily: the must-do items that protect health and first impressions
• Periodic: weekly or monthly work that prevents buildup
• Deep clean: detail work after heavy use or seasonal needs
• Restorative: strip and wax, carpet extraction, floor refinishing

From here, set a minimum baseline standard that applies to every municipal building, then add “add-ons” based on building type, hours, and traffic.

Step 2: Determine the ‘non-negotiable’ base standards.

No matter the facility, these items keep you covered:

• High-touch points: door handles, push plates, rails, elevator buttons, service counters
• Restrooms: clean, disinfect, restock, and check odors (good cleaning shouldn’t smell like perfume)
• Trash and recycling: remove, re-line, spot-clean containers, manage overflow
• Entryways: mats, vestibules, salt and grit control, glass at entrances
• Floors: dust mop or vacuum, spot-mop spills, edges in high-visibility areas
• Break areas: tables, sinks, microwaves, fridge handles, touch points
• Consumables: soap, towels, tissue, liners, seat covers (if used)

Indoor air ties in, too. Custodial teams reduce dust through good vacuuming and damp wiping. Facilities usually handle filter changes and HVAC checks, but the standard should specify who owns what and how it’s logged.

Step 3: Set frequencies using foot traffic, hours of operation, and risk (not just square footage)

Square footage tells you how much floor space exists, not how much mess happens.

Set cleaning frequencies using three simple drivers:

• Foot traffic (including peak hours and event spikes)
• Hours of operation (8 to 5 vs 24/7)
• Risk and consequences (public health, privacy, safety)

A quick example: two 20,000-square-foot buildings. One is a finance office open weekdays, the other is a recreation center open nights and weekends. The rec center needs multiple restroom checks, more floor care, and day porter coverage. The finance office can focus on nightly service and weekly detail work.

Plan seasonal adjustments too. Flu season increases touch-point demand. Wildfire smoke days and dry winters raise dust load at entries. Special events can double restroom use in two hours. Build “event-based” tasks into the standard so the team doesn’t have to guess.

Step 4: Bring in the professionals

Municipal cleaning standards work when they’re clear, realistic, and tied to how each building is used. Start with a baseline that protects health and first impressions. Adjust frequency by traffic, hours, and risk, then tailor add-ons for courthouses, libraries, law enforcement, 24/7 call centers, recreation centers, public meeting spaces, performing arts venues, classrooms, and conferencing.

Not sure how to balance it all? Municipal governments can bring in facility services professionals, such as Oneliance, to design and implement a consistent program. After all, nothing matters more to residents than trusting that local officials have their health, safety, and best interests at heart.

Brand reputation is everything for a business. Companies spend millions each year to protect it. One misstep can erase years of good work.

Building maintenance is the same. Buildings need to be maintained, protected, and nurtured. Deferred maintenance or consistently low-quality care may be seen as a cost savings, but can ultimately damage building integrity.

And, when cracks start to show, it creeps from a real estate problem into a brand one.

How can facility managers advocate for ‘the right’ clean?  This quick guide gives facility managers talking points to help make the case for professional janitorial services.

1. You don’t need a Class A+ office, but you do need a safe one.

When someone says an office building is “Class A, B, or C,” they’re usually talking about market quality. Think age, location, tenant mix, building systems, and amenities. A newer tower in a prime area with a staffed lobby often lands in Class A. A solid, well-run building with fewer extras might be Class B. An older property with limited upgrades is often Class C.

The building type affects the scope of cleaning work, how often tasks occur, and what “good enough” looks like during an inspection. A smudge that triggers a complaint in Class A might be acceptable in Class C, as long as the space is free of debris.

Details may change, but core cleaning standards should remain the same, regardless of the type of building you operate. Foundations should always prioritize the health and safety of occupants, guests, and the cleaning staff.

2. Know when to spend and where to save.

Facility managers seeking the best pricing on janitorial services can optimize budgets by understanding what matters most to building occupants. Sometimes, small changes can make a big difference, and not in a good way.

For example, selecting a lower-cost toilet paper may save thousands a year. It seems like a logical place to save – until occupants notice and complain. Experienced facility managers know that toilet paper is a customer detractor. This means that no one will say anything if it’s ‘ok,’ but expect lots of complaints if it isn’t. This ultimately undermines credibility and increases operational costs through additional work orders, inventory replacement, and storage.

No brand wants to risk employee or customer trust over 1-ply. The extra few dollars a year are worth preserving trust.

3. Consistency chimes louder than ‘bells and whistles.’

Doing something once is easy. Doing it at the same high level every day is much harder.

Facility managers comparing janitorial service providers need to be wary of sales pitches with ‘all the bells and whistles.’  IoT sensors in bathroom stalls, state-of-the-art robotics, beyond-sustainable chemicals, and elaborate technology are currently all the rage. These are nice to have – but not always necessary. And, the promise is usually greater than the return.

If you can afford all the bells and whistles, then go for it. But know that what matters most to occupants is consistency. Tenants and guests care most about a predictably clean space. This means that trash is removed on schedule, pantries are stocked, and bathrooms cleaned – every single day.

It’s the same philosophy that drives customer loyalty to a commodity product or service. Customers just want the widget; they don’t really care about the fancy wrapping.

4. Risk is in the eye of the beholder.

Cleaning is risky. Commercial cleaning contractors must balance logistics, science, physiology, psychology, technology, and regulations that vary by jurisdiction. Facility managers know how complicated it is, but non-facility professionals generally don’t.

This is where finance departments and facility teams can collide. There are many low-cost, low-quality cleaning contractors on the market. They offer low prices on competitive RFPs. This ‘savings’ comes at a high cost to the buyer. At best, it’s lower standards or missed shifts. At worst, it’s a serious safety incident caused by inexperienced staff who lack proper oversight, training, and PPE.

Risk isn’t worth saving a few dollars an hour.

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Planning your subsequent request for proposal or facility management budget? Oneliance can help. We provide comprehensive janitorial services, routine maintenance, and construction cleaning for commercial and government customers in NC, SC, GA, FL, TN, TX, and CO. Just send us a note via our contact page.