School Maintenance Contract

This School Maintenance Contract ("Contract") is made and entered into on this [Date], by and between:

[Your Company Name], located at [Your Company Address], ("School"), and [Maintenance Company Name], located at [Maintenance Company Address], ("Contractor").

RECITALS

WHEREAS, the School requires ongoing maintenance services to ensure the safety, cleanliness, and proper functioning of its facilities;

WHEREAS, the Contractor is engaged in the business of providing maintenance services and is willing to perform such services for the School under the terms and conditions set forth herein;

NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, the parties hereto agree as follows:

I. Scope of Services

1.1 General Maintenance

The Contractor shall provide comprehensive maintenance services that encompass a wide range of tasks to ensure the school’s facilities are well-maintained, safe, and functional. These services include, but are not limited to:

Routine Inspections and Repairs of the School Building’s Interior and Exterior: The Contractor shall conduct thorough inspections of both the interior and exterior of the school buildings on a regular basis. This includes identifying any potential issues, such as structural damage, wear and tear, and other maintenance needs. Repairs must be carried out promptly to prevent further deterioration and ensure the safety and usability of the facilities.
Electrical System Maintenance and Repairs: The Contractor shall be responsible for maintaining and repairing the school's electrical systems. This includes routine checks of wiring, circuit breakers, lighting, and other electrical components to ensure they are functioning correctly and safely. Any electrical faults or issues must be addressed immediately to avoid hazards and disruptions.
Plumbing System Maintenance and Repairs: The Contractor shall manage the maintenance and repair of the school’s plumbing systems. This involves regular inspections and repairs of pipes, fixtures, drainage systems, and other plumbing infrastructure. The Contractor must ensure that all plumbing is operational and free from leaks, blockages, or other problems that could affect the school’s sanitation and water supply.
HVAC System Maintenance and Repairs: The Contractor shall be responsible for the maintenance and repair of the heating, ventilation, and air conditioning (HVAC) systems. Regular checks and servicing of HVAC units, ductwork, filters, and thermostats are required to maintain optimal indoor air quality and comfort for students and staff. Any malfunctions must be repaired promptly to prevent interruptions in the school’s climate control.
Cleaning and Janitorial Services: The Contractor shall provide comprehensive cleaning and janitorial services to ensure the school is clean, hygienic, and presentable at all times. This includes daily cleaning of classrooms, restrooms, common areas, and offices, as well as periodic deep cleaning tasks such as carpet cleaning, window washing, and disinfecting high-touch surfaces.
Groundskeeping, Including Landscaping and Snow Removal: The Contractor shall manage the upkeep of the school’s grounds. This includes landscaping tasks such as mowing lawns, trimming hedges, and maintaining gardens, as well as seasonal tasks like leaf removal in the fall and snow removal in the winter. The goal is to ensure that the exterior of the school is well-maintained and safe for all users.

1.2 Specific Tasks

In addition to the general maintenance services outlined above, the Contractor shall perform the following specific tasks to ensure comprehensive coverage of all maintenance needs:

Conduct Monthly Inspections of All Facilities and Systems: The Contractor shall conduct detailed inspections of all school facilities and systems on a monthly basis. These inspections should cover structural integrity, mechanical systems, electrical and plumbing systems, safety equipment, and general cleanliness. A report detailing the findings and any recommended actions should be submitted to the School following each inspection.
Provide Emergency Repair Services as Needed Within 24 Hours of Notification: The Contractor shall be available to address emergency repair needs at any time. Upon receiving notification of an urgent issue, the Contractor must respond and begin repairs within 24 hours. This ensures that critical problems are resolved quickly to minimize disruption to the school’s operations and ensure the safety of students and staff.
Maintain Detailed Records of All Maintenance Activities Performed: The Contractor shall keep meticulous records of all maintenance activities conducted. This includes documentation of routine inspections, repairs made, materials used, and any issues encountered. These records should be organized and accessible, providing a comprehensive maintenance history that can be reviewed by the School at any time.

1.3 Additional Services

The Contractor acknowledges that additional maintenance services may be required from time to time that are not specifically outlined in this Contract. To accommodate these needs:

Approval Process: Any additional services that fall outside the scope of the general maintenance and specific tasks outlined above must be approved in writing by the School prior to commencement. This ensures that the School is aware of and consents to any extra work being performed.
Billing for Additional Services: Additional services will be billed at the Contractor’s standard rates, which must be agreed upon by both parties and documented in writing. This ensures transparency and prevents any misunderstandings regarding costs.
Examples of Additional Services: Additional services may include but are not limited to major renovations, installation of new equipment or systems, extensive landscaping projects, or specialized cleaning tasks such as mold remediation or asbestos removal. These services require specialized skills, equipment, or significant labor and materials beyond the scope of routine maintenance.

Detailed Breakdown of General and Specific Maintenance Tasks

To provide further clarity on the services covered under this Contract, the following table outlines specific examples of tasks included under each maintenance category:

Maintenance Category	Example Tasks
Routine Inspections	Inspect roofs, walls, foundations for damage; check doors and windows for proper sealing.
Electrical System	Replace faulty wiring, fix electrical outlets, perform regular safety checks.
Plumbing System	Repair leaks, clear blocked drains, maintain water heaters and boilers.
HVAC System	Replace filters, clean ducts, inspect and service HVAC units.
Cleaning and Janitorial	Daily cleaning of floors and surfaces, restroom sanitation, trash removal.
Groundskeeping	Lawn mowing, hedge trimming, seasonal leaf and snow removal.
Monthly Inspections	Comprehensive facility checks, safety audits, system functionality reviews.
Emergency Repairs	Fixing burst pipes, electrical failures, HVAC breakdowns within 24 hours.
Record Maintenance	Logging all maintenance activities, creating detailed reports, archiving documents.

II. Term and Termination

2.1 Term

This Contract shall commence on [Start Date] and continue for a period of one (1) year, unless terminated earlier in accordance with the provisions of this Contract.

2.2 Renewal

This Contract may be renewed for additional one-year terms upon mutual written agreement of the parties.

2.3 Termination

Either party may terminate this Contract with thirty (30) days' written notice to the other party. The School may terminate this Contract immediately if the Contractor fails to perform its duties in a satisfactory manner or breaches any provision of this Contract.

III. Compensation

3.1 Payment Terms

The School shall pay the Contractor the sum of [Amount] per month for the services provided under this Contract. Payments shall be made on the first day of each month.

3.2 Invoices

The Contractor shall submit monthly invoices to the School detailing the services performed and the total amount due. The School shall pay the invoiced amount within thirty (30) days of receipt.

3.3 Additional Charges

Any additional services provided by the Contractor that are not included in the scope of services will be billed separately at the Contractor's standard hourly rates, which are attached hereto as Exhibit A.

IV. Contractor Responsibilities

4.1 Personnel

The Contractor shall employ qualified and experienced personnel to perform the services required under this Contract. All personnel shall be properly trained and supervised.

4.2 Equipment and Materials

The Contractor shall provide all equipment and materials necessary to perform the services required under this Contract. All equipment and materials shall be of good quality and in safe working condition.

4.3 Compliance with Laws

The Contractor shall comply with all applicable federal, state, and local laws, regulations, and ordinances in the performance of its duties under this Contract.

4.4 Insurance

The Contractor shall maintain insurance coverage as follows:

General liability insurance with a minimum coverage of [Amount] per occurrence.
Workers' compensation insurance as required by law.
Automobile liability insurance for all vehicles used in the performance of this Contract.

The Contractor shall provide the School with certificates of insurance evidencing such coverage upon request.

V. School Responsibilities

5.1 Access to Facilities

The School shall provide the Contractor with reasonable access to all facilities and systems to be maintained under this Contract. The School shall ensure that all areas to be maintained are safe and accessible.

5.2 Payment

The School shall pay the Contractor for services rendered in accordance with the terms of this Contract.

5.3 Notification

The School shall notify the Contractor promptly of any issues or concerns regarding the performance of services under this Contract.

VI. Confidentiality

6.1 Confidential Information

The Contractor acknowledges that during the course of performing services under this Contract, it may have access to confidential information regarding the School and its operations. The Contractor agrees to keep all such information confidential and not to disclose it to any third party without the prior written consent of the School.

6.2 Return of Information

Upon termination of this Contract, the Contractor shall return all confidential information to the School and shall not retain any copies thereof.

VII. Indemnification

7.1 Contractor Indemnification

The Contractor agrees to indemnify, defend, and hold harmless the School, its trustees, officers, employees, and agents from and against any and all claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in connection with the Contractor's performance of its duties under this Contract.

7.2 School Indemnification

The School agrees to indemnify, defend, and hold harmless the Contractor, its officers, employees, and agents from and against any and all claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in connection with the School's performance of its duties under this Contract.

VIII. Miscellaneous

8.1 Entire Agreement

This Contract constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral, relating to the subject matter hereof.

8.2 Amendments

This Contract may be amended only by a written agreement signed by both parties.

8.3 Governing Law

This Contract shall be governed by and construed in accordance with the laws of the state of [State], without regard to its conflicts of law principles.

8.4 Dispute Resolution

In the event of any dispute arising out of or relating to this Contract, the parties shall first attempt to resolve the dispute through good faith negotiations. If the dispute cannot be resolved through negotiation, the parties agree to submit the dispute to mediation before resorting to arbitration or litigation.

8.5 Assignment

The Contractor shall not assign or subcontract its rights or obligations under this Contract without the prior written consent of the School.

8.6 Notices

Any notice required or permitted to be given under this Contract shall be in writing and shall be deemed to have been given when delivered in person or sent by certified mail, return receipt requested, to the addresses set forth above.