Cleaning Contracts for Childcare: What to Include When Hiring
A childcare facility’s cleanliness directly impacts child safety, staff wellbeing, and your organisation’s reputation. When hiring a cleaning contractor, a well-drafted contract protects both your centre and the contractor. We’ve worked with dozens of childcare centres across Sydney, from Parramatta to Chatswood, and we know that vague agreements lead to disputes about service standards, compliance gaps, and unexpected costs. The right contract sets expectations upfront and ensures your facility meets the National Quality Standard (NQS), particularly Quality Area 3 (Physical Environment).
Whether you’re managing a small family day care or a large childcare network, this guide covers every clause you need to include in your cleaning contract. We’ll walk through scope of work, performance metrics, insurance requirements, compliance obligations, and practical selection criteria. This isn’t just about avoiding problems—it’s about creating a partnership that keeps children safe, meets regulatory standards, and gives your team peace of mind.
What Should a Childcare Cleaning Contract Include?
A childcare cleaning contract must address the unique risks and regulatory demands of your setting. Unlike offices or retail spaces, childcare environments require heightened sanitation, specific compliance knowledge, and zero tolerance for lapses. Your contract is the foundation of this relationship, and it needs to be thorough from day one.
The core elements are scope of work (what gets cleaned and how often), service level agreements with measurable KPIs, proof of insurance and compliance certifications, payment terms, and dispute resolution clauses. Each section must be explicit rather than assumed. For example, don’t just say “clean bathroom floors”—specify daily sanitisation with approved TGA-listed disinfectants, frequency, and the contractor’s responsibility for maintaining compliance with NHMRC Staying Healthy guidance.
A strong contract also addresses who is responsible for maintaining cleaning supplies, handling non-compliance issues, and managing unexpected events like illness outbreaks. It should outline termination rights, notice periods, and escalation procedures. Many centres skip these details, then find themselves scrambling when standards slip or the contractor fails to show up during a gastroenteritis outbreak. The ACECQA (Australian Children’s Education and Care Quality Authority) expects centres to demonstrate active management of cleaning and hygiene—that starts with a contract that proves it.
Scope of Work: Defining Every Area and Task
Scope of Work: Defining Every Area and Task involves specific protocols that we tailor to each facility based on its layout, traffic, and compliance requirements. Vagueness about scope is the leading cause of cleaning disputes in childcare settings. In our experience, we’ve seen this lead to misunderstandings that damage working relationships and compromise child safety. Your contract needs a room-by-room breakdown of what gets cleaned, how often, and to what standard.
Start with daily tasks. Bathrooms and toilets must be sanitised multiple times daily—many centres require this every 2–3 hours during operating hours. Nappy change areas must be cleaned and disinfected between each use, using disposable paper towels and approved TGA-registered disinfectants. High-touch surfaces like door handles, light switches, and toys require targeted attention, especially in rooms with very young children. The contract should specify which disinfectants are approved (linking to NHMRC or TGA guidelines) and whether the contractor supplies them or your centre does.
Floor care varies by room. Bathrooms and food prep areas need daily mopping with appropriate cleaners; playrooms typically need vacuuming and spot-cleaning; outdoor areas require weekly deep clean of play equipment. The contract should state whether the contractor will handle spill management or expect staff to handle minor incidents. Document expectations for different seasons—winter might require more frequent disinfection due to cold and flu, while warmer months demand attention to outdoor areas where insects and allergens accumulate.
Specify frequency for deep cleaning. Many centres require deep clean of carpet, upholstery, and soft furnishings quarterly; others prefer monthly or seasonally. For childcare facilities under Education and Care Services National Regulations 2011 (Regulation 103), cleaning standards are set out in relation to infection control and safe environments. Your contract should reference these directly.
| Area | Daily Frequency | Method/Standard |
|---|---|---|
| Nappy/change area | Between each child | Disinfect surfaces, dispose contaminated paper towels |
| Toilets | Every 2–3 hours | Sanitise bowl, seat, handles with TGA-listed disinfectant |
| High-touch surfaces | Morning, midday, end of day | Door handles, light switches, toy racks |
| Food prep/kitchen | Before and after meals | Sanitise benches, equipment, utensils |
| Playroom floors | Daily sweep/vacuum | Remove debris, spot-clean spills |
| Carpets (deep clean) | Quarterly | Steam or hot water extraction |
Include a clause for additional tasks outside the standard scope. If your centre requests extra services—such as window cleaning, gutter maintenance, or post-outbreak deep sanitisation—the contract should outline how these are priced and scheduled. This prevents scope creep and keeps costs predictable.
Service Level Agreements and Performance Metrics for Childcare
Service Level Agreements and Performance Metrics for Childcare requires specific protocols that we tailor to each facility based on its layout, traffic, and compliance requirements. A Service Level Agreement (SLA) turns vague expectations into measurable commitments. Without one, you have no basis to assess whether the contractor is actually meeting standards. An effective SLA includes response times, quality benchmarks, and reporting requirements.
Define response time for emergency cleaning. If you have a gastroenteritis outbreak, sewage spill, or pest incident, how quickly must the contractor respond? Many centres require a 2-hour response for biohazard cleaning and a 24-hour response for non-urgent issues. For daily services, specify the window when cleaning occurs (e.g., after 4:30 PM, before 6:00 AM) to avoid disrupting operating hours.
Quality metrics must be concrete. Rather than “maintain high standards,” specify:
- All bathrooms must receive at least three disinfection passes per operating day, verified by sign-off sheet.
- No visible dirt, debris, or stains on floors at end of each cleaning session.
- Complaint resolution: any reported cleaning deficiency must be addressed within 24 hours.
- Audit pass rate: facility must pass 95% of cleanliness audits (monthly or quarterly spot-checks).
Include a clause requiring the contractor to provide reports or sign-off sheets documenting what was cleaned and when. This creates accountability and gives you evidence for regulatory inspections. When ACECQA auditors ask whether your cleaning standards align with NQS Quality Area 3, you’ll have documentation to prove it.
Set out a process for non-compliance. If the contractor fails to meet standards, what happens? Typically, you’d allow a grace period (3–7 days) to correct the issue, then move to warnings, reduced payment, or termination. Document this escalation pathway clearly so there’s no dispute later.
Insurance, WWCC and Compliance Requirements
Insurance, WWCC and Compliance Requirements includes specific protocols that we tailor to each facility based on its layout, traffic, and compliance requirements. This is non-negotiable in childcare. Your contractor must have appropriate insurance and compliance clearances before stepping foot on your premises. Failure to verify these exposes your centre to liability and regulatory breach.
Public liability insurance is the minimum. Require at least $10 million coverage for childcare cleaning services; some larger networks prefer $20 million. The contractor should be able to provide a current certificate of currency before day one. Don’t accept expired or outdated certificates—check expiry dates at contract signing and request annual renewal evidence.
Professional indemnity insurance is also important if the contractor makes recommendations about cleaning methods, product safety, or compliance. This protects against claims that their advice caused damage or harm.
A Working With Children Check (WWCC) is mandatory under Regulation 168 of the Education and Care Services National Regulations 2011. The contractor must hold a valid WWCC clearance before commencing work. The contract should state that the contractor is responsible for maintaining WWCC status and notifying you immediately if their clearance is suspended or cancelled. Many centres also require a National Police Check, particularly if the contractor will access sensitive areas or cleaning records.
Beyond insurance and checks, specify compliance expectations. The contractor must comply with Work Health and Safety Act 2011 (WHS Act) and relevant SafeWork NSW guidelines. If your state has specific childcare hygiene standards—like Victoria’s public health requirements or NSW’s infection control guidance—the contract should reference these. The contractor should also agree to follow NHMRC Staying Healthy guidelines for infection control and TGA product standards for disinfectants.
Include a clause stating that the contractor is responsible for their own workers’ compensation insurance and that they indemnify your centre against claims arising from their negligence or failure to comply with WHS obligations. If the contractor injures themselves on-site, they cannot claim against your centre.
| Compliance Requirement | Scope | Renewal |
|---|---|---|
| Working With Children Check (WWCC) | Reg 168, Education and Care Services National Regulations 2011 | Every 5 years (state-dependent) |
| Public Liability Insurance | $10–20 million minimum | Annual |
| National Police Check | Optional but recommended | Every 3 years |
| Workers’ Compensation Insurance | Contractor responsibility | Continuous |
| WHS Act 2011 Compliance | SafeWork NSW guidelines | Ongoing |
Contract Terms, Payment Structure and Exit Clauses
Contract Terms, Payment Structure and Exit Clauses addresses specific protocols that we tailor to each facility based on its layout, traffic, and compliance requirements. Payment terms should be clear to avoid disputes. Specify the fee structure (hourly, daily, or monthly), what is included, and when invoices are due. Many centres pay monthly in arrears, which gives them time to verify work quality. If you prefer payment in advance, state that clearly.
Include a clause on price adjustments. Will the price increase annually? If so, by what amount or formula? CPI-linked adjustments are common. If the contract specifies fixed pricing, agree on a term (e.g., fixed for 12 months, then reviewed). This prevents unexpected cost escalation mid-contract.
Set out minimum term and notice period. A typical arrangement might be a 12-month initial term with automatic renewal unless either party gives 30 days’ written notice. This provides stability while allowing either party to exit if the relationship isn’t working.
Define exit circumstances. The contract should state that you can terminate immediately (without notice) if the contractor:
- Fails a WWCC check or loses clearance.
- Breaches cleaning standards significantly (e.g., fails to attend for more than one scheduled day without explanation).
- Breaches WHS or safety obligations.
- Arrives at work under the influence of drugs or alcohol.
- Fails to maintain required insurance.
For non-critical breaches, allow a cure period (7–14 days). If the contractor fails to cure within that timeframe, you can terminate with 7 days’ written notice.
Include a clause on what happens when the contract ends. Must the contractor return all keys, security passes, and access cards? Are there any ongoing obligations, such as handling transition cleaning or attending an exit inspection? Make this explicit so there’s no ambiguity.
NQS Area 3 Alignment in Your Cleaning Contract
The National Quality Standard (NQS) Quality Area 3 focuses on the physical environment, and cleaning is a foundation of compliance. ACECQA expects childcare services to maintain safe, hygienic, and well-maintained spaces that support learning and development. Your cleaning contract must directly support these outcomes.
Quality Area 3 includes standards around hygiene, sanitation, infection control, and maintenance. The contract should reference these standards by name and state that the contractor must meet or exceed them. For example: “The contractor commits to maintaining cleaning and hygiene standards aligned with National Quality Standard Area 3 and NHMRC Staying Healthy guidelines. All disinfectants and cleaning products must be TGA-registered and used according to manufacturer guidelines.”
Document how you’ll monitor compliance. Many centres conduct monthly audits using a checklist aligned to NQS Area 3. The contractor should agree to participate in these audits and to correct any identified issues within agreed timeframes. This demonstrates to ACECQA that you’re actively managing and monitoring cleaning standards.
Include a clause on outbreak response. If there’s an incident of illness (gastroenteritis, respiratory infection, etc.), your centre may need enhanced cleaning. The contract should address how this is managed—does the contractor provide it at no extra cost, or is there an emergency callout fee? Clarify this upfront so you’re not caught off guard when illness hits.
The contract should also state that the contractor will keep up to date with changes to NHMRC guidance, TGA product approvals, and SafeWork NSW standards. This ensures that as regulations evolve, your cleaning practices evolve with them. Include a clause requiring the contractor to notify you of any changes to products, methods, or compliance requirements that might affect your centre.
Contractor Selection Checklist and Red Flags
Contractor Selection Checklist and Red Flags focuses on specific protocols that we tailor to each facility based on its layout, traffic, and compliance requirements. Before signing a contract, evaluate potential contractors carefully. Use this checklist to identify strong candidates and spot red flags early.
| Assessment Area | Green Flag | Red Flag |
|---|---|---|
| WWCC and Insurance | Current WWCC, valid public liability cert, copies provided | Expired clearance, no insurance, reluctance to provide proof |
| References | 3+ childcare references, all positive, specific feedback | No references, only general commercial references, vague feedback |
| Knowledge of Standards | Understands NQS Area 3, NHMRC, TGA requirements, infection control | Unfamiliar with childcare standards, treats it like office cleaning |
| Product Knowledge | Uses TGA-registered disinfectants, understands contact times, dilution ratios | Vague on products, uses generic cleaners, doesn’t follow safety guidelines |
| Communication | Responsive, willing to discuss SLAs, flexible, proactive problem-solver | Dismissive of requirements, inflexible, slow to respond, defensive |
| Experience in Childcare | 3+ years in childcare cleaning, specific portfolio examples | Only office or retail background, learning on the job |
Ask directly about their experience with childcare standards. A contractor who has cleaned for Castle Hill, Liverpool, Bankstown, or Hornsby childcare centres will likely understand local regulatory nuances. Check references and call them personally—ask about reliability, responsiveness during outbreaks, and whether the contractor proactively identifies problems.
Red flags include reluctance to provide insurance or WWCC proof, vague answers about cleaning methods, resistance to SLAs or performance metrics, and lack of childcare-specific experience. If a contractor wants to negotiate away infection control requirements or use non-approved disinfectants, walk away. These aren’t compromises—they’re non-negotiables.
Price is important but not the only factor. The cheapest option often means corners cut. A contractor willing to invest in training, maintain proper insurance, and align with NQS standards will cost more upfront but will save you stress and regulatory headaches. We’ve found that centres investing in quality contractors at the outset avoid costly compliance issues and staff frustration down the track. Request quotes from 3–5 contractors and compare not just price but also experience, approach, and references.
Interview finalists in person. How do they interact with you? Are they genuinely interested in understanding your centre’s needs, or just processing another contract? A contractor who asks thoughtful questions about your facility, your challenges, and your standards is likely to be more engaged and responsive.
Frequently Asked Questions
Do I need separate contracts for different cleaning tasks (e.g., bathrooms vs. play areas)?
Not necessarily. One complete contract works fine if the scope section clearly defines all areas and tasks. However, if you use different contractors for daily cleaning and deep cleaning, each should have their own contract specifying what they’re responsible for. Avoid gaps where neither party thinks they’re responsible for a particular area.
Can I ask the contractor to provide cleaning supplies, or should I supply them?
Either approach is acceptable, but make it explicit in the contract. Many centres prefer to supply disinfectants and approved products so they maintain control over which TGA-registered products are used. If the contractor supplies products, specify that they must be TGA-registered and meet NHMRC standards, and request documentation of products used in cleaning logs. Clarify who is responsible for purchasing, storing, and managing supply inventory.
What should I do if the contractor doesn’t show up?
The contract should define this clearly. Typically, if the contractor is absent for more than one scheduled day without reasonable notice, that’s grounds for immediate termination. However, define what counts as reasonable notice (e.g., 24 hours) and have a backup plan. Consider arranging a secondary cleaning service or having a contingency budget to hire a replacement quickly. The contract should also require the contractor to notify you at least 24 hours in advance if they can’t attend, so you have time to arrange cover.
How often should I review the contract?
Review annually, particularly around renewal date. Check that insurance, WWCC, and other compliance items remain current. If regulatory changes occur—for example, if ACECQA updates NQS guidance or WHS requirements change—update the contract accordingly. If you’ve had performance issues, use the renewal as an opportunity to tighten terms or exit if the relationship isn’t working.
What happens if the contractor damages equipment or property during cleaning?
The contract should state that the contractor is responsible for damage caused by their negligence or breach of WHS obligations. Their public liability insurance should cover most scenarios. Define a process for reporting damage—the centre should document it immediately with photos, notify the contractor, and lodge a claim with their insurer if necessary. The contract should require the contractor to notify their insurer within the required timeframe (typically 7–14 days). Avoid paying for repairs until the insurance claim is resolved.
Your cleaning contract is the backbone of a safe, hygienic, and compliant childcare environment. It protects your centre, your staff, and the children in your care. Take time to get it right from the start. If you’re uncertain about any terms, consult a lawyer familiar with childcare regulations. It’s a small investment that pays dividends in clarity, accountability, and regulatory confidence.
When you’re ready to move beyond contracts and think about who will actually clean your facility, consider partnering with a provider who understands the complexity of kitchen and food preparation cleaning for childcare centres. This is where specialist knowledge makes a real difference to safety outcomes.
About Clean Group
Clean Group is a leading commercial cleaning company in Sydney, providing professional cleaning services to offices, strata buildings, medical facilities, schools, gyms, and retail spaces across the greater Sydney region. With over 25 years of experience and a commitment to WHS compliance, eco-friendly practices, and consistent quality, Clean Group delivers tailored cleaning solutions backed by a 100% satisfaction guarantee.
