Terms of Service

1.Parties & Agreement

These Terms of Service (“Terms”) constitute a legally binding agreement between the client organization named on an accepted proposal or work order (“Client”) and Vanguard Facility Solutions LLC (“Vanguard,” “we,” “us,” or “our”), a New York limited liability company serving commercial facilities across Nassau County and Suffolk County, Long Island, NY.

By accepting an electronic proposal, logging into the Vanguard Client Portal, or authorizing Vanguard crews to perform work on-site, Client agrees to be bound by these Terms and any customized Work Scope incorporated by reference.

2.Scope of Commercial Services

Vanguard delivers professional facility maintenance tailored to commercial, industrial, healthcare, retail, educational, and post-construction environments. Services include:

Each engagement is executed strictly in accordance with the line items and task checklists specified in the accepted digital proposal or active recurring schedule.

3.Proposal Acceptance & Electronic Authorization

Proposals issued through the Vanguard operations system are delivered via unique, cryptographically signed tokens. Electronic acceptance through our web portal by an authorized representative of Client constitutes a binding contract with the same legal effect as a handwritten signature under the Electronic Signatures in Global and National Commerce Act (E-SIGN) and New York Electronic Signatures and Records Act (ESRA).

Proposals are valid for the timeframe specified therein (typically 14 to 30 days) and may be updated or re-evaluated if site conditions differ materially from initial walkthrough assessments.

4.Site Access, Safety & Facility Utilities

• Facility Access: Client is responsible for providing timely, safe, and unobstructed access to the designated facility (including valid keys, fobs, alarm codes, or security clearance). If a scheduled crew is denied entry or locked out, lock-out fees or rescheduling charges may apply.
• Utilities: Client agrees to supply continuous running hot/cold water, functional electrical power, and adequate interior lighting during all scheduled shift hours.
• Safety & Hazardous Materials: Client must disclose known environmental or occupational hazards (such as exposed asbestos, open biological waste, active construction dangers, or structural deficiencies) prior to crew dispatch. Vanguard reserves the right to suspend operations immediately if an unaddressed OSHA safety hazard threatens personnel.
• Insurance & Bonding: Vanguard maintains comprehensive Commercial General Liability (CGL) coverage, Workers’ Compensation insurance, and professional bonding. Certificates of Insurance (COI) naming Client as an additional insured can be issued upon request.

5.Quality Assurance & 24-Hour Notice of Remedy

Vanguard maintains strict accountability through digital checklists and supervisor photo verification stored in secure private vaults. If any aspect of a completed service does not meet the standards specified in your agreed scope, Client agrees to notify Vanguard within twenty-four (24) hours of shift completion via phone (+1 516 557-4541) or through the Client Portal.

Upon receipt of timely notice, Vanguard will dispatch a supervisor or lead technician to inspect and re-clean the deficient area at no additional charge. Timely notice of remedy is a condition precedent to any claim for invoice credit or offset.

6.Invoicing, Payment Terms & Collections

• Payment Terms: Unless otherwise specified in writing on the proposal, all invoices are due Net 30 from the invoice issue date.
• Late Balances: Invoices outstanding past the due date are subject to a late service charge of 1.5% per month (18% per annum) or the maximum legal rate permissible under New York law, whichever is less.
• Suspension of Recurring Service: In the event an account remains past due for more than forty-five (45) days, Vanguard reserves the right to suspend scheduled cleaning operations until all delinquent balances are settled in full.
• Collection Costs: Client agrees to reimburse Vanguard for all reasonable attorney fees, court costs, and collection expenses incurred to recover overdue balances.

7.Limitation of Liability & Governing Law

To the maximum extent permitted by New York State law, Vanguard’s aggregate liability arising out of or related to any service occurrence, regardless of the theory of liability (whether in contract, tort, negligence, or otherwise), shall not exceed the total fees paid by Client for the specific shift or work order giving rise to the claim.

Neither party shall be liable for indirect, incidental, punitive, or consequential damages (including loss of business or profits). These Terms and all disputes arising hereunder shall be governed by and construed in accordance with the laws of the State of New York, without regard to conflict of law principles. Any legal proceeding shall be brought exclusively in the courts located in Nassau County or Suffolk County, New York.