How we work
A process built so you never have to wonder what is happening.
At a glance
Five steps from inquiry to a clean building.
- 01
Walk-through and scope
We tour your facility, count fixtures, measure floor types, and translate it into a clear scope of work — not a vague flat rate.
- 02
Custom program and quote
You receive a line-item proposal: frequencies, products used, crew size, hours on-site, and the named supervisor.
- 03
Onboarding and security
Crews are badged, drug-screened, and key-controlled. We coordinate alarm codes, COIs, and a 14-day soft-launch.
- 04
Quality assurance
Monthly inspections scored against a 65-point checklist with photos. You see the score; we fix anything under 95% within 24 hours.
- 05
Quarterly business reviews
Your account manager meets with you quarterly to review scorecards, projects, and budget. No surprises, ever.
Onboarding timeline
Day-by-day for the first two weeks.
Most accounts reach steady-state operations within 14 days. Every stage has a defined deliverable -- a site diagram, a signed proposal, a background check clearance, a COI -- so you always know where things stand.
The first three nights on every new account are supervised by the account manager. A formal quality walkthrough occurs at day 14 before the account transfers to monthly inspection cadence.
- 1
Day 1–2
Walk-through and scoping
A senior account manager tours every space, measures every floor surface, and photographs every fixture. You receive a site diagram with our notes.
- 2
Day 3–5
Proposal and program design
Line-item proposal delivered with named crew size, supervisor, product list, frequencies, and a draft checklist for your review.
- 3
Day 6–8
Crew screening and badging
Every cleaner assigned to your account completes a background check, drug screen, E-Verify, and 40-hour onboarding before entering your building.
- 4
Day 9–10
Security and key control setup
Alarm codes issued and audited. Medeco key-control log initialized. Certificate of insurance with your additional insureds issued.
- 5
Day 11–14
Soft-launch and calibration
First two weeks run as a supervised soft-launch. The account manager is on-site for the first three nights and a quality walkthrough at day 14.
- 6
Day 15+
Steady-state operations
Monthly 65-point inspections, photo documentation, scorecard, and quarterly business review on the calendar.
Quality assurance
65-point quality assurance system
Every account is inspected monthly by an independent quality manager. The 65-point checklist covers every area and surface type, scored with photos and delivered to both the client and the account manager.
Restrooms
16 pts- Fixtures clean and disinfected
- Mirrors streak-free
- Floors mopped and dry
- Supplies fully stocked
- Partitions wiped
- Grout color consistent
- Odor neutral
- Vents dusted
Break rooms and kitchens
12 pts- Counter surfaces sanitized
- Sink cleaned
- Exterior of appliances wiped
- Trash liner replaced
- Floor mopped
- Cabinet fronts spot-cleaned
Offices and workstations
10 pts- Vacuuming complete
- Trash emptied and lined
- Dusting of horizontal surfaces
- High-touch points disinfected
Common areas and lobbies
11 pts- Hard floors clean and streak-free
- Glass and mirrors polished
- Furniture dusted
- Elevator interior wiped
- Entrance mats clean
Building exterior and entrances
8 pts- Entry glass clean
- Mats free of debris
- Exterior ash urns emptied
- Concrete swept
Compliance and documentation
8 pts- Checklist signed and on file
- Supply levels logged
- Chemical labels current
- Safety data sheets accessible
Our guarantees
Six commitments we put in writing.
24-hour re-clean guarantee
If any area scores below 95% on a quality inspection, we return and re-clean it within 24 hours at no charge. Every time, no questions asked.
Named account manager
You will always know who is responsible for your account. Not a call center. A person with a name, a direct number, and authority to fix things.
W-2 employees only
Every cleaner is a Polara W-2 employee, never a subcontractor. They receive benefits, training, and a reason to show up consistently.
Live escalation line
Our escalation line is answered by a person, 24 hours a day, 7 days a week, 365 days a year. Average response to an escalation: 1.4 hours.
No surprise pricing
Your line-item proposal locks in your rate for 12 months. Any scope changes are discussed and approved before appearing on an invoice.
30-day out clause
If you are not satisfied after a good-faith resolution attempt, you may exit your contract with 30 days notice. We earn your business every month.
Third-party credentials
Every certification is audited and renewed.
ISSA CIMS-GB Certified
Cleaning Industry Management Standard with Green Building designation. Fewer than 8% of commercial cleaning companies hold this certification.
Green Seal GS-37 Chemistry
All standard-program chemicals are Green Seal GS-37 certified. Required for LEED O+M contribution and many health-system contracts.
OSHA 29 CFR 1910.1030
All healthcare-account crew members maintain current bloodborne pathogen training as required by OSHA.
EPA List N Disinfection
Our disinfection program uses only EPA List N registered chemistry with documented dwell times and application logs.
Medeco Key Control
Certified Medeco key-control system with daily sign-in and sign-out logging and monthly audit reports available to building management.
IICRC S100 Commercial Cleaning
Floor and carpet technicians are trained to IICRC S100 and S300 standards for commercial cleaning and carpet maintenance.
See the process in person.
A free walk-through takes 30 minutes and ends with a written proposal in 48 hours.