Cleaning Budgets Plagued by Pricing Increases

The COVID-19 pandemic brought with it soaring prices for essential cleaning supplies such as disinfectants, sanitizers, and personal protective equipment (PPE). The shift in pricing demanded careful financial planning for institutions that utilize public funds. 

Effectively managing expenses on these cleaning supplies continues to be of utmost importance to Township High School District 214, located in Cook County and one of the largest high school districts in Illinois. The diverse range of cleaning products that suppliers offer plays a critical role, and the extensive and interconnected responsibilities and challenges of maintaining an aging school building and campus cannot be underestimated. Preserving the school's infrastructure, which holds significant importance beyond maintaining a pristine and welcoming learning environment, is urgent and essential. 

To illustrate the significant price increase, the district is using a cooperative purchasing agreement to acquire cleaning supplies. This agreement allows entities within Township High School District 214 to access supplies at competitive prices with expedited delivery. 

Over the past year, the facilities team, in collaboration with the custodial committee, have been dedicated to raising cleanliness levels and meeting the expectations of the staff and students across seven different high schools. Rather than standardizing cleaning products, they started by establishing cleaning standards shaped by feedback from Association of Physical Plant Administrators (APPA) standards. Additionally, they introduced a new training position. That person will visit their schools and educate custodial staff on proper cleaning techniques when using suitable supplies. 

This approach has enabled the team to assess results, identify proper products and equipment, and align their cleaning standards with district expectations. Achieving a cleaning standard that meets expectations with the right supplies and equipment was critical from various perspectives; it allowed management to allocate the budget wisely and select the best products at appropriate prices. 

Township District 214 then embarked on a comprehensive vendor comparison process facilitated by a cooperative agreement, enabling them to secure the best possible prices. The selected vendor offers competitive pricing and complimentary next-day shipping for its products. Additionally, they take the initiative to provide extensive training for the custodial staff at zero cost to the district. It's crucial to partner with vendors who prioritize the team's development and knowledge enhancement, promoting an improved school environment over solely focusing on product sales and profit generation. 

Across Township High School District 214’s seven schools, the custodial team meticulously tailors its cleaning supplies to cater to each institution's unique needs. During the pandemic, they were assured seamless access to essential items such as PPE and disinfectants, providing them with a reliable supply chain amid challenging circumstances. Utilizing this vendor eliminates time-consuming public bidding processes for consumables, optimizing the team's efficiency. 

Remarkably, the district’s decision to employ a specific cleaning product in three schools has resulted in substantial cost savings. After meticulously evaluating its expenditure, the facilities team recorded a significant 20 percent reduction in costs; a testament to its effective decision-making and financial management, especially considering the prevalent price inflation. 

During meetings, the facility cleaning team engaged in thought-provoking discussions with their jan/san vendor regarding implementing a comprehensive plan to reduce the usage of paper towels across all school facilities. The primary objective was to decrease operational costs and champion environmental sustainability, while also ensuring consistently clean and hygienic restrooms throughout the school day. They were presented with a unique opportunity by the vendor who proposed the installation of hand dryers in all the schools. Moreover, the vendor offered enticing energy provider credits as an incentive for replacing the old hand dryers and phasing out paper dispensers. 

The brainstorming session proved profitable for the district. Cleaning directors, managers, and supervisors are engaged to participate in networking activities with industry peers to explore and assess alternative products and solutions. Embracing healthy competition and fostering a culture of innovation in the school environment presents diverse perspectives, enables comprehensive cost comparisons, and delivers additional benefits. It pays to consider new ideas and remain open-minded about the potential for improvement. 

Promote an active role within the school community to advocate for cleanliness among students, educators, and staff. Introduce straightforward yet impactful strategies such as responsible waste management and encouraging personal cleanliness among students. These initiatives can reduce the need for external cleaning services, leading to a more sustainable budget for the school.  

School Support 

Township High School District 214 is following the example of Chicago Public Schools — Illinois' largest K-12 district and the third largest in the country — by embracing the Healthy Green Schools & Colleges Standard for K-12 School Districts and Higher Education Institutions. This program actively engages the community and stakeholders in fostering environmental health for staff and students, encouraging sustainable practices. 

That said, since the beginning of the COVID-19 pandemic, there has been a noticeable surge in the demand for cleaning supplies in the district. Despite this increased need, the district budget has remained unchanged. The facility cleaning management team has actively sought cost-effective and environmentally friendly solutions to tackle this problem. As a result of those efforts, they have successfully cut costs by implementing versatile, safe, and efficient cleaning products that can be used in various areas.  

With technological advancements and an increased focus on sustainability, they have identified several products and companies that enable them to adhere to their financial constraints without incurring substantial expenses. The facilities team must ensure a safe and clean environment for students and staff, enhancing their school experience by making it more comfortable and enjoyable. Proper budgeting is vital, involving a multi-step process throughout the year to plan for the next budget.  

Engaging with peers, visiting expos, and attending conferences are fundamental opportunities for discovering new products and vendors. The cost of a vendor encompasses the expense of supplies and additional considerations such as training for the frontline staff.  

It's essential to be proactive in projecting and communicating the best budget and projects, considering all factors and presenting compelling arguments. Approachability plays a significant role in this process for District 214 managers, as the facility cleaning team continues to explore new and innovative ways to provide a clean and healthy school environment for their students and staff. 

Aneta Mistak is the Director of Operations for Township High School District 214 in Illinois. In her role, she oversees facilities and cleaning operations for seven high schools. Under her leadership, Township High School District 214 became a participant in the Healthy Green Schools & Colleges program.