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Kitchen extraction cleaning - multi-site contracts
If you run several kitchens, a multi-site extraction cleaning contract - one provider covering the estate - can bring consistency, coordination and value that site-by-site arrangements can't. But the value is in the terms: coverage, standards, scheduling, records and price. Here is how to negotiate a multi-site cleaning contract that actually serves you, not just a headline rate. This is general commentary on multi-site contracts.
The short answer
For an operator with several kitchens, how the extraction cleaning is contracted matters - and a well-negotiated multi-site contract can be far better than each site arranging its own. But 'multi-site' isn't automatically better; it depends on the terms. Here is what to negotiate. This is general commentary. The case for a multi-site contract. Contracting one provider to clean the extraction across all your kitchens can bring: consistency - every site cleaned to the same standard, the same way, so the estate is uniformly compliant and safe (not some sites well-cleaned and others neglected); coordination - one programme covering all sites, one point of contact, coordinated scheduling and consolidated records (a single view of the whole estate's compliance); and value - the volume across the estate can earn better pricing and efficiency than separate site-by-site deals. So a multi-site contract can gain consistency, coordination and value. But these gains depend on getting the terms right. What to negotiate. (1) Coverage. Define exactly what's covered: every site (all your kitchens, listed), and at each, the whole extraction system (canopy, filters, ductwork, fan) - the proper whole-system clean. Beware a vague estate-wide deal that could skimp some sites or systems; the coverage must be explicit and complete. (2) Standards and records. Set the standard - every site cleaned to TR19 Grease - and the records - consistent reports, before-and-after photographs and certificates for each site (so you have complete, uniform evidence across the estate). Consistency of standard and records is a big part of the value. (3) Scheduling. Agree the scheduling - crucially, each site cleaned at the frequency matched to its own cooking (a busy site more often than a light one, not a blanket estate-wide interval), coordinated across the estate so every site is covered when due and none is missed. (4) Price. Negotiate the price on the value across the estate: the volume gives you leverage for better rates, but negotiate it against the full coverage and standards (not a cheap rate that quietly reduces the scope or standard at each site). The real value is a good rate for the proper whole-system clean at every site. (5) Management. Agree how the contract is run: consolidated reporting across sites, a point of contact, how issues are handled, and how new sites (or closures) are added or removed. So negotiate a multi-site cleaning contract on all these together - coverage, standards, records, scheduling, price and management - so you gain the consistency, coordination and value of an estate-wide contract while ensuring every site still gets the proper whole-system clean it needs. So negotiate the whole deal, not just the rate. This is general commentary on multi-site contracts.
Key points
The case for one contract
The reason to consider a multi-site extraction cleaning contract - one provider across all your kitchens - is that it can bring benefits that site-by-site arrangements can't: consistency, coordination and value. Consistency: with one provider cleaning every site to the same standard the same way, the whole estate is uniformly cleaned and compliant - avoiding the patchiness of site-by-site arrangements (where some sites are well-cleaned and others neglected, some compliant and others not). So the estate's extraction is looked after consistently.
Coordination: a multi-site contract gives one programme covering all sites, one point of contact, coordinated scheduling, and consolidated records - so you can see and manage the whole estate's extraction cleaning centrally (a single view of compliance across all kitchens), rather than juggling many separate arrangements. Value: the volume of work across the estate gives leverage for better pricing and efficiency than many separate site-by-site deals. So one contract can be more cost-effective. These are real benefits - but they depend on negotiating the contract well, because a poorly-negotiated multi-site deal can lose them (inconsistent coverage, a cheap rate that skimps the work). So the case for one contract - consistency, coordination and value - is strong, if the terms are right, which the following sections address. So one contract can gain consistency, coordination and value. This is general commentary.
Nail down the coverage
The first thing to negotiate in a multi-site contract is the coverage - defined explicitly, so every site and every system gets the proper whole-system clean, with nothing skimped. Define exactly what's covered: every site (list all your kitchens - so none is left out or vaguely 'included'), and at each site, the whole extraction system (canopy, filters, ductwork throughout, and fan) - the proper whole-system clean at every site, not a partial one. The coverage must be complete and explicit for each site, not a hand-wavy estate-wide deal.
This matters because a vague multi-site deal is exactly where coverage can quietly erode - some sites cleaned less thoroughly, some systems (the hidden ductwork, the fan) skimped, to hit an attractive estate-wide price. So nail down the coverage: what's cleaned, at which sites, to what completeness - the whole system at every site. This ensures the consistency benefit is real (every site properly cleaned) and prevents the contract becoming a cheap estate-wide rate for a diminished job. So the coverage is the foundation of a good multi-site contract - get it explicit and complete before discussing price. So nail down the coverage - every site, every system, the whole job. So define complete coverage at every site. This is general commentary.
Standards, records and scheduling
With the coverage defined, negotiate the standards, records and scheduling - the things that make the estate-wide cleaning consistent, evidenced and correctly timed. Standards: set that every site is cleaned to the TR19 Grease standard - so the whole estate meets the recognised standard uniformly (a key consistency benefit). Records: agree consistent records for each site - reports, before-and-after photographs (of the hidden parts), and certificates - so you have complete, uniform evidence across the estate (invaluable for demonstrating compliance across all your kitchens, and for insurers).
Scheduling: this is crucial and easily got wrong - each site should be cleaned at the frequency matched to its own cooking, not a blanket estate-wide interval. A busy, heavy-cooking site needs more frequent cleaning than a light one, so the contract should set each site's frequency by its own grease loading (risk-based), coordinated across the estate so every site is cleaned when due and none is missed or left too long. A single blanket frequency would either under-clean the busy sites (a fire risk) or over-clean the light ones (waste). So negotiate site-specific, risk-based scheduling within the estate programme. So standards, records and scheduling - consistent quality, evidence, and correctly-timed cleaning at each site - are central to the contract's value. So set consistent standards and records, and site-specific scheduling. This is general commentary.
Negotiate on value, not just rate
When it comes to price, negotiate on the value across the estate - using your volume as leverage for a good rate, but not at the cost of the coverage or standards. The volume of work across multiple sites gives you real negotiating leverage: a provider gets a substantial, ongoing estate-wide contract, which is worth a better rate than one-off site jobs. So you can and should negotiate a good price for the volume. But the crucial discipline is to negotiate the price against the full coverage and standards, not in isolation.
The trap is a cheap headline rate that quietly reduces the scope or standard at each site (a low per-site price achieved by skimping the whole-system clean). That loses the whole point - you'd have a cheap estate-wide deal but poorly-cleaned sites (the fire risk remaining). So the real value is a good rate for the proper whole-system clean, to TR19 Grease, with records, at every site - and that's what to negotiate. Use the volume leverage to get a fair estate-wide price for the full, proper job - not a rock-bottom rate for a diminished one. So negotiate on value, not just rate - volume leverage, without losing the job. This keeps the multi-site contract genuinely valuable (good price and proper cleaning), not a false economy. So get a good rate for the proper job across the estate. This is general commentary.
Agree how it's managed
Finally, negotiate how the contract will be managed across the estate - the reporting, the point of contact, and how issues and changes are handled - so the estate-wide arrangement runs smoothly. Management matters as much as the cleaning terms for a multi-site contract, because you're coordinating many sites. Agree: consolidated reporting - how you'll get a view of the whole estate's cleaning (all sites' status, records, and what's due), so you can see and demonstrate compliance across the estate centrally; a point of contact - a single, responsive contact for the whole contract (rather than chasing site by site).
Also agree how issues are handled (a problem at one site - a missed clean, a quality issue - resolved through the contract), and how change is managed - adding new sites (as you open or acquire kitchens) or removing sites (closures), and adjusting scheduling as sites' cooking changes. A good multi-site contract is flexible to your estate's evolution. Getting these management terms right means the contract is not just a set of cleans but a well-run estate-wide programme you can actually manage and rely on. So agree how it's managed - reporting, contact and handling change - to complete the negotiation. So negotiate the coverage, standards, records, scheduling, price and management together, and you have a multi-site contract that delivers consistency, coordination and value across your estate. So agree the management terms too. This is general commentary on multi-site contracts.
Questions
Because one provider across your estate can bring consistency, coordination and value that site-by-site arrangements can't - but only if the terms (coverage, standards, scheduling, records, price) are negotiated well. Contracting one provider to clean the extraction across all your kitchens can gain: consistency (every site cleaned to the same standard the same way, so the estate is uniformly compliant, not patchy); coordination (one programme, one point of contact, coordinated scheduling and consolidated records - a central view of the estate); and value (the volume across the estate earns better pricing than separate deals). But these gains depend on negotiating the terms right - defining complete coverage, setting the standard and records, agreeing site-specific scheduling, and pricing the proper job. A poorly-negotiated multi-site deal can lose the benefits (inconsistent coverage, a cheap rate that skimps). So negotiate a multi-site contract to gain those benefits properly. So for consistency, coordination and value, negotiated well. This is general commentary.
Every site (all your kitchens, listed) and the whole extraction system at each (canopy, filters, ductwork, fan) - the proper whole-system clean everywhere, defined explicitly, not a vague estate-wide deal. The coverage is the foundation. Define exactly what's included: every one of your kitchens (listed, so none is left out), and at each, the whole extraction system - the canopy, filters, ductwork throughout, and fan - the proper whole-system clean, not a partial one. Make this explicit and complete for each site, because a vague estate-wide deal is where coverage can quietly erode (some sites or systems skimped to hit a price). Nailing down complete coverage at every site ensures the consistency benefit is real and prevents the contract becoming a cheap rate for a diminished job. So it should cover every site and every system, defined explicitly. So all sites, the whole system at each. This is general commentary.
No - each site should be cleaned at the frequency matched to its own cooking (a busy site more often than a light one), coordinated across the estate; a blanket frequency would under-clean the busy sites or over-clean the light ones. The right cleaning frequency is set by each kitchen's grease loading, which depends on its cooking - and sites in an estate cook differently (a busy flagship versus a light satellite). So a single blanket estate-wide frequency would be wrong: too infrequent for the busy, heavy-cooking sites (leaving a fire risk) or too frequent for the light ones (wasteful). So the contract should set each site's cleaning frequency by its own cooking (risk-based), coordinated within the estate programme so every site is cleaned when due and none missed. So negotiate site-specific, risk-based scheduling, not a blanket interval. So no - each site at its own risk-based frequency. This is general commentary; frequencies should be risk-based per site.
Your estate-wide volume is real leverage for a better rate - but negotiate the price against the full coverage and standards, so you get a good rate for the proper whole-system clean at every site, not a cheap rate that skimps. A multi-site contract is substantial, ongoing work, which is worth more to a provider than one-off site jobs - so you have genuine leverage to negotiate a good rate for the volume. Use it. But the discipline is to negotiate the price against the full coverage and standards (the whole system at every site, to TR19 Grease, with records) - not in isolation. The trap is a cheap headline rate achieved by quietly reducing the scope or standard (skimping the whole-system clean per site), which loses the point (poorly-cleaned sites, fire risk remaining). So aim for a good rate for the proper job across the estate - volume leverage without losing the coverage. So use the volume for a good rate on the full, proper job. So leverage the volume, keep the coverage. This is general commentary.
Consistent records for each site - reports, before-and-after photographs and certificates to TR19 Grease - plus consolidated estate-wide reporting, so you have complete, uniform evidence and a central view of compliance. Records are a big part of the value of a multi-site contract. Agree that each site gets consistent, proper records: a report, before-and-after photographs (of the hidden parts), and a certificate to TR19 Grease - so every kitchen's clean is evidenced the same way. And agree consolidated reporting across the estate - a central view of all sites' status, records and what's due - so you can see and demonstrate the whole estate's compliance in one place (invaluable for insurers and for managing the estate). This uniform, consolidated evidence is something a multi-site contract can provide that scattered site-by-site arrangements can't. So it should provide consistent per-site records and consolidated estate reporting. So per-site records plus consolidated reporting. This is general commentary.
How you'll get consolidated reporting across sites, a single point of contact, how issues are handled, and how sites are added or removed as your estate changes - so the contract runs smoothly and adapts. Beyond the cleaning terms, agree how the contract is managed across the estate: consolidated reporting (a view of the whole estate's cleaning status and records); a single, responsive point of contact for the whole contract (not chasing site by site); how issues are handled (a problem at one site resolved through the contract); and how change is managed - adding new sites as you open or acquire kitchens, removing sites on closure, and adjusting scheduling as sites' cooking changes. These terms make the contract a well-run, adaptable estate-wide programme rather than just a set of cleans. So agree the reporting, contact, issue-handling and change terms. So reporting, contact, issues and change. This is general commentary.
We clean extraction across multi-site estates to TR19 Grease - every site's whole system, at the frequency its cooking needs, with consolidated records and one point of contact - so you gain estate-wide consistency, coordination and value. Ask us about a multi-site extraction cleaning contract. This is general commentary on multi-site contracts.
