Summit Facility Services

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Executive Summary

Summit Facility Services is a commercial cleaning company that cleans offices, medical offices, schools and small buildings, and is ready to grow into larger contracts. We have more demand than our small equipment and crew can handle. This grant will pay for floor care machines, a van, safety training and a marketing push so we can bid on larger buildings and hire and train more crew members.

With this grant we will buy floor care and carpet cleaning equipment and a used cargo van, train our crews, buy uniforms and safety gear and market to larger buildings.

We expect sales of $287,000 in Year 1, growing to $877,720 by Year 5. We expect a profit every year: about $23,800 in Year 1, growing to about $82,900 by Year 5. Today we employ 3 people. We will employ 5 in Year 1, 12 in Year 3 and 18 by Year 5.

We are asking the Summit Ridge Foundation for $35,000 for floor care equipment, a van, crew training and marketing. We are also putting in our own savings and a loan, so the grant is only part of the money in the project.

I am Angela Foster, the owner and operations manager. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Summit Facility Services is a limited liability company (LLC) in Virginia, open since 2020. Summit Facility Services is a for-profit small business with fewer than 20 employees, owned and managed by Angela Foster. We meet the Summit Ridge Foundation's small business size rule and are located inside its service area. We will provide our business registration, insurance and tax records and anything else the foundation asks for.

Our mission. To keep workplaces clean, safe and welcoming with crews our customers can trust, and to give our employees steady, respected jobs.

Where we are today. We clean offices, small medical offices and a school on regular schedules, with a small crew and rented or borrowed floor equipment. Our sales last year were about $240,000, and with the new equipment and crews we expect about $287,000 in Year 1. We have been asked to bid on larger buildings that need floor care and daily cleaning, but we cannot take them on with our current equipment.

What we do:
- Daily and weekly cleaning for offices, medical offices, schools and churches.
- Floor care: stripping, waxing, buffing and burnishing hard floors.
- Carpet cleaning and extraction.
- One-time and special project cleaning, such as move-outs and post-construction cleanup.

How we are run. Angela manages sales, scheduling and quality checks. Crew leaders run each site, and cleaning technicians work in teams. An outside accountant handles our taxes and payroll reports, and we carry general liability insurance and workers' compensation.

Problem & Opportunity

Why this project is needed.

Commercial cleaning contracts usually go to companies that can show they have the right equipment, trained crews and a way to cover payroll before the first invoice is paid. A small company like ours can do excellent work but cannot bid on larger buildings without floor care machines, a vehicle and the cash to hire and train a crew. Starting a new contract also means paying people weeks before the customer pays us.

The gaps we see:
1. Equipment. Floor care machines and extractors are costly, so we rent or borrow them, which limits what we can offer.
2. Trained crews. New employees need training in safety and equipment use before they start on a site.
3. Cash flow. We must pay wages weekly while customers pay in 30 days or more.
4. Visibility. Larger buildings rarely hear about small companies unless we bid and market ourselves.

What we have seen ourselves. Over the last year we have turned down or lost bids for larger buildings and floor care jobs because we could not do the work ourselves.

Who benefits first. Offices, medical offices, schools, churches and property managers that want one reliable company to clean their buildings and care for their floors.

Products & Services

What the grant will pay for and what we will do.

1. Buy floor care and carpet equipment. An auto scrubber and floor burnisher, a carpet extractor and commercial vacuums.
2. Buy a used cargo van. To carry equipment and supplies to job sites.
3. Train our crews. Safety, equipment and chemical handling training for every crew member, plus certifications where they apply.
4. Buy uniforms, safety gear and starter chemicals. So every crew member is safe and looks professional on day one.
5. Market to larger buildings. Bid materials, a simple website and outreach to property managers.

How we will measure results. We will count new contracts, buildings served, customer complaints, crew hours and injuries, and compare them with our goals every month. We will ask each customer for feedback twice a year.

Market Analysis

Who benefits and how.

- Jobs. We employ 3 people today, will employ 5 in Year 1, 12 by Year 3 and 18 by Year 5, with about $177,000 in wages in Year 1.
- Local spending. We buy supplies from local and regional vendors where possible, and our employees spend their wages here.
- Safer, cleaner buildings. Offices, medical offices and schools get dependable cleaning with trained crews.

How many we will reach. In Year 1 we expect about 14 monthly cleaning accounts, or 168 account-months, and 70 floor care and special projects, growing to about 444 account-months and 220 projects by Year 5.

Competitive Landscape

Other choices people have, and how we fit.

- Large national janitorial companies. They have many crews, but small buildings can feel like a low priority.
- Other local cleaning companies. They compete for the same buildings, so reliability and quality matter most.
- Buildings that clean in house. Some prefer it, but many would rather outsource and focus on their work.

What makes us different: Trained, uniformed crews, floor care done by our own team, a manager who checks quality in person and one company for daily cleaning and floor care.

Marketing & Sales Strategy

How we will reach larger buildings.

- Contact property managers, medical offices and schools with a short bid package and references.
- Ask current customers for referrals and thank them with a free service credit.
- Join the local chamber of commerce and attend business events.
- A simple website and a free Google business listing with reviews.

Marketing budget. About $3,600 a year in Year 1, growing about 8% a year.

Operations Plan

How the project will be carried out.

Timeline:
- Months 1 to 2: Order equipment, buy the van, schedule training and prepare bid materials
- Month 3: Train crews on the new equipment and safety; buy uniforms and chemicals
- Months 4 to 6: Start floor care services; bid on larger buildings; add the first new contracts
- Months 7 to 9: Hire and train additional crew members as new contracts begin
- Months 10 to 12: Review results and plan the second crew leader hire for Year 2

Space and suppliers. We work from a small leased office and storage space. Equipment comes from a janitorial equipment dealer that trains our team and services the machines. Chemicals and supplies come from a local janitorial supplier.

Equipment. About $25,000 in all: Auto scrubber and floor burnisher ($14,500); Carpet extractor and commercial vacuums ($6,500); Used cargo van ($4,000). After that we set aside about $2,500 to $3,000 a year to repair and replace equipment as we grow.

Permits and safety. A business license, general liability insurance and workers' compensation. We follow chemical safety rules and training requirements for our state and will confirm any building-specific requirements before each contract.

Records and reporting. We will keep records of purchases, training and crew hours. Grant money is tracked separately, and we will send the funder a report at the end of the grant year.

Management & Organization

Who leads the business.

Angela Foster, Owner and Operations Manager. Angela runs sales, scheduling and quality checks and manages the money. Planned salary: $46,000 a year.

Our team. Crew leaders (1 in Year 1, growing to 5 by Year 5) at about $38,000 a year each, cleaning technicians (3 in Year 1, growing to 11) at about $31,000 each, and a part-time office coordinator ($20,000) starting in Year 2.

Advisors and help. A free mentor from SCORE or the Small Business Development Center (SBDC), an outside accountant and our insurance agent.

Money management. Grant money is kept separate and tracked for the funder. Our accountant reviews our records every quarter.

Milestones Narrative

Our goals and how we will measure them.
- Year 1: Buy equipment, train crews and start floor care services, about 168 account-months of cleaning contracts and 70 floor care and special projects, $287,000 in sales and a profit of about $23,800; 5 people employed.
- Year 2: Add contracts and a second crew leader, about 240 account-months of cleaning contracts and 110 floor care and special projects, $429,200 in sales and a profit of about $23,100; 9 people employed.
- Year 3: Add a third crew and an office coordinator, about 312 account-months of cleaning contracts and 150 floor care and special projects, $579,480 in sales and a profit of about $43,700; 12 people employed.
- Year 4: Add a fourth crew and larger buildings, about 384 account-months of cleaning contracts and 190 floor care and special projects, $737,840 in sales and a profit of about $69,600; 15 people employed.
- Year 5: Serve more buildings with five trained crews, about 444 account-months of cleaning contracts and 220 floor care and special projects, $877,720 in sales and a profit of about $82,900; 18 people employed.

How we will check our results. Contracts, crew hours, complaints, injuries and customer feedback are recorded every month. Each quarter we compare them with our goals and review them with our accountant.

Funding Request

What we are asking for, and how the money will be used. Our request: $35,000 from the Summit Ridge Foundation for floor care equipment, a van, crew training and marketing, for January through December 2027.

The request is spread across these budget lines:
- Equipment: Auto scrubber and floor burnisher, $14,500.
- Equipment: Carpet extractor and commercial vacuums, $6,500.
- Equipment: Used cargo van, $4,000.
- Other: Crew training and safety certifications, $3,500.
- Supplies: Uniforms, safety gear and starter chemicals, $3,000.
- Other: Marketing and bid materials, $3,500.

Other money in the project. The grant covers these one-time startup costs. Our own savings ($12,000) and a $40,000 loan pay for payroll while new contracts start paying, and for insurance, bonding and supplies as the crews grow.

What the numbers show. Sales of $287,000 in Year 1 growing to $877,720 by Year 5, with a profit every year: about $23,800 in Year 1, growing to about $82,900 by Year 5. With this funding and our own money, the business has money in the bank at the end of every year, and the lowest year-end balance is about $60,100.

The loan. We plan a $40,000 small business loan at 10% over 5 years, with payments of about $850 a month (about $10,199 a year). These payments are already included in our cash flow. We chose 10% as a cautious planning rate. Ask the lender for the real rate, which may be lower or higher.

After the grant. The equipment and training are bought once. From Year 1 on, contract income pays for wages, supplies, vehicles and insurance, and we expect a profit every year.

Risks and how we will handle them:
- Losing a large contract. We will spread work across many customers so no one contract is too large a share of our income.
- Crew turnover. We will train well, pay fairly and promote crew leaders from within.
- Customers paying late. We will bill promptly, keep a cash cushion and check new customers before starting work.

If we are just starting. A new cleaning company can begin with a few small accounts, rented equipment and one crew, and grow into larger buildings as references build up. Written contracts and happy customers make a grant request stronger.

Appendix Notes

Documents to attach with this proposal:

- Your business registration, insurance and tax records.
- Quotes for the equipment and the van.
- Last year's sales records and your most recent financial statements.
- References or letters from current customers.
- Your training plan and safety program.
- Your resume.
If you don't have any of this yet, no worries - let's continue.

The assumptions behind our numbers (change them in the Financials section to match your own):
- Monthly Cleaning Contracts (account-months): about $1,450.00 per unit in Year 1, rising to $1,630.00; direct cost about $200.00 per unit, rising to $225.00; about 168 account-months of cleaning contracts in Year 1, growing to 444.
- Floor Care and Special Projects: about $620.00 per unit in Year 1, rising to $700.00; direct cost about $130.00 per unit, rising to $146.00; about 70 floor care and special projects in Year 1, growing to 220.
- Pay (a full year, per person): Owner / Operations Manager $46,000, Crew Leader $38,000, Cleaning Technician $31,000, Office Coordinator (part-time) $20,000.
- Other yearly costs in Year 1: Insurance and Bonding $9,600, Vehicles, Fuel and Maintenance $10,800, Office, Phone and Software $4,200, Marketing and Bids $3,600. These grow between 4% and 8% a year.
- Customers pay about 33 days after we bill them. Income tax at 21%.
- Every dollar amount is an estimate. Replace them with your own quotes and real budget.

Startup Costs