Best Practices for Requesting Quotes on Specialty Cleaning Services
Did you know many cleaning projects hit snags right from the quoting stage—before work starts? Surprising, right? When you think about it, why are property managers requesting routine cleaning quotes every year?
We’ve learned a thing or two after 35 years of working with property managers. From what we’ve seen, top-performing property managers tend to do these things well…
- Define the Scope of Work
- Set Annual Maintenance Items to Recur
- Requesting Quotes from Contractors Experienced in Residential Buildings
- Ensure a Health and Safety Program in place
- Gut Check – Does the price make sense?
- Build Relationships
Let’s take a closer look at each area………..
Scope of Work – Specialty Cleaning
Sounds simple, right? When you take on a renovation project, you bring in an engineer and a general contractor to manage it. But when it comes to cleaning, it’s often just, “Please clean our windows, carpets, dryer vents, and building exterior.” Property managers rely on their contractors for expertise and cleaning specifications, which can work well, but it may backfire.
So, what do high-performing managers do differently? They have a solid general understanding and partner with established contractors who have a proven track record. Without a clear scope of work, you’ll get a wide range of prices and solutions, which can lead to unexpected headaches.
Set Annual Maintenance Items to Recur – Remove the quoting process
Once a residential building finds a reliable specialty cleaning contractor, doesn’t it just make sense to set up a regular service schedule? For example, if you’re happy with the company handling your window cleaning and their pricing stays fair, why not lock them in annually and skip the hassle of quoting every time? Plus, they get to know your building, which means better, more efficient service—way better than bringing in someone new every year.
Experience Working with Residential Buildings
There aren’t many situations where a contractor submits a quote, gets approval, and instantly has 400 customers. This setup is unique because it involves four key players:
- The Property Manager
- The Contractor
- All the building residents
- Site contacts, building managers, etc.
It takes experience to navigate communication and perform for everyone involved.
Health and Safety Program
Most residential buildings and property managers don’t always consider safety when choosing contractors. However, according to WorkSafe BC, everyone involved has a responsibility. Having a WorkSafe account number doesn’t automatically make a contractor safe or meet due diligence. So, take it a step further—look for proof of a safety plan and ask for a copy of their Health & Safety Program.
Gut Check
Does the company seem legitimate? Does the price make sense? If one contractor’s quote is half the price of the other three, that’s a red flag.
Build Relationships
Everyone wants to “know a guy.” When it comes to contractors, it’s worth building relationships with ones you can count on. If something comes up on-site or you need to work within a budget, a contractor who values the partnership will find a way to make it work
