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:

  1. The Property Manager
  2. The Contractor
  3. All the building residents
  4. 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

Lunch & Learns – Great Sandwiches! Gutter Cleaning – Timing,  The Myth -Unlimited Spot Cleaning Floor Care Cold Weather Service – Budgeting – 10K

This Month’s News 

Lunch & Learns – Great Sandwiches!
Gutter Cleaning – Timing,  The Myth 
Unlimited Spot Cleaning Floor Care
Cold Weather Service – Budgeting – 10K

It’s November 

In the Strata Cleaning economy, there is no doubt that November is the starting point for the winter season. In this edition of Strata Cleaning News, we touch on the fable of “Let’s clean the gutters when all the leaves have fallen” and why there is a better attack plan. We also cover our popular floor care unlimited spot cleaning program and provide some insights into budgeting for this year’s de-icing and snow removal services.

The Property Manager is expected to be an expert on everything and that contains cleaning services. We can help – cleaning services represent a large budget item and a major touch point.

We have an exciting Lunch & Learn Program we offer to property managers – with a meal included. We can’t pass 30 years of accumulated learnings in an hour, but we can share ways to make your workday easier. Did I mention a free lunch with a gourmet sandwich shop in your office? If your company is interested, please get in touch with me and we can set up a date.

Enjoy your week, and if we can help in any way never hesitate to reach out.

David

READ MORE

Strata Cleaning News August

This Month’s News…

Water Restrictions – Stage 2 – Commercial Cleaning Services = NO Impact
COR Certification – How Does It Help Our Customers ?
Virtual Supervision – Janitorial Mgmt. – How Does It Work?

Summer Discount Schedule 

    • 15 % Exterior Services – Building Washing – Roof Treatment – Soft Washing – Window Cleaning
    • 25 % Janitorial Mgmt. – Caretaker Services – First Month

Amazing Property Managers It’s August…

Stage 2 – Water Restrictions are here, we went through this eight years ago and already have a plan. The good news is that you can carry on with exterior cleaning services – see the short blurb below for more specifics.

Also, with inflation cooling and the quieter summer months, we can pass along some significant discounts this month. So Help us Help you.

If you have made it this far keep scrolling for this Month’s news.

Virtual Supervision – Janitorial Management – How Does It Work ? 

Simple it’s all about the technology platform and execution from the Field Team. Pics are taken in Real Time into a feed specifically for each site. So if we cleaned a lobby at 10:02 and someone destroys it at 10:30 it’s pretty clear. By logging photos we help your account team and our customers better understand the reality and constantly improve.

Here are some real life examples from the Sea to Sky Team.

COR Certification – So How Does It Help Our Customers ?  It Protects You

The Certificate of Recognition for Safety program (COR) is a voluntary
WorkSafe BC designation for companies that strive for a higher level of occupational health and safety. COR Certification requires in-depth annual and third-party audits of our equipment, field operations, safety systems and work processes.

SO how does this help you, it saves you time vetting contractors,  if there is an occurrence the site will be protected having done their due diligence.

Water Restrictions – Stage 2 – Commercial Cleaning Services NO Impact

As Metro Vancouver transitions to stage 2 water restrictions on August 4th, water conservation becomes an important consideration. Under these restrictions, outdoor surface washing and power washing are prohibited, except for cleaning conducted by Commercial Cleaning Companies like Servus Specialty Cleaning.

Servus Group is committed to environmental responsibility, and we are taking proactive measures to reduce water usage while still delivering exceptional cleaning services. To conserve water, we have instructed all crews to not leave any unused or unattended hoses running. By implementing shut-off valves, our crews ensure that water is used efficiently and responsibly during our cleaning operations

Strata Cleaning News – February 2023

This Month’s News…

It’s Quoting Season
Recurring Schedule aka Building Maintenance Programs
The Role Of Supervision in Janitorial Management
All The Ways We Can Help

 

Quoting Season

This time of year Property Managers come out of winter dormancy and start asking for quotes. Our volume Skyrockets………….

Stratas are seeking a Service not a product when engaging a Cleaning Contractor. Services are not monochrome, they are delivered by the Front Line and by and large can’t be returned. Service Demand Failure can be turned down when selecting contractors to quote. Top Causes of Pain with Cleaning Trades

    1. Alignment on Scope of Work,
    2. Spotty Track Record
    3. Unproven Health and Safety Program
    4. Lack of Strata Experience

#easyquote #abilitytoperform #scopeofwork

READ MORE

Strata Cleaning News – Sept

 

This Month’s News…

It’s Roof Cleaning Month
Gutter Cleaning Programs “Most Popular”
Snow Removal and De-Icing  – Select a Contractor
IREM Golf Tourney

 

It’s September! Which means for residential buildings it is a transition and planning month.  It’s also a great time to soft wash roofs, build a plan for your gutter cleaning and select the right contractor for your Cold Weather Service.

Hey Amazing Strata Manager how do the roofs of your sites look?  Roof cleaning by far provides the most immediate and long-term value.  Click Here for more informationREAD MORE

The roof over your head

Your roof is arguably your home’s most important feature. Without a roof, you wouldn’t have a home at all, just a yard with walls and a floor. Your home’s roof keeps the rain and snow out. In the winter it keeps the heat in and in the summer it provides shade. It also protects your walls, floor, foundation, and whatever valuables you keep inside. Your home’s roof is so important, that people often refer to their home simply as “the roof over their head.”

The roof over your head protects your most valuable assets from the elements, so it only makes sense to protect your roof. Depending on the type of roof system you have, it could last forty years with proper care. Without proper care, it could fail in as little as fifteen. Leaves, pine needles, moss and other organic accumulations on your roof can trap moisture allowing mould and fungus to grow, leading to rot and leaks. Excessive debris can also divert water, causing it to run where it’s not supposed to, such as under flashing and shingles. A clean roof is less likely to develop leaks which means it will last longer.

 

Roof debris harms more than just your roof.

Next to your home’s roof its next most important feature is its foundation. Roof debris can cause serious issues here as well. Most residential buildings are equipped with gutter systems designed to collect rainwater from the roof and direct it away from the building’s foundation through the perimeter drain system. If you fail to remove roof debris promptly the rain will inevitably wash this material into your gutter system. From here, it can quickly find its way into downspouts and clog them, causing your gutters to overflow, preventing them from doing their job.

Clogged gutters lead to rainwater overflowing and splashing on the walls of your building, potentially causing the very structure that supports the roof over your head to rot. Worse yet, this water ends up on the ground, challenging your building’s perimeter drainage. If the gutters aren’t cleaned right away, this debris will begin to decompose and turn into sludge. This sludge will eventually work its way into the downspouts and then into the building’s drain tile, clogging it. Once your perimeter drains are clogged, water can begin to attack your building’s footings. This will destroy the very foundation on which your home is built.

 

Looks aren’t everything but they are important.

Of course, there are also obvious aesthetic reasons to clean your roof. A dirty roof is unattractive and reduces your building’s curb appeal, making your home look older and more run down. Ultimately, nobody wants a dirty roof, so why not clean it?

 

Why not just clean your roof?

Many people are reluctant to clean their roofs for a couple of good reasons. First, roofs are often difficult to access. They are high up, often steeply slopped and sometimes slippery. Roofs frequently require special equipment to safely access and work on, putting them out of reach of many homeowners and maintenance personnel. Secondly, since the roof system is so important, owners are afraid to damage it, especially if it is not already leaking. One of the primary concerns when cleaning a roof is damage to the roof. When done improperly, roof cleaning can cause more issues than it solves. The idea is, if it’s not broken, don’t fix it. Of course, most people wouldn’t apply this same logic to other important maintenance tasks like changing the oil in their car.

The key is to do maintenance tasks properly. Fortunately, Servus Group can help with this. We specialize in solving difficult access problems for a variety of exterior maintenance services, including roof cleaning. Using a combination of ladders, elevating work platforms, fall protection and industrial rope access techniques, we can reach almost any part of any building’s roof safely and efficiently. We have decades of experience cleaning different debris off of different types of roofs. We know what techniques are safe to use and under what circumstances. From hand-picking debris and gentle blowing with a leaf blower to soft-wash solution, we can determine to safest and most effective methods to clean your building’s most important feature.

 

 

Roof Cleaning – Selecting A Contractor – Top Items – #Soft Washing

Roof Cleaning, when done correctly, provides immediate benefits to residential buildings, including remarkably improving the building’s appearance and making the roof last longer.

You should carefully consider what cleaning methods you use when cleaning your roof because failure to clean it properly will result in damage.

Here are the Top Items to consider when selecting a roof cleaning contractor:

READ MORE

Soft Washing Chemistry

Soft washing is a cleaning method that uses a liquid cleaning solution to remove dirt, algae and other organic material from a building’s facade. The liquid cleaning solution is sprayed on the building using low-pressure pumps and then left to react. After several minutes the solution breaks up any contaminants on the building and is later washed off using water and mechanical agitation (aka brushes). The entire process uses low-pressure and thus avoids many of the problems associated with pressure washing.

READ MORE

Breaking the 300′ Barrier

 

Cleaning tall high-rise buildings has always been challenging, but once a building exceeds 300’ (approximately 30 stories) the situation becomes even more difficult, especially where no engineered swing stage has been permanently installed on the building. At these heights, the requirements for traditional access methods, such as bosun’s chair and swing stage, require specific engineering, as set out in WorkSafeBC regulations. Under these circumstances, an industrial rope access system might be more appropriate.READ MORE