Choosing a cleaning company for a building is a small decision with long consequences. Once a contract is signed, you live with that vendor's standards, staff and communication every week, and switching mid-contract is a hassle. A few direct questions up front tell you more than any sales pitch. These are the ones worth putting to every company you're considering in Calgary.
Insurance, bonding and WCB
- "Can you send a certificate of insurance?" Commercial general liability coverage protects you if the cleaner damages the property or someone is hurt because of their work. Many property managers require a certificate naming the owner or manager as an additional insured before a vendor starts. Check the coverage limit against what your lease or building requires.
- "Is your WCB Alberta account in good standing, and can you send a clearance letter?" In Alberta, if a contractor you hire isn't covered by the Workers' Compensation Board, your business can end up responsible for their unpaid premiums. A WCB clearance letter confirms the contractor's account is current, and it's quick to get.
- "Are your cleaners bonded?" A bond protects you if something goes missing from the premises. It matters most when the crew works after hours with keys.
Who actually does the work
- Employees or subcontractors? Plenty of good companies subcontract, but you should know who is in your building and who is responsible for them.
- Will the same people come each time? A crew that knows the building misses less.
- Who do you call when there's a problem? Get a name and a phone number, not just a general inbox.
- How are keys, fobs and alarm codes handled?Ask who holds them, how they're stored and what happens when someone leaves the company.
How the scope is written
The most useful document in a cleaning contract is the scope: the list of tasks and how often each one happens. Ask to see it before you sign, and watch for:
- Vague lines like "general cleaning" or "clean washrooms" with no detail.
- Missing frequencies. "Vacuum carpets" daily, weekly or monthly is three different prices.
- Supplies: who provides paper, soap and bin liners, and at what cost.
- Periodic work: carpet deep cleaning, floor scrubbing and high dusting. Included, extra, or not offered?
When two quotes are far apart, the scope is almost always the reason. Our guide to what janitorial service costs in Calgary explains the pricing models, with general market ranges.
When something gets missed
- How do you report a missed task, and how quickly is it put right?
- Is the work checked by anyone, and can you see the results?
- How are complaints from your tenants or staff handled?
Contract terms worth reading twice
- Length and notice. How long is the term, and how much notice ends it? Watch for automatic renewals.
- Price changes. Can the price rise during the term, and by how much?
- Scope changes. How are changes priced when you add a floor or drop a day?
- Holidays and closures. Do you pay for visits when the building is closed?
Red flags
- A price well below the others, with no explanation of the scope behind it.
- No certificate of insurance or WCB clearance letter, or reluctance to provide one.
- "We'll sort out the details once we start."
- No references from buildings like yours.
Making the shortlist
Ask for references from similar buildings, and actually call them. Expect each company to ask real questions about your building, or to look at it, before they quote. A company that prices a building without asking anything about it is guessing.
If you're gathering quotes for a Calgary office, retail space or multi-tenant building, we'd be glad to be one of them. Our commercial cleaning overview shows what we do for buildings, and how we scope janitorial work shows the level of detail a scope should have.