Most HOA and condo boards don’t hire a cleaning company often. It comes up when a contract is ending, when residents have been complaining, or when the current vendor stops returning calls. Then the board has a few bids on the table, a meeting coming up, and not much to go on besides the price on each one.
This guide is for board members in Palm Beach County who want to make that decision with more than a monthly number. Below are the questions worth asking every company that bids, how to line the bids up fairly, and the warning signs that usually show up before the problems do.
10 Questions to Ask Every Company That Bids
- How will you price our property? A good company asks detailed questions about your common areas: which areas, how much traffic, and how often. A price with no questions asked is a guess.
- Can we see the scope in writing, area by area? The proposal should list every area included (lobbies, hallways, restrooms, clubhouse, fitness room, pool area) and how often each one is cleaned.
- Will the same crew be assigned to our community? Ask who will actually be on site and what happens when that person is out.
- What days and times will you be here? Residents should know when to expect the crew, and the board should be able to check it.
- Who do we contact when something is missed, and how fast do you respond? Get a name and a number, not a general inbox.
- Can you provide a certificate of insurance naming the association? Any company working in your common areas should be able to send a COI before the first visit.
- Who supplies paper products, soap, and trash liners? This one line can change the real monthly cost more than anything else in the bid.
- What is included, and what costs extra? Pressure washing, window cleaning, carpet extraction, and post-event cleanups are often priced separately. Know before you sign.
- What are the contract terms? Ask about length, auto-renewal, notice to cancel, and when rates can change. Many companies offer flexible contract options for new accounts.
- Can we talk to another community you clean? A reference from an HOA or condo association is worth more than one from an office or a private home.
How to Compare Bids Side by Side
Three bids with three different monthly prices are rarely three bids for the same work. Before the board compares numbers, put each proposal into the same format:
- Areas covered, listed the same way for every bid
- Visits per week or month for each area
- Supplies and consumables: included or billed separately
- Extra services and how they’re priced
- Contract length and cancellation terms
Once the bids are lined up this way, the low number often turns out to cover fewer areas, fewer visits, or no supplies. The board should be comparing the cost of the same scope, not the cost of whatever each company decided to include.
Red Flags to Watch For
- A price without questions. If they don’t know your areas, traffic, and schedule, they haven’t priced your property.
- A vague scope. “Common area cleaning, weekly” leaves every disagreement up for debate later.
- Slow replies during the bid. If it takes a week to get answers while they’re trying to win the account, expect longer once they have it.
- No certificate of insurance. Or a promise to “send it later” that never arrives.
- Pressure to sign quickly. A good vendor understands that boards vote on a schedule.
Making the Switch Without a Gap in Service
If the board is replacing a current vendor, check the notice period in the existing contract first, then set a start date with the new company that lines up with the last day of the old one. A good company will make sure the crew knows the scope and any problem areas before the first visit. Let residents know the change is coming, and give the new company a few weeks to settle into the routine before judging it.
For more on what good HOA cleaning looks like once the vendor is in place, read our board member’s guide to HOA cleaning.
Frequently Asked Questions
How many bids should an HOA board get for cleaning?
Three bids is common and gives the board enough to compare. More important than the number is making sure each bid covers the same scope.
Should the board or the management company hire the cleaning company?
That depends on the association’s documents and management agreement. In many communities the manager collects bids and the board votes to approve the contract.
Do we need a written contract for HOA cleaning?
Yes. A written contract with a defined scope, schedule, and cancellation terms protects the association and makes it clear what the cleaning company is responsible for.
How long does it take to switch HOA cleaning companies?
Most of the time is the notice period in your current contract. Once that is set, the new company should confirm the scope and be ready to start on the date the old contract ends.
HOA and Condo Cleaning in Palm Beach County
WS Cleaning Services LLC cleans common areas for HOA communities and condominium associations across Palm Beach County, from Jupiter to Boca Raton. Every account starts with a clear quote and a written scope, and we can provide a certificate of insurance for your association. If your board is collecting bids, request a free quote or call or text us and we’ll reply within 24 hours.