Ask each vendor
- What is believed to be the source, and how was that decided?
- What will be removed, and what will be treated in place?
- What notice do neighboring residents need?
- What is the plan if the smell is still present afterward?
- Which parts of the work are subcontracted?
- What written records will be provided at the end?
Comparison grid
- Item
- Source identified
- Vendor A
- Vendor B
- Vendor C
- Item
- Source removal included
- Vendor A
- Vendor B
- Vendor C
- Item
- Treatment method described
- Vendor A
- Vendor B
- Vendor C
- Item
- Air system covered
- Vendor A
- Vendor B
- Vendor C
- Item
- Schedule and access
- Vendor A
- Vendor B
- Vendor C
- Item
- Recheck and follow-up
- Vendor A
- Vendor B
- Vendor C
- Item
- Documents delivered
- Vendor A
- Vendor B
- Vendor C
Reading the answers
Signs of a clear proposal
- Names the suspected source and the evidence.
- Separates removal from treatment.
- States what is excluded.
- Describes follow-up in plain terms.
Signs to clarify
- Vague phrases such as full odor elimination.
- No mention of the source.
- No stated recheck plan.
- Scope that differs sharply from the others without explanation.
Before deciding
- Confirm every proposal was written against the same scope.
- Ask about any item that appears in only one proposal.
- Check that the schedule fits the turn plan.
- Record the decision and reasons in the unit file.
- Note the questions that mattered most for this particular job: a smell that returned after carpet cleaning calls for attention to hidden sources, while a smoke job calls for attention to wall preparation.
- Ask the manager or supervisor who will be on site during the work to read the proposals too, since they will notice practical gaps in access and schedule.
- Keep the completed worksheet with the final scope so a later reader can see why one vendor was chosen over another.
Common questions
Is the lowest bid the best choice?
Not automatically. A lower figure may leave out source removal or recheck, so compare what is included before comparing totals.
How many proposals are enough?
Two or three comparable proposals usually give a useful picture without slowing the turn.
Should the worksheet be shared with vendors?
The questions can be shared in advance so every vendor answers the same things. The comparison grid itself is usually kept internal, since it contains the manager notes and any judgments about the proposals.
What if only one vendor answers every question?
That is useful information. Ask the others to clarify the missing points in writing, and compare again once the answers arrive, rather than assuming that silence means the item is included.
Where should the completed worksheet be kept?
In the unit file or the property project folder, next to the scope and the final decision. Later, anyone reviewing the case can see why a vendor was chosen and what was expected.
Can the worksheet be used for common areas?
Yes. Replace unit-specific fields with the shared space, and add rows for resident notice, schedule around amenities and any ventilation work, which matter more in corridors and trash rooms.
General information for Centennial, not a quote or professional advice. In an emergency, call 911.