Sections to include in the request
- Community and building description: floors, corridor type, air system, trash handling.
- Units and areas included, and any specifically excluded.
- History of the odor: what was noticed, when, and what has been tried.
- Suspected sources and the evidence for them, with photographs.
- Work already completed by in-house staff, such as flooring removal or washing.
- Access arrangements: keys, utilities, resident notice and schedule limits.
- What a successful result looks like and how it will be rechecked.
Terms to define in the document
- Source removal
- Taking soaked or contaminated material out of the unit before treatment.
- Dwell time
- The period a treatment needs the space closed and undisturbed.
- Re-entry
- The point at which staff and residents may return, as set by the vendor's written directions.
- Adjacent units
- Neighboring spaces that may need notice or checks because of shared walls or chases.
- Recheck
- A walk-through at a later time to confirm the smell is resolved.
Questions every proposal should answer
- How was the source identified, and does the proposal address it directly?
- What notice must residents of neighboring units receive?
- Are the air handler, ducts and condensate line part of the scope?
- Who disposes of removed material, and where?
- What is the plan if the smell is still present at the recheck?
- What documents will be delivered at the end?
Common questions
Should every vendor receive the same scope?
Yes, when comparing proposals. Differences in what each one includes are then easier to see, and any added items can be asked about directly.
Who should approve changes to the scope?
Many communities route changes through the property manager or maintenance supervisor so that the file and any budget stay consistent.
How detailed should the history section be?
Detailed enough that a stranger could understand what happened. Include dates, what residents described, prior cleaning and any repairs, and attach photographs. A vendor who understands the history can focus on what has not yet been tried.
Is the template suitable for common areas?
Yes. Replace the unit fields with the corridor, trash room or amenity space, and add the hours when the area is least used so that work does not disturb residents more than necessary.
General information for Centennial, not a quote or professional advice. In an emergency, call 911.