Carpet Cleaning Project Planning Guide

What should you consider when planning this type of project?

• Cleaning frequency:
  Determine how often the association wants to clean carpets.

  • Once per year: Schedule after winter—typically in spring or early summer—to remove salt, dirt, and debris tracked in during colder months.

  • Twice or more per year: Consider adding a mid-summer and/or fall cleaning, especially if foot traffic is high.

• Building factors:

  • Are there pets or smokers in the building?
    If so, more frequent cleanings may be appropriate.

  • Is it time to replace the carpet?
    Regular cleaning can extend carpet lifespan, delaying the need for replacement.

What should you look out for?

• Other projects in the same area:
  Carpet cleaning should be scheduled last, after any drywall, painting, or construction work is complete.

• Ventilation and drying:

  • Does the hallway have adequate ventilation?
    If not, plan to provide fans or drying equipment.

  • Consider weather conditions for projects where windows need to be opened to aid drying.

What impacts the scope of work?

• Square footage and features:

  • Total carpeted square footage

  • Number of stairs and landings

  • This info allows vendors to provide quotes without an initial site visit, but most will still want to walk the site for final pricing.

• Water and electrical access:

  • Low-rise buildings: Vendors can often use truck-mounted tanks and run hoses inside—no need for water or electrical access.

  • Mid/high-rises: Vendors will bring portable equipment and require access to electrical outlets and a water source.

    • Be aware: Older buildings may have limited electrical capacity.

• Parking access:

  • Ensure street parking is available near entrances.

  • Truck-mounted systems are ineffective if the vehicle can’t park nearby.

Bidding & Vendor Selection

What should be included in a scope of work or RFP?

• Full site walkthrough to measure and assess conditions

• Specific cleaning expectations: number of floors, stairwells, landings, etc.

• Timeline and scheduling preferences

• Identify special needs or concerns (e.g., chemical sensitivity, pet traffic)

• Any recurring issues or vendor dissatisfaction from past experiences

What vendor capabilities should you look for?

• Experience with multi-unit residential properties

• Range of cleaning methods and options, such as:

  • Hot water extraction

  • Steam cleaning

  • Pretreatments, deodorizers, fabric protectants

  • Green/eco-friendly product availability

• Willingness to accommodate special requests for low-odor or chemical-free solutions

Suggested Vendors:

• Mister Natural

• Personal Touch (reach out to Jessica Cavitt (jessica@westward360.com to initiate RFP)

• Premier Carpet Cleaning

Execution & Resident Communication

How can you prepare for a smooth project?

• Email notice: Notify residents of the scheduled date/time, and request removal of personal items from common areas.

• Use signage: Post signs in hallways one week in advance of the cleaning.

• Provide:

  • Expected drying time

  • Instructions to avoid walking on freshly cleaned carpet

  • Alternative access points (e.g., back entrances or stairs)

Broadcasting tips:

• Use Vantaca’s Broadcast Email feature

• Include contact info in case residents have concerns or need assistance

Troubleshooting & Risk Mitigation

Potential issues & solutions:

• Blown fuses due to equipment overload:

  • Have someone onsite with breaker access (CAM, Cap-X Coordinator, janitor, or KeyTrak access).

• Uncleared common areas:

  • Determine in advance where cleaners can temporarily relocate personal items (e.g., stairwells or designated hallway space).

Resident Instructions

• Stay off freshly cleaned carpet for the vendor’s recommended drying period

• Use alternate entrances/exits when possible

• Remove any mats, shoes, or decorative items from common hallways

• Vendors may place paper runners or plastic sheeting in walk areas during or after cleaning