Before you request quotes
Start with an internal review of the current contract. What works, what does not and which complaints has the board received during the past year? A short survey to residents often gives a clearer picture than the board's own perception.
- Map the number of stairwells, lifts and common areas
- Measure square metres and document materials — stone, tile, parquet
- List the frequencies you want — daily, twice a week or weekly
- Note add-ons such as window cleaning, basement, laundry and waste rooms
- Set an approximate monthly and annual budget
Requirements in the request for quotes
Send the same questionnaire to three to five suppliers. Use housing associations for a reference quote so you have a comparison level.
- F-tax certificate and valid registration
- Liability insurance of at least 10 MSEK
- Collective agreement with Almega or equivalent
- Documented cleaning routines and quality control
- Local presence in Gothenburg with response time under 24 hours
- Sustainability — suitable cleaning products and source sorting
- References from at least three similar HOAs
Contract clauses you should not miss
- Clear delivery description per area and frequency
- Quality model with response time on deviations
- Index regulation tied to SCB rather than free price increases
- Notice period of maximum three months
- Confidentiality and GDPR clauses for staff with access
- Substitution protection — the supplier cannot swap teams without notice
Follow-up during the contract term
Set a recurring quarterly meeting between the board's contact and the supplier's team leader. Review monthly reports, deviations and response times. Ask for photo documentation from major efforts.
A serious supplier welcomes oversight. It creates long-term contracts where both parties thrive.