How to use this checklist and the vendor scorecard
This article gives facility managers and property owners seven specific questions to use when evaluating bids for commercial attic cleanup. Use the numbered items below during initial calls, put required deliverables into your request for proposal, and score each vendor quickly with the vendor scorecard that follows.
Three procurement rules to follow in Ontario: insist on written proof for insurance and worker coverage, require objective inspection deliverables before work begins, and demand a named Mold Remediation Warranty Certificate or final clearance document after work completes. For examples of practical pre-hire checklists for commercial cleaners, see guidance on questions to ask a commercial cleaning company in Ontario at Zusashi Maintenance and the broader pre-hire list from Yellow Bird Cleaning.
Vendor scorecard (copy this into procurement reviews)
Score each category 0 to 2 (0 = missing, 1 = partial, 2 = complete). Higher totals indicate lower vendor risk.
| Vendor | Insurance | Containment | Testing | Warranty | Restoration | Turnaround | Total |
|---|---|---|---|---|---|---|---|
| Example vendor | 2 | 1 | 2 | 2 | 1 | 2 | 10 |
1. Can the contractor produce current insurance certificates, workers compensation proof, and licences
Before you schedule any work, require a Certificate of Insurance showing general liability limits and indemnities, and proof of provincial workers compensation coverage. For Ontario projects ask for WSIB documentation or equivalent. The contractor should be willing to provide policy numbers and a certificate you can verify with the insurer. Industry checklists recommend confirming both liability coverage and worker coverage because missing or insufficient insurance transfers risk to the property owner and can delay claims after damage or injury. See attic-cleaner pre-hire guidance at questions to ask attic cleaner for a practical list of insurance items to request.
Ask these follow-ups: whose policy is primary if subcontractors are used, what are the aggregate and per-occurrence limits, and can they provide a current COI before mobilisation. If the vendor refuses or cannot produce a COI, treat that as a conditional disqualifier. For procurement questions that matter in Ontario, the commercial cleaning resource at Zusashi Maintenance highlights compliance, liability, and accountability as core decision items.
2. Does the proposal specify containment methods, HEPA filtration, and hazardous waste handling
Effective attic remediation prevents cross contamination of occupied spaces. Require vendors to describe containment barriers, negative pressure controls, and the use of HEPA air scrubbers or HEPA vacuums. If the contractor claims use of HEPA filtration, ask them to list the model or capacity and to describe where the equipment will be staged. Asmmoldremoval documents HEPA filtration and containment as standard remediation controls, and having these items explicitly written into the scope helps enforce on-site performance.
Also confirm how contaminated materials such as insulation, debris, and collected dust will be bagged, transported, and disposed of. A clear chain of custody for hazardous waste and a disposal location or manifest reduces risk and ensures you can document that contaminated material left the property responsibly. Safety and products used are standard pre-hire questions you should not skip, as set out in commercial cleaning procurement lists such as the Yellow Bird resource linked above.
3. Will the company provide inspection deliverables and objective test results before and after work
Value vendors that deliver tangible inspection reports: labelled photos, moisture readings, thermal images if used, and pre/post air or surface testing results. Ask to see a sample inspection report during the bid stage so you know what to expect as deliverables. Objective test data helps you validate scope and prevents scope creep later.
Key deliverables to request in writing are a photographed site map showing areas of concern, moisture meter logs with timestamped readings, any thermal-imaging snapshots used to locate hidden wetness, and laboratory reports for any air samples or surface swabs. Attic-cleaning industry resources recommend these outputs as standard inspection deliverables for attic work, see the attic-cleaner checklist at questions to ask attic cleaner. If a vendor resists providing sample deliverables or a commitment to post-remediation testing, consider that a warning sign.
4. What is the planned timeline, tenant disruption plan, and site access protocol
Commercial projects must balance remediation with ongoing operations. Require a written timeline that shows start and finish dates, daily work hours, contingency time for unforeseen water damage, and a tenant notification plan. The vendor should describe staging areas, routes for moving materials to and from the attic, and where equipment will be stored so tenants are not impeded.
Also confirm emergency response steps if new active mold or structural issues are discovered, and who will stop work and notify you. Commercial cleaning procurement guides stress reliability and contingencies as decision drivers; include these items in your evaluation to avoid mid-project surprises that disrupt tenants or critical business functions. See the HiLo guidance for a sample of questions to establish operational expectations at HiLo.
5. How should you standardise bids so proposals are comparable and hidden costs are visible
Ask each bidder to itemize the same line items: initial inspection, containment setup, insulation removal, HEPA filtration rental, air and surface testing, waste disposal, and restoration work. Require bidders to state exclusions explicitly, such as structural repairs, replacement insulation costs, or asbestos testing. This produces apples-to-apples comparisons and reveals common hidden cost drivers like additional framing repair or unforeseen water damage.
Weight your decision criteria before reviewing bids. Typical weighting might be safety and compliance 30 percent, testing and documentation 25 percent, restoration capability 20 percent, price 15 percent, and turnaround 10 percent. Use the scorecard above to record results and to justify vendor selection to stakeholders. For a procurement checklist aimed at commercial cleaners, refer to Yellow Bird Cleaning.
6. Is a written Mold Remediation Warranty Certificate or final clearance provided and what does it include
Require a named Mold Remediation Warranty Certificate or equivalent final clearance document that states the scope completed, the date of clearance testing, and the testing method used. Asmmoldremoval provides a Mold Remediation Warranty Certificate after completion and inspection, and you should ask other vendors whether they provide a similar certificate and what it covers and excludes.
Minimum fields you should expect on a certificate are contractor name and contact, property address, a brief scope of work performed, dates of work, testing methods and results used for clearance, warranty period, and conditions that void the warranty, for example new unaddressed leaks. Request a sample certificate during prequalification and include the requirement as a condition of payment or project closeout.
7. Who will perform repairs and restoration, and what subcontracting and liability arrangements will be used
Clarify whether the remediation vendor performs restoration in-house or will subcontract rebuild work. If subcontractors are used, request a subcontractor list, copies of their insurance, and their workmanship warranty. Multiple contractors increase coordination risk and can create gaps in accountability for defects or additional damage.
Ask how the vendor handles warranty claims that involve subcontracted work and confirm who will be the single point of contact for punchlist items. Commercial procurement guidance emphasises that clarity on subcontracting, staffing, and backup coverage prevents disputes. If a vendor refuses to name subs or provide their COIs, treat that as a procurement risk.
Documents to request before you award the contract
- Current Certificate of Insurance showing general liability and limits
- Workers compensation proof (WSIB or provincial equivalent)
- Sample inspection report with photos, moisture logs, and any thermal images
- Sample pre and post testing reports and laboratory results
- Sample Mold Remediation Warranty Certificate or final clearance form
- List of subcontractors with insurance certificates, if applicable
- Detailed, line-item proposal with stated exclusions and payment milestones
Short checklist you can paste into an RFP
- Provide COI and workers compensation proof before mobilisation
- Deliver a written inspection report and pre-remediation test results
- Describe containment, HEPA filtration equipment, and disposal method
- Include restoration scope or named subcontractors with warranties
- Include a named Mold Remediation Warranty Certificate as final deliverable
- State start and end dates, daily work hours, and tenant notification plan
- Quote all line items and disclose common exclusions
Frequently asked questions
What documents should I insist on before allowing work to start
Insist on a current Certificate of Insurance, workers compensation proof, a detailed written proposal with exclusions, and a sample inspection report showing the pre-work condition. Industry checklists recommend these items because they establish liability, scope, and baseline conditions to measure work against. See the attic-cleaner hiring checklist at questions to ask attic cleaner and commercial pre-hire resources such as Zusashi Maintenance for the same recommendations.
How long after remediation should I expect clearance testing and paperwork
Clearance testing and the final report are usually delivered immediately after remediation and after a brief settling period for HVAC systems if used. Require the vendor to specify the exact timing in their proposal. Ask for lab turnaround times for air or surface samples so your acceptance process can be scheduled around them.
Can a remediation warranty replace an insurance claim or landlord obligations
No. A contractor warranty documents workmanship and may cover recurrence under specified conditions, but it does not replace an insurance claim or relieve a landlord of legal obligations. Treat the warranty as an additional assurance and verify its terms and exclusions carefully.
What are reasonable turnaround times for occupied commercial attic cleanup in Ontario
Turnaround depends on scope. For small isolated attic remediation the work can be completed in one to a few business days. Larger projects that include structural repairs and restoration can take longer. Ask for a firm schedule and contingency allowances in the proposal and use the vendor scorecard to compare promised turnaround times.
How do I verify a contractor actually used HEPA filtration and containment as promised
Require photos of the containment setup and equipment during work, logged equipment serial numbers if available, and a statement in the final report that lists rented or installed equipment. Request that the vendor include a short video or time-stamped photographs showing HEPA units and negative pressure gauges during remediation if verification is critical. A sample inspection report with these items makes post-project verification straightforward.
Key references used in this checklist include a practical attic-cleaner pre-hire list at questions to ask attic cleaner, commercial cleaning procurement guidance from Zusashi Maintenance in Ontario, and Yellow Bird Cleaning's pre-hire checklist at Yellow Bird Cleaning. For examples of remediation methods and warranty documentation typically provided by service firms, review ASM Mold Removal's description of inspection, HEPA containment, and warranty offerings at Asmmoldremoval.
If you would like help turning this checklist into an RFP template or want a vendor prequalification form, Asmmoldremoval can provide a sample inspection report and a Mold Remediation Warranty Certificate template for review. Contact Asmmoldremoval.
