Strata Window Cleaning Contracts: What Councils Should Specify

To ensure clarity, compliance, and effective service delivery for their residents, strata councils drafting window cleaning contracts should specify the scope of work, cleaning frequency, access methods, resident notification procedures, deficiency remedy processes, and comprehensive insurance requirements. A clear contract reduces disputes and ensures professional maintenance of the building's exterior.

Defining the Scope of Work

The scope of work is foundational to any strata window cleaning contract. It details precisely which windows will be cleaned, to what standard, and using what methods. A common oversight is assuming all windows will be cleaned, or that both sides of the window are included.

For high-rise residential buildings, clearly state whether the contract includes exterior windows only, or if interior common area windows, lobby glass, or amenity space windows are also part of the service. Specify if screens are to be removed and cleaned, and if window frames and sills are to be wiped down. For ground-level units or lower floors, confirm if internal window cleaning is requested and if so, how access will be managed.

Specify the desired standard of cleanliness: "streak-free" is a common expectation. Define what constitutes a "clean" window to avoid ambiguity later. For example, "all glass surfaces free of visible streaks, water spots, and debris."

Determining Cleaning Frequency and Scheduling

The frequency of window cleaning directly impacts the appearance and longevity of building components. Most strata properties in Metro Vancouver benefit from at least annual exterior window cleaning, with some requiring more frequent service depending on location, exposure, and resident expectations. Buildings in high-traffic areas or near construction sites may opt for semi-annual or quarterly cleaning.

Consider the following frequencies for common strata building types:

The contract should also detail scheduling protocols. Will the strata council receive notification before scheduling? How much lead time is required? Is there a preferred season for cleaning (e.g., spring after winter grime, or late summer)? Clearly state if the contractor needs to work around specific resident schedules or common area bookings.

Specifying Access Methods

The safe and efficient cleaning of windows on multi-storey buildings relies heavily on appropriate access methods. Strata councils should understand the different options and ensure the chosen contractor is proficient and compliant with safety standards for these methods.

Common access methods include:

• Rope Access (IRATA/SPRAT): Ideal for high-rise buildings where other methods are impractical or too costly. Technicians descend ropes from the roof.
• Swing Stage: A suspended platform that can move horizontally and vertically, suitable for buildings with designed rigging points.
• Building Maintenance Units (BMUs): Permanently installed systems on building rooftops, common on newer, taller structures.
• Boom Lift: Mobile elevated work platforms used for lower to mid-rise buildings, requiring ground-level access and stable terrain.
• Water-Fed Pole: Extensible poles using purified water, primarily for windows up to 4-5 storeys from ground level.

The contract should specify which access methods are anticipated for different sections of the building. For instance, "Rope access for all exterior windows above the 5th floor, and water-fed pole for windows on floors 1-4." Confirming the contractor's expertise and certifications (e.g., IRATA/SPRAT for rope access) is critical. You can learn more about our access methods here.

Resident Notification and Privacy

In a strata setting, resident notification is paramount. The contract must outline the process for informing residents about upcoming window cleaning, including the required notice period and the method of communication. Typical notice periods range from 48 hours to one week.

Details to include in the notification procedure:

• Minimum notice period: e.g., "minimum 72 hours' notice before service commencement."
• Communication method: e.g., "email notification to strata manager, who will then distribute to residents; or, posting notices in common areas."
• Information to include: specific dates, approximate times, what residents need to do (e.g., close windows, clear balconies), and contact information for queries.
• Privacy considerations: procedures for respecting resident privacy, especially when technicians are working directly outside units. This might include avoiding direct eye contact or specific guidelines for working near open windows.

Deficiency Remedy Process

Even with professional service, occasional issues may arise. A clear deficiency remedy process in the contract ensures that any concerns are addressed promptly and effectively.

The contract should specify:

• Reporting timeframe: How long do residents or the strata manager have to report a deficiency (e.g., "within 48 hours of service completion")?
• Reporting method: Who should receive the report (e.g., "strata manager to contact contractor's service coordinator via email")?
• Response time: How quickly will the contractor acknowledge the report (e.g., "within one business day")?
• Rectification timeframe: How quickly will the contractor rectify the issue (e.g., "within five business days of confirmation, weather permitting")?
• Definition of deficiency: What constitutes an unacceptable result (e.g., "visible streaks or missed sections of glass after drying")?

Insurance, Compliance, and Contract Term

These administrative details protect the strata corporation and ensure smooth operations.

• Insurance: Require proof of comprehensive commercial general liability insurance, including specific minimum coverage amounts (e.g., $5,000,000). The strata corporation should be named as an "additional insured."
• WorkSafeBC: Mandate current and active WorkSafeBC coverage for all contractor personnel. This protects the strata from liability in case of worker injury. Our company maintains active WorkSafeBC coverage, ensuring full compliance.
• Safe Work Procedures: Request site-specific safe work procedures to be provided before the first visit. This demonstrates the contractor's commitment to safety and adherence to provincial regulations.
• Compliance with Bylaws: Include a clause requiring the contractor to adhere to all strata bylaws and rules while on site.
• Contract Term: Define the length of the contract (e.g., "one-year term, automatically renewing unless notice given") and the conditions for termination by either party. Include provisions for price adjustments in multi-year contracts.
• Payment Terms: Clearly state payment schedules (e.g., "invoice upon completion, net 30 days").

Specification Template for Strata Councils

Strata councils can adapt the following template sections to integrate into their window cleaning contracts:

**1. Scope of Work**
1.1. Exterior Window Cleaning: All exterior glass surfaces of residential units, common areas (lobbies, hallways), and amenity spaces will be cleaned.
1.2. Interior Common Areas: Interior windows of lobbies, amenity rooms, and ground-floor common areas will be cleaned.
1.3. Standard: All glass surfaces shall be free of visible streaks, water spots, and debris upon completion. Window frames and sills adjacent to cleaned glass will be wiped clean of excess water and grime. Screens are not included unless separately specified.

**2. Cleaning Frequency and Scheduling**
2.1. Exterior Window Cleaning: Annually, typically between April 1 and October 31, exact dates to be mutually agreed upon.
2.2. Interior Common Areas: Bi-annually, in conjunction with exterior cleaning where possible.
2.3. Scheduling: Contractor shall provide the Strata Manager with proposed cleaning dates no less than four (4) weeks in advance. Final schedule approval by Strata Manager is required.

**3. Access Methods**
3.1. High-Rise Access (above 4th floor): Rope access (IRATA/SPRAT certified technicians) shall be utilized for all exterior window cleaning.
3.2. Low-Rise Access (ground to 4th floor): Water-fed pole system from the ground or boom lift, as required for safe and effective cleaning.
3.3. Equipment: Contractor is responsible for providing all necessary equipment, including specialized access gear.

**4. Resident Notification**
4.1. Notice Period: The Contractor will provide the Strata Manager with written notice of scheduled cleaning dates at least five (5) business days prior to commencement.
4.2. Communication: The Strata Manager will disseminate notice to residents via building communication channels. Notice will include dates, approximate times, and instructions for residents (e.g., close windows, clear balconies).
4.3. Privacy: Contractor staff shall respect resident privacy and avoid direct eye contact into units.

**5. Deficiency Remedy Process**
5.1. Reporting: Any cleaning deficiencies must be reported to the Contractor by the Strata Manager within three (3) business days of service completion.
5.2. Response: Contractor shall acknowledge reported deficiencies within one (1) business day.
5.3. Rectification: Contractor shall re-clean identified deficient areas within five (5) business days of acknowledgement, subject to weather conditions.

**6. Insurance, Compliance, and Term**
6.1. Insurance: Contractor shall maintain Commercial General Liability insurance with a minimum coverage of \$5,000,000 per occurrence. The Strata Corporation shall be named as an additional insured. Proof of insurance must be provided annually.
6.2. WorkSafeBC: Contractor must provide proof of active WorkSafeBC coverage for all employees involved in the service.
6.3. Safety: Contractor shall submit site-specific safe work procedures to the Strata Manager prior to commencing work. All work must comply with WorkSafeBC regulations.
6.4. Contract Term: This agreement is for a period of one (1) year, commencing [Date], and will automatically renew for subsequent one-year terms unless either party provides written notice of non-renewal at least sixty (60) days prior to the expiration of the current term.

Frequently asked questions

What is the typical cost for strata window cleaning in Vancouver?

The cost of strata window cleaning varies significantly based on factors like building height, number of windows, access methods required, and cleaning frequency. For a tailored estimate for your property, it's best to request a detailed quotation after a site assessment. Factors such as specialized access needs (rope access, swing stage) significantly influence the overall price.

How often should a strata building have its windows cleaned?

Most strata buildings benefit from annual exterior window cleaning to maintain appearance and prevent mineral buildup. However, properties in high-traffic areas, near industrial zones, or coastal locations may require semi-annual or even quarterly cleaning to address increased dirt and grime accumulation. Interior common area windows are often cleaned more frequently.

Do window cleaners need specific certifications for high-rise buildings?

Yes, for high-rise buildings requiring rope access, technicians must hold specific certifications such as IRATA (Industrial Rope Access Trade Association) or SPRAT (Society of Professional Rope Access Technicians). These certifications ensure workers are trained in advanced rope access techniques and adhere to strict safety protocols for working at heights.

What should residents do before window cleaning begins?

Residents should be instructed to close all windows, remove any delicate items from balconies or window sills, and clear access to areas where technicians may need to work, such as patios or common decks. Specific instructions will be provided in the resident notification ahead of the cleaning schedule.

Is the strata corporation liable if a window cleaner gets injured on site?

While the contractor is primarily responsible for their employees' safety, a strata corporation can face liability if the contractor does not have adequate WorkSafeBC coverage or insurance, or if the strata fails to provide a safe working environment. Always verify the contractor's current WorkSafeBC status and commercial general liability insurance, ensuring the strata is named as an additional insured.

What if some windows are not cleaned to satisfaction?

A professional contract will include a deficiency remedy process. Typically, the strata manager reports any issues within a specified timeframe (e.g., 48-72 hours) of service completion. The contractor should then respond promptly and return to rectify any missed or unsatisfactorily cleaned windows at no additional charge, as long as the claim is within the agreed-upon terms.

Get a Professional Estimate for Your Strata

Ensuring your strata's windows are consistently clean and maintained enhances curb appeal and resident satisfaction. For a detailed quote and to discuss a tailored window cleaning contract that meets your building's specific needs, we invite you to request an estimate or book a walkthrough with our team. Our services cover Metro Vancouver, including Vancouver, Burnaby, Richmond, Surrey, and more.