Condominium Associaitons hire a management company to work with the board of directors in providing the best service from outside vendors. The role of the manager and the management company is to obtain bids, review, and provide recommendations to the board of directors.
8. Timing is………everything!
SNOW SEASON IS APPROACHING
July/August: Specs to Board for review
August: RFP’s to vendors
September: Obtain bids and call in vendors if Board is
looking to interview
October: Decision made and contract signed
9. Creating the RFP
Be Specific!
A specific RFP:
•Generates fewer questions from
bidders
•Ensures bids are tailored to your
needs
•Specify documents to be included
(licenses, proof of insurance, etc.)
10. Creating the RFP
State a deadline!
State DAY, DATE AND TIME of
deadline that bids must be received
by.
Questions?
Ask an engineer…..
11. Distributing the RFP
Distribute to as many vendors as possible
…..You WANT a competitive process!
Use Your Resources: Websites, Email,
US Mail, etc.
14. Reviewing Bid Analysis
with the Board
Be fair and impartial – emotions and friendships
must stay out of the process
Listen to each Board member’s concern/questions
Guide with facts, don’t make assumptions
Board members’ concerns/questions are the
foundation of the interview process
Take your own notes
17. Making a Recommendation
The Board makes the final decision based on your notes from:
The Bid Analysis Review
The Interviews
The Reference Checks
The job of Community Management is to:
Educate the Board
Guide the Board
Assist the Board
Prepare the Board
18. Interviewing the Finalists
How Many is Enough?
Don’t overwhelm - keep it simple
Qualifications?
Can speak confidently about history with type of
project/work
Can estimate timeline based on scope of work
Can explain workplace safety program, OSHA
compliance
Knows names of employees
Can communicate with Board well = “a good fit”
24. Management Involvement and Oversight
• Keep record of all change orders to match with invoices
• Review and match invoices with bid and/or change orders before
approved or submitted for payment
• Have regular status meetings with contractor during active work
• Inspect work frequently
• Managers Calendar
• Always keep the board informed
• Remember: You are not a project manager or an engineer. Bring in
other experts as needed.