large capital projects cai nj 2011
DESCRIPTION
How to ensure a successful bid process with vendors for large capital projects as well as routine contracts. Condominium Associations 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.TRANSCRIPT
Jeffrey M. Logan
Taylor Management CompanyAAMC & AMO
Ensuring a Successful Bid Process
The Process
Step 1
Define the Product or Service Needed.
What Kind of Project?On-Going Service or One-Time Project?
Capital or Operating Cost?
Drainage Work ResurfacingGutter Repairs Landscaping
The Process
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
Timing is………everything!
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.)
Creating the RFP
State a deadline!
State DAY, DATE AND TIME of deadline that bids must be received by.
Questions?
Ask an engineer…..
Distributing the RFP
Distribute to as many vendors as possible…..You WANT a competitive process!
Use Your Resources: Websites, Email, US Mail, etc.
The Process
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
Power By Numbers?
The lowest number doesn’t always win the job.
The Process
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
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”
The Process
Did you check references? Really?
All of them? Even ones that weren’t given?
Good References Mean….
Leaking Roof, fixed 3 times
Projects done to code
The Process
Nice Work?
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.
Nice Work!