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.

2. Jeffrey M. Logan
Taylor Management Company
AAMC & AMO

3. Ensuring a Successful
Bid Process

4. The Process

5. Step 1
Define the Product or Service Needed.

6. What Kind of Project?
On-Going Service or One-Time Project?
Capital or Operating Cost?
Gutter Repairs Drainage Work Resurfacing Landscaping

7. The Process

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.

12. The Process

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

15. Power By Numbers?
The lowest number doesn’t
always win the job.

16. The Process

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”

19. The Process

20. Did you check references?
Really?
All of them?
Even ones that weren’t given?

21. Good References Mean….
Projects done to code
Leaking Roof, fixed 3 times

22. The Process

23. Nice Work?

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.

25. Nice Work!