Dec 15, 2014
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!