CAI-NJ May 2021

Preparing a

A Tutorial and Guide for Community Association Property Managers By Tage Franks, Bello Casa

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W hen work needs to be performed at a community association, the Request for Proposal (RFP) is one of the most important items of the project. Boards and managers should think of an RFP almost as manage- ment software for a community -- associations should begin with the most accurate information possible to achieve success, get exactly what they want and be organized (garbage in = garbage out). The RFP process ensures the association receives the correct service at the right price and all proposals received are comparable (i.e. “apples to apples”). The following guidelines outline an effective RFP procedure that associations should follow: Hiring an Engineer: Rule #1 - When in doubt, call on professional partners, such as an engineer, attorney, insurance broker, and trusted contractors. There are vari- ous types of projects in which associations would be best served by engaging the services of a professional engi- neering firm. A few examples are: • Major construction projects – roofing, siding, drainage, structural • Projects with which the board members and/or property management team lack prior experience

An engineer can insulate both management and the association from liabilities, create the specifications, draft necessary plans for the bid process and township permits, potentially provide oversite of the project and much more. The following information should be included and are intended to guide you through creat- ing an association’s RFP document: 1. Legal Name of Association: (Example: ABC Condominium Association, HOA, etc.) 2. Address: Include both the address where the propos- al is to be delivered, as well as a GPS address within the community so that the contractor(s) can physically review the work to be proposed. 3. Contact Info: manager information and/or home- owner information. If the bidders need to enter a residence for inspection, then be sure to provide homeowner contact number and/or email with the homeowner’s consent of course. If the bidders are visiting the community, request that the bidders contact the manager to schedule a site visit, so that the manager can walk through the project details with the bidder and ask any questions.

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