CAI-NJ May 2021

RFP... from page 26.

“A helpful suggestion for limiting change orders would be to assign your 1st building as the prototype building.”

may be identified during the project. Change orders must be authorized by management prior to performing work and should include photo documentation when applicable & estimated costs. Additional work that has not been autho- rized will not be paid.” • A helpful suggestion for limiting change orders would be to assign your 1st building as the prototype building. In this scenario, any hidden change order items which could not be seen during the visual proposal inspection will typically be identified and can then be quoted as a “recurring change order item,” thus limiting change orders throughout the remainder of the project. 9. Materials: If your project will contain specific con- struction materials, be sure to identify each product or sys- tem brand in the RFP. You will want to list the manufacturer, color, and any other details that you may have (Example: Azek PVC white trim or approved equal). Depending on the project, you could provide a Bid Solicitation sheet, which is a form that you create so that the bidders must fill in their pricing on a per item basis versus a lump sum of the job. Example: Removal & installation of new PVC trim at rear palladium window will cost $xx. New sheet of plywood will cost $xx. 10. Storage: Depending on the project, it may be necessary for vendors to store materials on site. Vendors may also need to put a dumpster on site or have portable restrooms. If these items are needed, you can assign a storage area (Tip: That Google Earth image would come in handy here, as you can indicate the storage areas on your community map by inserting a yellow pin). 11. Bidder Qualifications: You can ask the bidders to list experience with similar communities or similar projects and request contact person, phone number, location, proj- ect type, date, and contract amount.

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12. Insurance Requirements: This should be reviewed with your Insurance Broker. You would typically want to request General Liability with a minimum of $1,000,000 per occurrence and $2,000,000 aggregates. Workman’s Compensation at $1,000,000 each accident, Automobile Liability at $1,000,000 per occurrence and an additional Umbrella Insurance of at least $2,000,000. 13. Attorney Review: Once you have awarded the job to your vendor, you should have a contract drafted by your attorney to protect the association and management. 14. Payment: Depending on the size and duration of your project, progress payments may be needed, and should be spelled out in your contract. Typically, the final 10% payment may be withheld until final inspection, punch list completion & cleanup is complete, which may also include the removal of dumpsters, restrooms and storage. This is something that the association’s attorney should review with you. 15. Warranty: Typically, workmanship/labor warranties are approximately one year in length. Manufacturer warran- ties vary by manufacturer but also need to be included by the vendor. It is suggested that a request for notarized warranty statements be in your contract agreement and the final 10% payment should be withheld until such time as these docu- ments are provided. This is something that your association’s attorney should review with you in further detail. n

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