Bidding Process

Art we have prepared specs for the different contracts we put out for bid so we're comparing apples to apples as much as possible. These bid packets are for landscaping, pool, common element cleaning (Condo Association), trash hauling etc. We give the MC a list of the companies we want them to go out to and then the BOD decides who to award the contract to. We have several companies for other items that we are pleased with how they provide us with service so unless their yearly proposal has a huge jump in costs we do not put them out for bid.

These include pest control, locksmith and pond maintenance. While we could possible get a lower price putting everything out for bid, quality service means more than just a low price. (I know the BOD has a fiduciary obligation to not waste the Association's money (our money too) but how do you profit if the cheaper contractor has you at the bottom of his priority because he knows you'll be gone in a year when his "introductory price" expires?)

We try to get as long a term contract as we can (with escape clauses) to lock in the $ number and the contractor. This benefits both parties as the contractor knows we won't be looking for someone a dollar cheaper each year and we know that we don't have someone giving us half-assed service while they're looking for business to replace us.

For projects such as rebuilding the decks which we just did or stabilizing a foundation that moved from the drought last year, we have the engineer write the bid specs.