How to Request Quotes from Contractors
Condominium managers must follow a fair and transparent process when obtaining quotes to ensure that the condominium corporation receives quality service at a competitive price.
Determine Project Requirements
Before requesting quotes, managers should define the:
Scope of work (type of service required).
Budget considerations (estimated costs and funding sources).
Timeline expectations (start and completion dates).
Compliance requirements (insurance, certifications, warranties).
Contact Multiple Contractors
A minimum of three competitive bids is recommended.
Contractors should be licensed, insured, and experienced in condominium services.
Managers must follow the procurement policies outlined by the condominium board.
Issue a Request for Proposal (RFP) or Request for Quote (RFQ)
A formal written request ensures all contractors provide comparable information.
What Should Be Included in a Contractor Proposal
To evaluate bids fairly, the RFP or RFQ should request the following details:
1. Company Information
Business name, contact details, and licensing information.
Proof of liability insurance and Workers’ Compensation Board (WCB) coverage.
2. Detailed Scope of Work
Description of materials, labor, and equipment to be used.
Work timeline (start date, milestones, and completion date).
Compliance with applicable Alberta construction codes and safety regulations.
3. Pricing Breakdown
Total estimated cost.
Itemized costs for labor, materials, permits, and additional fees.
Payment terms and conditions (e.g., deposit requirements, final payment upon completion).
4. Warranty and Post-Project Support
Length of warranty for workmanship and materials.
Service guarantees and dispute resolution process.
5. References and Past Work
At least three references from similar projects.
Portfolio of past work or completed condominium projects.
Comparing Quotes Based on Cost, Timeline, and Scope of Work
Once multiple bids are received, the condominium manager should analyze them based on:
Pricing – Ensure quotes include a clear breakdown of costs. A lower price may indicate lower quality materials or workmanship.
Timeline – Consider project urgency and contractor availability. Delays can impact other condominium operations.
Experience and Reputation – Review references, online reviews, and past work history.
Compliance – Confirm contractors meet insurance, licensing, and legal requirements.
A formal evaluation matrix can help compare bids objectively before presenting recommendations to the board.
Due Diligence: Checking References, Past Work, and Reviews
Condominium managers must verify contractor credibility to reduce financial and legal risks. This includes:
Checking references – Speak with previous clients about the contractor’s work quality, reliability, and professionalism.
Reviewing past work – Request project photos, case studies, or site visits.
Confirming legal standing – Check Alberta corporate registries for any lawsuits or complaints.
