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!