Which bid can you recommend?
Different exclusions, quantities and material specifications can make three prices impossible to compare. See where the proposals differ before recommending a contractor.
Before You Recommend a Contractor.
Before the Board Approves the Budget.
You are responsible for moving a major association project forward. But are the bids comparable? Is the scope complete? And what could come back as an added cost after approval? PICKFACTS gives you an independent review of the project information before you make your recommendation or cast your vote.
THE DECISIONS ON YOUR DESK
A major expenditure. Incomplete information. A board looking to you for answers.
Is the approval budget complete?
Unpriced work, low allowances and unclear responsibilities can leave a gap between the contract amount and the association’s actual commitment. Identify questions that could affect reserves or assessment planning.
What could become a change order?
“By others,” “TBD” and undefined work can create difficult negotiations after signing. Ask contractors to clarify scope and pricing while the association still has choices.
Can you explain the recommendation?
The board needs more than a bottom-line price. Bring written findings, proposal differences and unresolved questions into the approval discussion and project record.
Who has time to review every detail?
Property managers juggle multiple associations. Volunteer boards have limited time. Get a focused second look at the proposals and documents behind the decision.
Who is looking out for the association?
PICKFACTS is independent of the contractors bidding the work. Our review focuses on the information your association needs to evaluate its commitment.
WHAT YOU CAN BRING TO THE BOARD
A clearer comparison. Specific questions. A better basis for approval.
Proposal Comparison
Identify differences in scope, quantities, materials, schedules and assumptions so the board can see what each contractor is actually offering.
Cost Exposure Review
Flag allowances, exclusions, alternates, payment milestones and undefined items that need clarification before the association commits funds.
Contractor Research
Give the board more context about the firms under consideration. Research available business history, applicable licensing information, supplied insurance documents, reviews and references. Confirm the contractors, checks and any additional fee before starting.
Written Findings & Follow-Up Questions
Use a practical list of issues to request contractor responses, guide board discussion and document what remains unresolved before approval.
FOR MANAGED & SELF-MANAGED ASSOCIATIONS
Support for the person moving the decision forward.
Association presidents and board members: Understand the proposed commitment, focus the vote on unresolved issues and explain the basis for your decision.
Property managers and community association managers: Prepare a clearer recommendation, organize contractor follow-up and give each board a consistent basis for reviewing competing proposals.
Self-managed associations: Add an independent perspective when your volunteer board is handling contractor proposals without a property manager.
START WITH YOUR PROJECT PACKAGE
Have bids ready for review?
Tell us about the association, the planned work, the approximate project value and your decision deadline. We will help identify the appropriate review and the documents needed.
Request a Project Review →Still gathering information? Take the free HOA Project Risk Assessment.
BEFORE THE APPROVAL MEETING
Turn the proposals into a decision the board can evaluate.
- Share the project information. Provide available proposals, scope documents, plans and the association’s key questions.
- Clarify the differences. Review the findings and obtain answers from contractors or the appropriate project professionals.
- Bring the facts to the board. Use the comparison and unresolved issues to support the association’s approval process.
The service is informational and does not replace architects, engineers, attorneys, reserve specialists or other licensed professionals where their expertise is required.
Your next board vote should start with clearer facts.
Independent project review for the people responsible for association decisions.