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Consultant Selection:


(HOA superpower: Seeing the big picture) It is important to engage the appropriate professionals to help resolve issues when warranted. There are no magic fixes for building issues. Investing in the proper approach at the beginning will minimize headaches down the road. Seek advice from professionals with experience with similar issues. Engage qualified consultants and contractors to help guide the association through challenging projects. When hiring professionals, it is important to note their licenses, knowledge in the building components of concern, and hire based on their qualifications, not just the lowest fees. In other words, don’t rely on an elevator maintenance contractor to give advice on replacing the roof. Similarly, the window washers should not be expected to fix the boiler.


Evaluation/Pre-design:


(Consultant superpower: Determine the “why”) Identifying a problem is only a starting point. Enlisting qualified professionals to help identify the source/cause of the problem is the first step in correcting any issue. The goal should be to develop the right solution to a building problem by correctly diagnosing its root cause(s). There is almost always more than one option to address the issue. A reputable consultant will present more than one option and explain the advantages and disadvantages of each. This will help the HOA’s board make an educated decision on how to approach the project. The best solution may not be a conventional repair, and it is not necessarily the most expensive repair. It is important to consider long-term plans for the building when selecting a project approach. For larger projects, it can be beneficial to seek a second opinion just like you would for a significant medical condition. The best solutions to building problems are only achieved when one utilizes prior experience, knowledge gained through education and industry involvement, and ingenuity. These attributes are not necessarily superpowers, but they serve as a foundation for the long-term success of any project.


Design: (Consultant superpower: Develop the “what”)


After a project approach is selected, the next step is to develop detailed drawings and specifications with a clearly defined scope of work that can be used to obtain competitive bids from contractors. This step is crucial for establishing standards for which the repairs should be completed, and to help ensure an apples-to-apples bid comparison. A detailed set of bid documents may be more costly than a basic outline scope of work. However, such documents minimize ambiguity, reduce potential for change orders, and reduce overall project costs. Uncertainty increases costs.


48 | COMMON INTEREST®


Bidding: (Consultant superpower: Vetting bids and bidders)


A consultant can also help “save the day” by assisting with the bidding process. They can use their experience to identify qualified contractors to bid on the project. They can also use their expertise and knowledge of the issue to analyze the bids and have follow-up discussions with the bidding contractors to verify their understanding of the scope of work. The next step would be to narrow the list of bidders and interview them to meet the project team and to understand their logistic approach to the project. It is important to consider more than just cost when selecting a contractor. Understanding schedule, contractor qualifications, impact on building occupants, and the contractor’s safety history could all play a role in the overall cost and success of a project. A consultant can use their experience to provide guidance on selecting a contractor.


Construction:


(Contractor superpower: Determine the “how”) Once a contractor is selected, planning the construction phase is important. Large capital projects take time to develop. Having a consultant involved throughout the construction process will help ensure the final product is sufficient. It is important to retain a professional to oversee the work to verify work is completed in accordance with the contract documents. Having a professional involved also limits liability by allowing the professional to establish technical parameters and hold the contractor to that standard. Having detailed drawings and specifications does not do any good if the contractor is not held accountable for doing the work in accordance with those documents.


Other Consultant “Superpowers”: The tasks described above pertain to implementing capital projects. Consultants can also provide other tools to help an HOA develop short- and long-term plans. Reserve studies, for example, provide a road map for future planning. At a minimum, a reserve study should provide an inventory of the systems that will require significant funds to repair or replace. Reserve studies should also provide information specific to the property and not just general information from a database.


Another tool consultants can assist with for new HOAs is a transition study. As an HOA assumes ownership from the developer, a transition study is a helpful way to ensure the HOA has received what was paid for.


Feasibility studies are useful tools in the pre-planning stages of project implementation. Investing in a study early can help determine if a project is worth pursuing before it gets too far down the road.


• Spring 2024 • A Publication of CAI-Illinois Chapter


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