particular item, then the clarification should be given to all bidders. Compare the bids as you would seek out a second opinion from a physician. In a perfect scenario, you would like to be able to compare apples to apples. However, this isn’t always the case. You should obtain at least three bids for the project, and it isn’t always about hiring the lowest bidder! A low bid may reflect a lower quality of work, or the omission of a portion of the work, or a change in specific details in the contract documents. This could result in increased costs to complete the project. This is where a fair comparison needs to take place for the selection process. It is vital to compare the same type of procedures!
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A key to gathering accurate RFPs from your bidding vendors is the pre-bid meeting, which is a great opportunity to ensure that all bidders are in fact writing up a proposal for the same project scope and quantities. The pre-bid meeting also allows the bidders to ask questions and clarify ambiguities in the contract documents prior to submission. Best practices might dictate avoiding bidders’ suggestions, as this may result in bids deviating from the original specifications.
A key to ve
PROFESSIONAL AFFILIATIONS, LICENSES AND CERTIFERT these cre omm
ccess h web site time to undred ro ct.
with tho projects.
TIFICATES – Where do you go for information on these credentials? Check out the Illinois Chapter of the CommCommun Yo
Community Associations Institute’s network of vendors. Your affiliation with CAI is such a valuable tool. You can access the vendor service directory on the CAI-Illinois web site. The annual CAI – Illinois Expo is a perfect time to become acquainted with and personally meet hundreds of quality vendors that can assist in your next projjec
project. Having a clear plan and agenda while attending the trathe tr w th
rade
BACKBACKG In Indivindiiv d
from iom link about a refferenc
the trade show is very beneficial to ensure connecting with those contractors who may assist you with future projects.
BACKGROUND, TRAINING AND EXPERIENCE – Individual company websites which may be accessed from bo
from links on the CAI website can provide information about
about a vendor’s background, training, job history, re ere
references and other relevant information.
REFERRALS AND RECOMMENDATIONS – As with checking the background of a doctor, one great way to check the background of vendors is to ask for recommendations and referrals from industry co-workers and community association volunteers.
BOARD MEETING OR INTERVIEW – Interview or meet with your intended professional, and take note if the vendor is enthusiastic and takes pride in completed projects. Is the professional knowledgeable? Other factors to consider:
1. Address and stability, permanent place of business and established in the industry
2. Insurance 26 | COMMON INTEREST® A Publication of CAI-Illinois Chapter
3. Licenses, credentials and professional affiliations 4. Number of years in the business 5. Referrals and references from previous jobs 6. Workmanship and warranties 7. Track record for solving customer complaints 8. Manufacturer’s installation certifications
FOLLOW UP OFFICE VISIT – This is similar to evaluating the track record of how a professional solves any customer complaints and resolves issues. Included in this is wellness check could be maintenance, work orders etc. In this web based age, it is all too easy for a consumer to rate a business poorly with the click of a mouse. The follow up visit and track record issues should really be focused on complaint resolution. How did the vendor effectively rectify and resolve the reported problem?
Similar to selecting a doctor when needing a surgical procedure, you will want to take into account reliability, reputation, experience and dedication when hiring any vendor for your community association. Evaluate your professionals as thoroughly as you would any doctor who is about to operate on you. A healthy examination and evaluation process on your part will ensure you hire the right professional for the job!
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