Street & Asphalt Maintenance Continued From Page 19
example, a parking lot is 4 inches thick, the contractor may mill off 2.5 inches. Once the milling is complete, the remaining asphalt receives new tack and a fresh, smooth, HMA application. We believe that this process yields the best results for community associations.
Achieving High Quality Bids
Now that you understand the types of materials used, a bid request can be created. To get the most competitive cost, it’s best to have a pre-bid site walk. This way, all bidding contractors can determine the numbers participating in the request for Proposal (RFP). It also ensures everyone is on the exact same page and bidding apples to apples.
After the pre-bid site walk, contractors should be provided with bid sheets so that all bids are submitted on the same form. These bid sheets should include expected timelines and payment terms. By having the same bid sheet, you maintain control of the bidding process and ensure you receive higher quality bids.
Site walks and bid sheets make it possible to compare bids apples-to-apples.
Final Contract Terms
Once a contractor is selected to perform the work, it is encouraged that you have the association’s legal counsel review and provide recommended changes prior to both parties signing the final agreement. This will help avoid the risk of agreeing to terms you did not intend or worse, terms that may negatively impact the association in the long run. Once both parties have signed the final contract, the contractor should list the association as additionally insured on the contractor’s insurance and provide copies of their W-9, current license, and current contractor bond in place. This initial due diligence will go a long way if issues arise with that contractor during or after the project is complete.
The All-Important Project Schedule
Ultimately, project logistics and management will be key to the association’s success for any asphalt project. And in our opinion, it starts with the schedule.
20 Community Associations Journal | January-February 2022
PROJECT SCHEDULE Three Weeks Out — Send both email and standard mail notices to all association owners. Include parking options, access, and vehicle movement requirements.
Two Weeks Prior to Start Date — Send a follow- up email and post notices of work and schedule at all mailboxes, cabanas, courts, gym areas, etc.
One Week Prior to Start Date — Send a second follow-up email to all owners reminding them of the project.
Two Days Prior to Start — Place flyers in all doors reminding all residents of the time that all cars need to be removed from the lot to ensure that the work can be done.
Night Before — Place cones to block off all work areas, staging areas, and otherwise prepare for the work to begin.
First Morning — Make sure all cars are clear from the lot; knock on doors if any cars remain. If necessary, be ready to have any cars left in the lot to be towed so delays can be avoided. Do a final check and start work.
Day One — Remove and replace all damaged asphalt. All patch work is typically done this first day.
Day Two — » Sweep the parking lot of all debris and pressure wash where necessary.
» Crack seal the parking lot. » Seal coat one half of the parking lot. To ensure community members don’t walk or drive through the wet seal coat, make sure that the lot is completely coned and taped off.
Day Three — Seal coat the other half of the parking lot. Like before, make sure to cone and tape off the lot to prevent unwanted traction through the wet seal coat.
Day Four — Stripe the parking lot. Perform final clean up and walk the site with the community association manager.
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