The document provides guidance on conducting a successful bid process for contracting work. It outlines the key steps which include: 1) Defining the project scope and needs upfront. 2) Developing a request for proposal (RFP) that specifies requirements in detail and sets a clear deadline. 3) Distributing the RFP widely to generate competitive bids. 4) Analyzing bids objectively and involving the board in interviewing finalists and checking references before making a recommendation.

2. Jeffrey M. Logan
Taylor Management Company
AAMC & AMO

3. Ensuring a Successful
Bid Process

4. The Process

5. Step 1
Define the Product or Service Needed.

6. What Kind of Project?
On-Going Service or One-Time Project?
Capital or Operating Cost?
Gutter Repairs Drainage Work Resurfacing Landscaping

7. The Process

8. Timing is………everything!
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

9. 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.)

10. Creating the RFP
State a deadline!
State DAY, DATE AND TIME of
deadline that bids must be received
by.
Questions?
Ask an engineer…..

11. Distributing the RFP
Distribute to as many vendors as possible
…..You WANT a competitive process!
Use Your Resources: Websites, Email,
US Mail, etc.

12. The Process

14. 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

15. Power By Numbers?
The lowest number doesn’t
always win the job.

16. The Process

17. 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

18. 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”

19. The Process

20. Did you check references?
Really?
All of them?
Even ones that weren’t given?

21. Good References Mean….
Projects done to code
Leaking Roof, fixed 3 times

22. The Process

23. Nice Work?

24. 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.

25. Nice Work!