Uploaded byTaylor Management Company
Ensuring a Successful Bid Process
The document outlines a structured bid process for management companies, emphasizing the importance of defining project needs, creating a specific and detailed RFP, and maintaining fair analysis during bid reviews. It highlights steps such as distributing the RFP, interviewing candidates, and checking references while advising against emotional biases. Ultimately, the management's role is to educate and guide the board through the decision-making process, ensuring all aspects of the project are monitored and communicated effectively.
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Ensuring a Successful Bid Process
- 2. Jeffrey M. Logan TaylorManagement Company AAMC & AMO
- 3. Ensuring a Successful Bid Process
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- 5. Step 1 Define theProduct or Service Needed.
- 6. What Kind ofProject? On-Going Service or One-Time Project? Capital or Operating Cost? Gutter Repairs Drainage Work Resurfacing Landscaping
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- 8. Timing is………everything! SNOWSEASON 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 BeSpecific! 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 Statea deadline! State DAY, DATE AND TIME of deadline that bids must be received by. Questions? Ask an engineer…..
- 11. Distributing the RFP Distributeto as many vendors as possible …..You WANT a competitive process! Use Your Resources: Websites, Email, US Mail, etc.
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- 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? Thelowest number doesn’t always win the job.
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- 17. Making a Recommendation TheBoard 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”
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- 20. Did you checkreferences? Really? All of them? Even ones that weren’t given?
- 21. Good References Mean…. Projects done to code Leaking Roof, fixed 3 times
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- 24. Management Involvement andOversight • 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.
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