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.
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
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”
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.