QUESTION: As a board, what can we do if the management company refuses to write specifications when bidding out contracts?

ANSWER: Writing bid specs is not necessarily a management company service. It may be an extra under the management agreement, i.e., it can be done for an hourly fee--in concert with consultants who are versed in roofing, painting, etc.

Bid Specs. Normally, managers are not experts in construction. They don't necessarily know what roof is best for your property. Should you have a three-ply hot tar built-up roofing system or single-ply bitumen? They don't know which paint is best for your property or how many layers should be applied or the mil thickness. Should the paint on the stucco be the same as the wood trim? Should it be brushed or sprayed? Water based or oil? Sometimes an experienced manager can help define the scope of work and administer the project from conception to completion. However it's unfair to put that burden on your manager without paying for it. It usually comes down to money—boards don’t want to spend any, and management companies don’t work for free.

Small Projects. For small projects, you might invite contractors to review the work and then prepare and bid their own specs. If the specs proposed by the bidders are similar, you pick the best price and have the work done. If the specs are wildly different, you need to have each bidder explain the pros and cons of their particular approach to the project. The board can then pick one set of specs and go back out for a second round of bidding on those specs. The management company can lend a hand by contacting various contractors and asking them to bid.

RECOMMENDATION. For large projects, boards may need to hire a construction manager to define the scope of work, prepare specifications, oversee the bidding, make recommendations to the board, and then either manage the project or simply report to the board on the progress of the project.