Our Clients Ask Us- Maintenance/ Service Contracts

Q: When we solicit bids for maintenance contracts and service contracts, what is the best way to evaluate those bids?

A: One of the best ways to compare the bids easily is to create a spreadsheet. It will make selection easier because it will make the differences in the contract terms stand out.

Ask for and contact references that are given as well as the Better Business Bureau for any complaints on the contractors.

The lowest bid is not always the most beneficial to the Association. Do not be in a hurry to choose the lowest price, because often you get what you pay for. Low bidders can cut corners or tack on additional charges later, once the work has started. It is the Board’s responsibility to select a competent contractor at a reasonable price, who will provide quality work that is completed per the specifications of the contract. Always fully review a bid, even if it looks outside of your specifications. A contractor may be suggesting a better way to achieve your goals.

Do not sign the proposal. It may not be written in a way that protects the association. Ask for a formal contract and include all your specifications. Once the Board chooses a bid, be courteous and inform all the contractors who submitted bids. Thank them for their efforts and perhaps they will be more willing to give you a better bid next time.

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