Before you call anyone for painting estimates,
its important you make sure that everyone bid on the
same scope of work. That way, bids from different contractors
will be based on an "apples to apple" comparison,
not an "apples to oranges" one.
A well-planned Bid Process should
happen something like this:
1. The Project Manager or
the HOA Board invites a Reserve Analyst to come in and asses
the maintenance schedule of the complex. A maintenance cycle
is then created by job type, and experts from each trade
come up with estimated time frames and costs. For example,
its determined that the complex will require painting
every five years at an average cost of $250,000.
2. The Project Manager or
HOA Board next identifies a paint manufacturing company
they wish to use, and invites the manufacturers rep
to inspect the property, and put together a formal Project
Specification document (known as "specs" or the
"spec doc"). The specs provide extensive details
on the entire project, and outline the formal scope of work
to be done by the painting contractors.
3. The project is then put
out to bid to at least three, but generally no more than
five professional painting contractors. If time permits,
all contractors bidding on the job will meet with the paint
rep personally to review the specs. The contractors will
also refer back to the Reserve Analysis to make sure the
maintenance requirements are covered in their bids.
4. The Project Manager or
HOA Board determines two finalists and interviews those
contractors in person, by way of a formal "question
and answer" meeting.
5. The job is awarded to
one painting contractor, who then meets with the Project
Manager or designated Board Member, along with the paint
rep, to map out the "game plan" and schedule the
different job phases. The paint rep will do one last pre-paint
6. The complex is painted,
the job site is cleaned up.
7. The painting contractor
does a final walk through with the Project Manager, noting
all details in a written Punch List. Any touch-ups are handled,
and the painting process is complete.