Condo Media - November 2011 - 16

MAINE N e w s

by Jack Carr, P.E., RS, LEED-AP

R e g i o n a l

Detailed Specifications
The Key to a Successful Job
anaging a capital budget and expenditures for a community association involves greater responsibility and risk than it does for a singlefamily homeowner. For single-family homeowners, when there is a major capital expenditure, like a new roof, a few contractors are called to get competitive bids, questions are asked, maybe some references are checked, and the contractor with the lowest cost that meets the need is hired. For board members or managers of community associations, however, the jobs are larger and the money involved is far greater. This also means greater risk and potential liability.

C A I

the way to get a job that meets your needs and perhaps considers moneysaving alternatives. A specification prepared by a licensed Professional Engineer (P.E.) is almost certain to include elements that you may never have thought of and ultimately protect your interests as a manager, board member and owner. A specification is a set of documents that define the scope of the job and the expectations for the contractor. Among other things, it generally includes: • Drawings that illustrate construction details • Documentation of: I All things that must be covered by the quote I The manner and format in which the quote is to be provided I Methods and materials to be employed I Conditions under which the work is to be performed (e.g., not before 8:00 a.m. or after 6:00 p.m.) I Required insurances I Form of agreement to be used I Warranties to be provided I Responsibilities of the association vs. the contractor

I I I I

Procedures for effecting changes Construction schedule Terms of payment Site conditions that must be maintained before, during, and after the work is complete Standards and regulations that may govern the work

Performance Specs vs. Prescriptive Specs
There are two types of specifications, generally referred to as performance specifications and prescriptive specifications. In a performance specification, the engineer lays out the expectations for the job, that is, how the systems and materials are to perform now and over time, leaving it to the contractor to identify those systems, materials and method of installation to accomplish the objectives of the specification. For example, a performance specification for a roof could be as theoretical as that it must keep the rain out under all conditions and must last 20 years. In more practical terms, the specification may state the type of roof but decline to name the manufacturer, method of adherence, etc. A prescriptive specification, as the name implies, lays out much more

Comparable Bids and Specifications
The simple task of obtaining competitive bids can result in quotes that are widely divergent. Because costs are greater, the variations can be significant. Association managers often call on engineers to help explain why contractor bids are so far apart. The answer most often is that the quotes are not truly comparable. In other words, it is not apples to apples. Roof replacement is one good example. Different contractors may choose different materials. One may remove the old roof; another may not. One may include costs for permits, disposal and cleanup; another may not. The way to get comparable bids is through a specifications process. It also is

CONDO MEDIA • NOVEMBER 2011

Condo Media - November 2011

Table of Contents for the Digital Edition of Condo Media - November 2011