Condo Media - November 2020 - 37
The RFP package itself should require the following checklist of items to be addressed
by prospective management firms in their RFP response, at a minimum:
A general description of the management company's
experience in managing condominium communities.
Listing of client community references of approximate
comparative size, including contact person, along with
Listing of former client communities (prior five years)
of approximate comparative size, if any, including
contact person, along with contact information.
Background information, experience, and credentials
relating to the individual property manager to be assigned
to __________ Condominium (i.e., education, experience,
professional affiliations, number of properties currently
managing, length of employment with firm, etc.).
Description of firm's plans regarding both general property
maintenance and 24-hour accessibility for emergencies
(staff, experience, qualifications, etc.).
Proposed number of common area site inspections
and reports each month.
Sample financial reports - monthly, annually, and periodically
that the firm plans to utilize at _________ Condominium.
STEP 2: ANALYZE RFP RESPONSES
Once responses to the RFP are received
from interested management companies,
the board will then be in a position to
compare the various management company responses, using the RFP checklist
above as its common, objective guide.
Utilizing a sliding numerical system by
placing evaluation numbers next to each
RFP checklist (i.e., 1-10) item may help
the board to sift through numerous RFP
replies somewhat objectively.
STEP 3: THE INTERVIEWS
Once the board evaluates all RFP replies
and reduces acceptable candidates to
a manageable number, then the board
should contact each of the remaining candidate firms to arrange interviews. Interviews should include both a management
company principal and equally/perhaps
most important, the individual property
manager that the company proposes to be
assigned as the condominium's manager
- this is the person with whom the board
will interact most directly.
In light of current circumstances,
the interviews should probably be done
Sample property maintenance/work order forms that
the firm plans to utilize at __________ Condominium.
A proposed routine base management fee.
A list of all lawsuits in which the management firm was named
as a defendant during the prior four years and involving one
of its managed condominium communities, if any, along with
a description of the nature of the lawsuit.
Proposed number and frequency of attendance at meetings
with the board, as well as with the unit owners included in
the base management fee.
An itemized list of all proposed additional costs/fees in excess
of the base management fee (i.e., project supervisory charges,
attendance at meetings, mailings, common fee collection
involvement, community mailings, etc.).
Any other community-specific issues of concern to the board.
Specify that responses to the RFP must be delivered to the
board's specified address - by a certain date - and with a
specified number of copies (number of RFP reply copies
should equal the number of board members so that each
may review his/her own copy).
remotely, at least for the time-being.
Board members should collectively develop a list of targeted questions based
upon each company's RFP responses
- one list should be aimed at the management company's principal, focusing
primarily upon the company's general
condominium management experience
and philosophy, internal support staffing level and qualifications, internal
financial controls and systems, etc.
The other question list should be
aimed at the individual proposed to
be assigned as the condominium's
manager. Specific questions about
the individual's condominium management experience, professional
affiliations (i.e., participation in CAI
committees, etc.), and general management philosophy are clearly important.
However, getting a "feel" for the
proposed manager's general temperament is probably most important, as
the interview may be the only time that
the board will have an opportunity to
determine whether the proposed manager is a good "fit" with both the board
and the community generally.
STEP 4: THE MANAGEMENT
A detailed discussion of management contracts is beyond the scope of this article.
However, as with any good contract, the
eventual agreement between a condominium board and a management company
should memorialize the expectations of
both parties, using both the RFP checklist
items and the subsequent interview dialogues as its primary substantive guide.
In closing, price alone should not be
the sole motivating criteria in deciding
whether to hire a particular management
company. It should be but one of many
factors for a board to weigh in conjunction
with a candidate's responses to the items
set out in the RFP checklist above. And,
following a methodical, objective process
from developing a detailed RFP through
the interview process should prove most
productive and, eventually, rewarding.
n JOSEPH D. SAURINO, ESQ.
IS AN ASSOCIATE WITH THE LAW
FIRM OF MARCUS, ERRICO,
EMMER & BROOKS, P.C.
November 2020 CONDOMEDIA
Condo Media - November 2020
Table of Contents for the Digital Edition of Condo Media - November 2020
Condo Media - November 2020 - Cover1
Condo Media - November 2020 - Cover2
Condo Media - November 2020 - Contents
Condo Media - November 2020 - 2
Condo Media - November 2020 - 3
Condo Media - November 2020 - 4
Condo Media - November 2020 - 5
Condo Media - November 2020 - 6
Condo Media - November 2020 - 7
Condo Media - November 2020 - 8
Condo Media - November 2020 - 9
Condo Media - November 2020 - 10
Condo Media - November 2020 - 11
Condo Media - November 2020 - 12
Condo Media - November 2020 - 13
Condo Media - November 2020 - 14
Condo Media - November 2020 - 15
Condo Media - November 2020 - 16
Condo Media - November 2020 - 17
Condo Media - November 2020 - 18
Condo Media - November 2020 - 19
Condo Media - November 2020 - 20
Condo Media - November 2020 - 21
Condo Media - November 2020 - 22
Condo Media - November 2020 - 23
Condo Media - November 2020 - 24
Condo Media - November 2020 - 25
Condo Media - November 2020 - 26
Condo Media - November 2020 - 27
Condo Media - November 2020 - 28
Condo Media - November 2020 - 29
Condo Media - November 2020 - 30
Condo Media - November 2020 - 31
Condo Media - November 2020 - 32
Condo Media - November 2020 - 33
Condo Media - November 2020 - 34
Condo Media - November 2020 - 35
Condo Media - November 2020 - 36
Condo Media - November 2020 - 37
Condo Media - November 2020 - 38
Condo Media - November 2020 - 39
Condo Media - November 2020 - 40
Condo Media - November 2020 - 41
Condo Media - November 2020 - 42
Condo Media - November 2020 - 43
Condo Media - November 2020 - 44
Condo Media - November 2020 - 45
Condo Media - November 2020 - 46
Condo Media - November 2020 - 47
Condo Media - November 2020 - 48
Condo Media - November 2020 - 49
Condo Media - November 2020 - 50
Condo Media - November 2020 - 51
Condo Media - November 2020 - 52
Condo Media - November 2020 - 53
Condo Media - November 2020 - 54
Condo Media - November 2020 - 55
Condo Media - November 2020 - 56
Condo Media - November 2020 - 57
Condo Media - November 2020 - 58
Condo Media - November 2020 - 59
Condo Media - November 2020 - 60
Condo Media - November 2020 - 61
Condo Media - November 2020 - 62
Condo Media - November 2020 - 63
Condo Media - November 2020 - 64
Condo Media - November 2020 - Cover3
Condo Media - November 2020 - Cover4