Contractual Services

Purpose:

This policy outlines the procedures and requirements for the selection and engagement of contractors and service providers by the Condominium Corporation of [Condo Name] (the "Corporation"). The purpose of this policy is to ensure a fair, transparent, and accountable process that delivers the best value for the Corporation and its unit owners.

Scope:

This policy applies to all contractual services procured by the Corporation, including but not limited to:

  • Maintenance and repair services

  • Landscaping and snow removal

  • Security services

  • Cleaning services

  • Legal and accounting services

  • Engineering and consulting services

  • Any other services as deemed necessary by the Council

Policy Statement:

The Corporation is committed to procuring contractual services in a manner that:

  • Is consistent with the Corporation's bylaws and all applicable laws and regulations

  • Promotes competition and obtains the best value for the Corporation

  • Ensures fairness and transparency in the selection process

  • Safeguards the interests of the Corporation and its unit owners

Procedure:

  1. Needs Assessment: The Council, or a designated committee, shall identify the need for contractual services and define the scope of work required.

  2. Budget Approval: The Council shall approve a budget for the procurement of the contractual services.

  3. Request for Proposals (RFP): An RFP shall be prepared that outlines the scope of work, desired qualifications, evaluation criteria, and terms of payment. The RFP shall be distributed to qualified service providers.

  4. Evaluation of Proposals: Proposals shall be evaluated based on predetermined criteria, including price, experience, qualifications, references, and insurance coverage.

  5. Interview and Selection: Shortlisted service providers may be invited for interviews. The Council shall select the service provider that offers the best overall value to the Corporation.

  6. Contract Negotiation: A contract shall be negotiated and executed with the selected service provider. The contract shall clearly define the scope of work, terms of payment, insurance requirements, termination provisions, and dispute resolution procedures.

  7. Performance Monitoring: The Council, or a designated representative, shall monitor the performance of the service provider to ensure compliance with the contract and satisfaction with the services provided.

Additional Considerations:

  • Insurance: The service provider shall be required to carry appropriate insurance coverage, including general liability insurance and workers' compensation insurance.

  • Bonding: The Council may require the service provider to obtain a performance bond to guarantee the completion of the work.

  • Conflict of Interest: Any potential conflicts of interest shall be disclosed and addressed in accordance with the Corporation's conflict of interest policy.

Review and Amendment:

This policy shall be reviewed annually by the Council and amended as necessary.

Disclaimer:

This policy is intended as a guideline and should not be construed as legal advice. The Corporation should consult with legal counsel as needed.

Let me know if you'd like any adjustments or additions to this policy!