Scope of Work

Condominium Corporation

Policy: Scope of Work Requirements for Projects

Purpose

The purpose of this policy is to establish clear guidelines and requirements for the preparation, submission, and approval of scopes of work (SOW) for all projects undertaken by the Condominium Corporation. This policy aims to ensure transparency, effective project management, and fiscal responsibility.

Applicability

This policy applies to all projects initiated or approved by the Board of Directors, regardless of size or budget, that involve:

  • Maintenance, repair, or replacement of common elements

  • Upgrades or improvements to common areas or systems

  • New construction or major renovations

  • Contracted services (e.g., landscaping, security, cleaning)

Definitions

  • Scope of Work (SOW): A detailed document that outlines the specific tasks, deliverables, timelines, quality standards, and any other relevant information necessary to complete a project successfully.

  • Project Manager: The individual or company designated by the Board to oversee and manage a project.

Scope of Work Requirements

All SOWs submitted for Board approval must include the following components:

  1. Project Description: A clear and concise overview of the project's goals, objectives, and desired outcomes.

  2. Detailed Task List: A breakdown of all tasks required to complete the project, including specific activities, materials, and estimated labor hours.

  3. Timeline: A detailed schedule outlining the start and end dates of each task, as well as key milestones and completion dates.

  4. Budget: A comprehensive budget detailing all estimated costs associated with the project, including labor, materials, permits, fees, and contingency funds.

  5. Quality Standards: Clear specifications outlining the quality expectations for all work performed, materials used, and deliverables produced.

  6. Payment Schedule: A clear outline of when payments will be made to contractors or service providers, based on agreed-upon milestones or completion of specific tasks.

  7. Contingency Plan: A plan outlining potential risks, challenges, or unforeseen events that could impact the project, along with proposed mitigation strategies.

Submission and Approval Process

  1. The Project Manager is responsible for preparing the SOW and submitting it to the Board for review and approval.

  2. The Board will review the SOW and may request additional information or clarification as needed.

  3. The Board will approve or reject the SOW based on its adherence to this policy and the best interests of the Condominium Corporation.

  4. Approved SOWs will be signed by the Board President and the Project Manager.

Amendments and Changes

Any changes or amendments to an approved SOW must be submitted in writing to the Board for review and approval. The Board will evaluate the proposed changes and their potential impact on the project timeline, budget, and quality standards.

Review and Evaluation

This policy will be reviewed annually by the Board to ensure its continued relevance and effectiveness.

Policy Effective Date: [Date]

Note: This is a sample policy. It is important to consult with legal counsel to ensure that your  Condo renovation policy complies with all applicable laws and regulations.