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The Association and Manager recognize that certain physical components of the Association's property require routine services and resulting supervision. Those components are to be maintained in a manner with standards established by the Board subject to budgetary limitations. The property management services to be provided by Manager relate to routine, recurring maintenance or repair services and specifically exclude major renovation, replacement, or capital improvement activity. Contracts shall be executed by the Association and the costs related to such services, employees, or materials shall be the Association's responsibility.
a. Manager shall design a property inspection report specifically for the Property.
b. Conduct inspections to maintain a current knowledge of the property. At least one fully detailed written property-wide inspection shall be conducted either weekly or every other week (at the direction of the Board) and included in the monthly report package to Association. Manager is aware that certain situations dictate partial property inspections of a written nature on occasion and shall perform same as part of Manager's normal functions.
c. Identify those situations requiring corrective measures and take those measures consistent with Association policy and budgetary limitations.
d. Immediately report to the Board any major items which come to the attention of Manager as a result of such inspections. Go to top of page
2. Service Request Processing
a. Receive and record reasonable service requests for repairs or maintenance of the Association's property as are consistent with established Association policy in a computerized database to allow for efficient follow up and report generating capabilities. Go to top of page
b. Arrange for prompt and satisfactory response to service requests for maintenance or repairs as permitted by Association policy, budget limitations, weather, and contractor availability. Go to top of page
3. Contractor Bidding Procedures
a. Develop a competitive bidding process for projects and services where the cost will exceed $500 (or other amount designated by Board) and is requested by the Board.
b. Prepare and distribute bid specifications on routine services for Board review and approval.
c. Distribute those specifications to at least three interested, qualified, prospective bidders.
d. Receive bids and other contractor information.
e. Develop a comparative summary regarding the bids received.
f. Submit recommendations to the Board regarding the bids received, adherence to specifications, and information on past performance, (if known), which will assist the Board's decision. Go to top of page
4. Contract Development
a. Facilitate the Board's final selection of contractors for projects and services.
b. Assist the Association in preparing and negotiating contracts for projects and services. While Manager will provide certain recommended contract language for routine services with Association-selected contractors, the Association will not rely on Manager for legal or technical accuracy or completeness.
c. Obtain relevant certificates of insurance from selected contractors providing routine services.
d. Insure that Notices of Commencement are filed for all major contracted work to be supervised by Manager. Prior to recommending payment of contracted invoices, Manager shall endeavor to receive all appropriate lien waivers and shall notify Board of all lien waivers needed that have not been obtained. Go to top of page
5. Routine Service Contractor Supervision
a. Coordinate the contractors providing routine services for the Association, including but not limited to services such as trash removal, pest control, landscaping contracts, etc.
b. Monitor contractor performance to insure compliance with contract specifications. To support Manager's efforts, the Board shall assist in minimizing interference with contractors by unauthorized residents or volunteer leaders. Go to top of page
6. Emergency Services Program
a. Administer and insure a 24-hour, seven day per week telephone call program to respond to Association service related emergencies as defined by the Board and Manager in advance. This system shall be through a beeper/pager service.
b. Maintain a list of contractors, personnel or firms in trades deemed necessary to maintain the property in decent, safe, sanitary condition. Retained personnel or firms are subject to 24-hour call in matters seriously affecting health, safety, or a reasonable level of personal comfort. Services provided are at the expense of the Association. Go to top of page
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