Points to Consider When Re-Bidding Building Management Service Contracts

Building Management can be a daunting task, especially controlling operating expenses. The most controllable portion of the cash flow stream is the day-to-day operations or operating expenses. This is the primary responsibility of the property manager and takes up the largest portion of your time when dealing with contractors and vendors. Not only are you working with contractors and vendors but you also must contend with contract administration.

• Here is a short list of a few building service contracts:
• Janitorial Service
• Security
• Landscaping
• Elevator Maintenance 
• Pest Control
• Trash Removal 
• Window Cleaning
• HVAC Maintenance & Repair

Typically the property manager would begin by preparing a "Request for Proposal" (RFP). The RFP should be detailed and specific to include the scope of work or services required in order to complete the task. Selection of contractors or vendors is pretty much common sense I think. Depending on the properties managed, you can normally ask around or check the internet for the most prominent contractors or vendors in your area. One rule in building management that I have followed most of my career is that I will not select a contractor or vendor to bid a service or project unless I feel comfortable with awarding the contract to them. Do your homework before you solicit proposals and make sure you feel comfortable. You can interview each candidate separately prior to preparing your list and be honest. If you feel you have a good reason not to include a particular contractor or vendor, tell them. They might not like it but they will respect you a whole lot more than if you try to skirt around them by not returning a phone call or email.

There are many things to consider when selecting the most qualified contractor/vendor. Although price is an important factor, it definitely is not the only one. Basically you need to consider the contractor or vendor's experience and reputation. Ask for some references as part of your qualification process. A close look at a contractor or vendor's proposal or bid can shed some light on whether you want them to provide their service. Bad or poor grammar, typos in their presentation, calculations incorrect or just an overall sloppy job may lead you to believe the work they perform is consistent with their presentation. These are just a few thoughts to consider the next time you are ready to bid out or solicit a building contract service.