If you are struggling to find contractors and your PM isn't of much help, take this RFP template and fill in your project details and drop it in several contractor FB groups in your property submarket. Do your due diligence on the contractors (look for lawsuits on Google, reviews, scope their FB at a minimum).
Give preference to those with past work on Apartment Complexes and referrals from people that you know and trust when possible. Within a few hours I had my first bid and several contractors reaching out. Additionally you can ask for referrals from other Syndicators in the submarket and provide the same RFP to them.
I also googled some equipment I wanted and posted pictures. If you are doing unit renovations provide before and afters if possible to help define quality of work. Also 9 times out of 10 Don't go with the lowest bidder. Use a contract that defines what happens with change orders and a penalty for late work that isn't supply chain related.
Depending on scope of the project, define some milestones and break payment up in to 3 or more parts minimizing your initial outlay and risk. If you know the required measurements, include them in the RFP to minimize the need for change orders.
When negotiating don't forget to leverage the need for "board approval." Also known as deferral of authority so people can't put you on the spot.
Request for Proposal:
Scope of Work
We would like to install a Jungle Gym at an apartment complex in Haltom City with playground mulch as well as 2 fixed outdoor coal grills and 2 heavy outdoor picnic tables.
Timeline
Next 90 Days
Submission Requirements
Completed W9
Experience with Interior Renovation on Apartment Complexes or other large commercial property.
Apartment owner or property manager references who can speak to the quality of your work. Before and after photos are a plus.
If you are using subs, that is fine just please disclose which work is being subbed out and to whom and ensure they are covered under your insurance policy.
Detailed breakdown of work and materials.
Please speak with your suppliers to confirm availability of ALL materials before you put them in the proposal so as to be able to meet timelines. We understand conditions change but communication is key.
Include a price and projected install timeline in your proposal.
Copy of Insurance with $1 Million in Coverage
Include any permits as required.
Please Submit Proposals to:
Youremail@youremaildomain.com
With contractors, it can be the wild west so proceed with caution and do your best to vet on the front end and cover yourself on the backend.