FRCA Procedure for Contracting
These instructions with the forms can be downloaded:
The Falls Run Community Association Board of Directors (BoD) has established the following procedure to be used in obtaining a contract for goods or services.
A committee or group desiring to contract will fill out a Request to Seek Contractors form and submit it, preferably electronically, to both the Finance Committee for review and to the BoD for approval.
When the BoD gives approval to proceed, the committee or group desiring the contract will assist the Property Manager in preparing a request for proposals (RFP) to be sent to selected contractors.
When proposals are received, the committee or group desiring the contract will evaluate the proposals. Using a Request to Award Contract form, the committee or group will submit its recommendations, preferably electronically, to both the Finance Committee for review and to the BoD for approval.
When the BoD gives approval, the Property Manager will carry out any necessary action to award the contract.
23 January 2008
Request to Seek Contractors
Committee: Date:
Chairman or requester:
Contract desired is (renewal _____, new ______):
General description of goods or services needed:
Why is it needed; what problem will it solve?
When is it needed, and why is it needed then?
What happens if no action is taken?
Estimate the cost and explain how the cost estimate was obtained.
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Provide a Statement of Work (SOW) to be sent to candidate contractors, including:
1 – A detailed and precise description of what is needed or what needs to be done. (Don’t say “Paint the walls in room A”. Tell the color, flat or gloss, how many coats, primer needed, what wall preparation is to be done, and other information important to getting the job done the way you want it.)
2 – Drawings and/or specifications if they help describe and identify what is needed.
Other important information?
Candidate contractors: (Contractors known to provide needed goods or services.)
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Request to Award Contract
(Attach Request to Seek Contractors form)
Committee: Date:
Chairman or requester:
What goods or services will be provided:
Recommended contractor(s):
Duration, or start and end dates, of contract:
Cost of contract:
Provide spreadsheet(s) showing which contractors made proposals, cost information for each contractor, evaluation criteria used (e. g., cost, references, quality of product, prior experience, age of business, quality of personnel, quality of equipment, timeliness, etc.), and ranking of contractors based on evaluation criteria.
Briefly, summarize why this contractor is recommended?
ATTACH REQUEST TO SEEK CONTRACTORS FORM
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