Step 1: Define your needs.
What do you want? What are your expectations? What is the expected end-result?
Submissions can be catalogued into 3 main themes:
1) Repair: compliance of electricity, replacing water heaters...
2) Maintenance: Cleaning drains, washing windows...
3) Improvements: painting the corridor, the bathroom, putting on the ceramics...
Step 2: Identify the source of the problem.
In the case of a repair it is important to identify the problem. This is essential before taking any other step: do not hide but solve the problem.
Often, finding the source is more complicated: having recourse to an expert may be required, both to determine the source of the problem as well as the solution.
Step 3: Establish the evaluation points.
In order to make your final choice and to be able to compare comparable points, you must determine in advance your tender:
- A written estimate which represents the work to be done (ditto for submissions for improvements and repairs);
- The estimate must be detailed and specific: for instance, 2 layers of latex paint of the Bétonel VIP brand, colour number 9298383 on all walls and ceilings identified on the attached plan;
- Establish a detailed schedule of the work (e.g. provide for closure of an alarm system during the work);
- Organize good coordination in order to foresee the presence of a tenant at home if you need access to his housing;
- Delay time for this type of intervention;
- Provide a 48-hours’ prior notice to confirm the important interventions.
Step 4: Establish the important criteria.
To plan your work and also to notify your tenants you must establish the:
- Starting date of the work;
- Duration of the work;
- Number of hours required for completion of the work;
- Penalties if there are any delays in the work;
- Or special precautions to take (for instance: no dust, regular cleaning, no debris in the public areas...).
Step 5: Requirement to confirm with the supplier.
The first verification should be to ensure that the supplier is accredited by the professional body to which he belongs (e.g. RBQ license, Competency card of the CCQ...).
- Number of years of experience;
- Creation of similar projects;
- Liability insurance;
- Type of equipment used (scaffold, waste containers, window cleaning...);
- The contractor must inform us of his operation (progress report of the works);
- Number of employees who will work on the project;
- The requirements for storage of equipment (e.g. container location, freeing the parking lot, parking permit at the City...);
- Access to the site (keys provided or a guide for supervision of the works);
- Type of electricity required;
- Need for access to electricity meters;
- Need for access to a water inlet.
Being successful with your applications of submission: Instructions
Step 1: Define your needs.