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Recommendation from the highest level.  Thanks to Elite Property Services and Canyon Mesa HOA for being great clients!

Beacon Property Management Reference Letter

"I have been working with Empire Works for a little over a year and the entire time, they have provided outstanding service." 

- Rancho Cucamonga, CA

Obtaining Usable Bids - Identify the Misleading

Obtaining formal bids begins with specifications for the work to be done.  As we all know, the bids received are not always apples-to-apples because there are various ways of approaching a scope of work.  For instance, painting with one coat or two.  A bid for one coat of paint naturally will cost less than the bid for two coats.  However, the discrepancy with competing bids becomes increasingly more problematic when they appear to have the same approach for doing the work, i.e., they both specify two coats of paint. 

If two competing bids appear equal in terms of approach yet one bid is significantly lower than the other, this is a red flag.  When you notice red flags, ask questions.  The ultimate goal when soliciting bids should be to receive apples-to-apples bids.  This is the only way to obtain usable bids. 

To keep with the two coats of paint versus one coat example, here’s what you should know:

There is a difference between a real two-coat application and cross-hatching.  While cross-hatching is a perfectly acceptable practice, it is not a true two-coat process. 

What is cross-hatching?

• Painting (or spraying) in one direction (up and down) and again in another direction (left and right)
• It takes about 30% less time and 30% less paint than a true two-coat process
• The time and materials difference results in a lower price than a bid for a true two-coats
• The workmanship and quality are not comparable to a true two-coats

What constitutes a true two-coat application?

• The first coat of paint must be allowed to dry for one to four hours before the second coat is applied
• The first coat of paint is approximately 80% lighter than the final coat (this will allow you to visibly inspect the work and accurately determine if two coats were applied)   
• Each coat should be relatively thin for maximum durability and longevity, as opposed to one thick coat applied using the cross-hatching technique.

If two bids appear comparable in scope of work to be performed yet differ drastically in price, ask the contractors to define two-coats for you.  This will allow you to determine if the bid is for a true two-coats or if the bid is priced for cross-hatching.   This applies for other repair work as well, be it wood replacement or fence repairs.  If two bids differ significantly in price yet appear equal in scope, ask the contractor to explain their approach.  Yes, this seems like more work for you but it’s worth it in the long run. 

Paint Recommendations:

·        For the first coat, use a primer for the greatest durability.

·        To prevent a contractor from coming back a few minutes later to apply a thin second coat, require a dry time between coats of one to four hours depending on humidity and temperature.  For example, Phoenix requires less in-between dry time than Seattle. 

Paint Resources:

Paint problems guide

Color selection gallery

Colors by theme

Cari Stark

EmpireWorks Marketing

cstark@empireworkks.com

Did You Hire a Qualified Contractor?

You have a process for hiring contractors which likely includes a pre-qualification screening of the contractor’s license.  After all, the first step to ensuring your contractor is qualified to work on your property is to verify his license.  

However, this relatively easy step becomes increasingly more complicated when the contractor you hired to work on your property hires a subcontractor to perform the work. 

A subcontractor is not an employee of your hired contractor.  As a result, the subcontractor needs to have his own business license because the hired contractor’s license does not include him or any other outside entity. 

Why is it important for the subcontractor to have a license?

Hiring a legally licensed contractor minimizes liability to the association because you can rely on higher quality work from a contractor who has processes in place to protect you.  When you hire a reliable contractor you minimize the chances of project delays upsetting your residents and safety violations leading to lawsuits, amongst other things. 

A licensed contractor is qualified to work on your property because he is required by the contractor’s state license board to abide by and follow a higher standard of work: “Licensed contractors must follow industry policies and standards that promote health, safety, and the general welfare of the public related to construction” (Scott Joseph, The Management Trust).

How do you know if your contractor hired a subcontractor?

Require the written disclosure, in your contract, of all subcontractors.  In addition, require the contractor to provide a list of all subcontractors and include in the contract that all subcontractors must be approved by the Management Company or Association.  The contractor is legally obligated to disclose this information to you. 

How do you verify a subcontractor’s license? 

The process to verify a subcontractor’s license is identical to verifying your hired contractor’s license.  To learn how  to verify a contractor's license, click here.   

Have more questions?  Contact us. 

Written by Cari Stark 

Preparing for the Estimator

When your property needs work done, painting or reconstruction, there are steps you will need to take before the work actually begins.  One pretty important step is the estimator coming to your property to properly bid the work.  Here’s what you can do on your end to ensure the estimator’s visit is an efficient one.

Before the estimate is done, you will meet with the contractor and do a pre-walk.  The pre-walk will allow the contractor to fully understand what you want done to the property.  This will enable him to thoroughly and accurately bid the job during the estimate visit.  

STEPS TO TAKE WITH YOUR CONTRACTOR BEFORE THE ESTIMATE IS DONE:

Firstly, be very specific with the contractor in terms of the scope of work you want done to ensure everything you want worked on is included in the bid.  Don’t assume that that contractor will know exactly what you want done.  Even if something seems commonsensical and should go without saying, mention it anyway.  This especially applies for any unique item you may have on your property, such as a fountain in the middle of the community.  If you want that fountain included in the bid, notify the contractor in advance.  This will ensure the estimator includes it in the bid rather than having to make multiple trips to the property for missed items.

Secondly, make sure the estimator will have access to the property.  Give the contractor the gate code, pool key, club house key, etc. before the visit to your property to give the estimate.  

STEPS TO TAKE WITH YOUR RESIDENTS BEFORE THE ESTIMATOR ARRIVES:

Make your homeowners aware that the estimator will be on the property.  This way the residents will not be wary of a stranger roaming the property.  

Ask your residents to keep their gates unlocked so the estimator has access to the yard or porch.  Remind the residents to lock all doors and windows to the inside of their home to ensure absolute safety.  

Inform your residents to lock up their dog.  The estimator will not likely enter the yard or porch if the dog is loose.  This is for the estimator and the dog’s safety.  If the estimator cannot access the yard, he cannot properly bid that area (this applies to prep work for painting and wood replacement for construction, mostly). 

After the estimate is complete, meet with the contractor again to inspect the bid. Review the bid thoroughly to ensure it is exactly what you want done.   If the scope of work is not precisely what you want tell the contractor immediately. 

Have more questions?  Ask us here.  

 Written by Cari Stark