Your Guide to Understanding Projects & Maintenance

Intro

In the ever-evolving world of property management, every project brings an opportunity to enhance the living experience of residents and increase the value of a community. Whether it's an urgent repair or a planned aesthetic upgrade, each task demands careful planning, transparent communication, and efficient execution. We're committed to ensuring that every project, regardless of its scale, aligns with our shared vision of community excellence.

This guide aims to provide clarity on how we classify, manage, and price various projects. From understanding why we adopt a certain quotation approach to grasping the nuances of specialized projects, we believe in keeping our community partners well-informed every step of the way. Dive in to learn more about our processes and our unwavering commitment to your community's success.

Introduction to Project Classifications
Urgent Project Examples
Non-Urgent Project Examples
Community Enhancement Project Examples
Initiating a New Non-Urgent Project: A Step-by-Step Guide
Understanding Our Approach to Quotes
Community Enhancements & Optional Improvement Projects
Managing Projects Above $25,000

We classify our projects into three main categories: Urgent, Non-Urgent, and Community Enhancement.

Here's a comprehensive guide to help you understand the classifications and what you can expect from each category.

Urgent Project Examples:

Projects that demand immediate attention to ensure the safety, comfort, and well-being of the residents or occupants.
Potential fee(s): Project management fee

Elevator Malfunction: Non-functional primary elevator in a high-rise building.
Major Leak: Significant water leak in shared spaces or units.
Security Breach: Main entrance security system failure.
Fire Alarm System Failure: Non-operational fire detection and alarm system.
Power Outage: Complete or partial building power failure.
Gas Leak: Detected gas smell indicating a potential leak.
Broken Windows: Damaged windows in shared spaces due to various factors.
HVAC Failure: Building's HVAC system malfunction during extreme weather.
Blocked Emergency Exits: Obstructed or malfunctioning emergency exits.
Sewage Backup: Sewage back up in shared spaces or units.
Parking Gate Failure: Electronic parking gate malfunction.
Roof Damage: Significant damage to the building's roof.
Structural Concerns: Indicators of potential building structural issues.
Pool Contamination: Contaminated or imbalanced community pool.
Fallen Trees/Debris: Trees blocking roads or damaging community structures.
Broken Water Main: Broken primary water supply line.
Compromised Building Facade: Loose or fallen building exterior parts.
Faulty Common Area Lighting: Non-functional lighting in shared spaces.
Pest Infestation: Pest infestation in common areas or multiple units.
Sprinkler System Malfunction: Sprinkler system activation issues.

Non-Urgent Project Examples:

Projects that enhance property value, aesthetics, or functionality but can be scheduled based on various considerations.
Potential fee(s): Project management fee & additional quote fee

Lobby Renovation: Aesthetic upgrades to the lobby area.
Landscaping Enhancements: Beautifying common outdoor spaces.
Security System Upgrades: Upgrading an existing security system.
Roof Replacement: Proactive roof replacements.
Parking Lot Resurfacing: Parking lot improvements.
New Amenities Installation: Adding new community features.
Exterior Repainting: Fresh paint for the building's exterior.
Fitness Center Upgrade: Gym equipment replacements or expansion.
Common Area Redecoration: Decor updates in shared spaces.
Digital Signage Installation: Digital bulletin boards or directories.
Mailroom Modernization: Automated mail/package systems.
Carpet Replacement: Aesthetic carpet upgrades in shared spaces.
Energy Efficiency Projects: Green initiatives like LED lighting.
Pool Area Upgrades: Enhancements to the pool area.
New Flooring Installation: Aesthetic flooring upgrades in common areas.
Window Replacement: Proactive energy-efficient window installations.
Smart Building Features: Tech amenities like smart thermostats.
Water Feature Installation: Adding landscaping water features.
WiFi Infrastructure Upgrades: Improved connectivity in common areas.
Recycling Program Implementation: Green initiative recycling stations.

Community Enhancement Project Examples

Projects listed in this section, while not critical for property functionality, enhance its aesthetics, comfort, and long-term value.
Potential fee(s): $75 hourly rate & project management fee

Lobby Renovation: Upgrading the aesthetics of the lobby, including new furniture, artwork, and lighting.
Community Telecom Upgrade: Negotiating with telecom providers to get a community-wide discount in exchange for installing new infrastructure.
Landscaping Overhaul: Redesigning the common green spaces, gardens, or parks to enhance the community's appearance.
Playground Addition: Installing a new playground or recreational area based on residents' suggestions.
Fitness Center Upgrade: Expanding or renovating the community gym, including bringing in new equipment or creating specialized workout zones.
Rooftop Garden or Lounge: Designing and developing a rooftop space for tenants to relax or hold events.
Building Façade Upgrade: Redoing the exterior of the building to give it a modern or unique appearance.
Parking Lot Beautification: Adding green spaces, decorative elements, or artwork to the parking area.
Indoor Art Installations: Commissioning artists to create murals or sculptures for common areas in the building.
Smart Building Integrations: Upgrading the building with IoT devices, like smart lighting or heating, for tenant convenience.

Initiating a New Non-Urgent Project: A Step-by-Step Guide

When you're ready to kick off a new project, we're here to ensure it's a seamless and efficient process. Here's what you can expect:

Organizing Projects:
If you have several projects lined up, we'll help prioritize them and present an organized list for approval. Rest assured, we focus on one project at a time to ensure quality and efficiency.
Defining the Project:

We'll work closely with you to:

Detail the Scope: Understand every aspect of the project. For a repainting request, we'll discuss the specific areas involved, whether it's walls, doors, trims, etc.
Assess Urgency: Determine the level of urgency—high, medium, or low.
Evaluate Necessity: Ascertain the importance of the project. While addressing a roof leak is crucial, other projects might be more about aesthetics or comfort.
Plan the Timing: Discuss the ideal start time for the project. We'll advise on the best timeline and potential vendor considerations.
Estimate Costs: Before diving in, we'll see if a preliminary cost estimate is possible and provide an initial quote.
Discuss Funding: We'll explore the payment strategy. If the project wasn't budgeted for, we'll discuss financing options and ensure clarity on the funding front.

Engaging Experts:

Once we're clear on funding, we'll reach out to the right experts for a quote. We collaborate with a range of professionals, some of whom might have charges for detailed quotes, especially in specialized domains.

Understanding Quotes:

Based on the project's scale, we'll provide:

Up to $2,500: A single quote.
Between $2,500 and $15,000: Two quotes for your consideration.
Above $15,000: Three comprehensive quotes.

If you'd like more options, we're happy to provide additional quotes at an hourly rate of $75.

Understanding Our Approach to Quotes

Our aim is to serve you effectively, efficiently, and transparently. Here's the rationale behind our quotation process and fee structure:

1. Efficiency and Time Management:

Obtaining and reviewing quotations is not a simple task. It requires detailing the project scope to vendors, assessing each proposal, and ensuring alignment with your needs. We value both your time and ours, striving to manage it effectively without sidelining other critical tasks.

2. Quality and Vendor Relationships:

We've fostered strong bonds with our trusted vendors over time. Continuously seeking quotes without proceeding can strain these relationships. This can impact not just our reputation, but also future project costs and responsiveness. By engaging with select vendors consistently, we maintain high quality standards and avoid work inconsistencies.

3. Readiness for Emergencies:

In urgent situations, a responsive vendor network is crucial. Our approach ensures our vendors prioritize our requests, resulting in quicker resolutions for you.

4. Equity and Fair Resource Allocation:

We operate on a shared cost model, allowing us to serve multiple communities efficiently. When specific tasks, like procuring multiple quotations, go beyond the standard scope, they can strain resources. The $75 hourly rate for additional quotations ensures that communities seeking these services cover the costs, preventing these expenses from being distributed across all clients. It's about fairness and ensuring clients pay for the specific services they utilize.

5. Decision-making Clarity:

A streamlined approach to quotations supports clear and expedited decision-making. It aids efficient planning, resource allocation, and ensures that specific community demands don't affect the quality of service for others.

6. Commitment to Excellence:

Our fee structure and the way we handle quotations reflect our dedication to excellence, fairness, and equity. We prioritize every community's unique needs while ensuring equitable service delivery.

We appreciate your understanding and always welcome any questions or concerns. Our policies, including our approach to quotations, are designed with your best interests in mind.

Community Enhancements & Optional Improvement Projects

we recognize the importance of projects that, while not immediately essential, significantly elevate the quality of life within a community. These projects enhance aesthetics, add comfort, and increase long-term property value.

Understanding Our Pricing for Special Projects:

Our commitment is to offer top-tier management services while ensuring transparent and equitable pricing. Here's why there's a specific charge for community enhancement projects:

Specialized Expertise: These projects often demand unique knowledge and skills. Our team invests extra time and resources to ensure these enhancements meet the highest standards.
Shared Cost Model: Our operational model is designed so that every community contributes to our operational costs. This model allows us to efficiently serve multiple communities. When specialized projects come into play, we adjust our charges to maintain this model's integrity and ensure all communities receive consistent, high-quality service.
Charges Explained: For community enhancement or optional improvement projects, there's a $75.00 hourly fee for the first hour, with subsequent charges in 30-minute increments. These charges cover tasks such as in-depth vendor communication, understanding project intricacies, and collecting tailored proposals.
Board Flexibility: If your community's board wishes to be hands-on, they can form a committee to gather project quotes directly. We're here to support, providing necessary vendor contact details to facilitate the process.

Our goal is to bring value to every community, ensuring clear communication and transparency in every endeavor. If you have any questions about these projects or the associated costs, please reach out.

Managing Projects Above $25,000

For significant projects that exceed $25,000, we provide multiple management options to ensure everything runs smoothly and meets your expectations:

Option 1: Dedicated Project Management

You can opt for a specialized project manager who will be dedicated to your project, overseeing every detail from start to finish.

Option 2: Board-Led Management

If preferred, the board can take a hands-on approach, managing the project directly with our guidance as needed.

Option 3: Team Management (With Fee)

Our expert team can handle the entire project. The management fee is based on the project's quotation:

Quotations from $15,000 to $100,000: A fee of 2.5% of the quoted price.
Quotations exceeding $100,000: A fee of 1.5% of the quoted price.

A Note on Quotation Validity:

Please be aware that contractor prices can fluctuate over time. Factors like inflation, changes in material costs, and labor rates can affect a quote's validity. It's a good idea to move forward with a quote sooner rather than later to lock in the pricing.

Our Recommendation:

To ensure a seamless project flow and represent the community's interests, we suggest the board form a dedicated project committee. This committee can collaborate closely with whichever management option is chosen, making sure all community concerns are addressed.