How Our ROC Hires Contractors
Recently members asked how the board chooses contractors. It’s a good topic to review.
Our Procurement Policy sets our rules for choosing contractors. It allows exceptions in an emergency. And on big infrastructure projects, any publicly funded grants or loans set their own, very rigorous criteria for getting bids and choosing contractors.
Members of Westbury Coop can request a copy of the procurement policy by contacting the Board Secretary.
FAQ
Q: What does the board consider when choosing a contractor?
A: Cost is a major factor but not the only one. We also look at
- Knowledge of our community. The bigger the learning curve the more this matters. Our property managers, engineers, and other key contractors know us well; shifting to a new one can cost a lot in learning time and increase the risk of mistakes.
- Quality of past work for us or similar clients – skill level, reliability, clear communication, etc. A low bid can turn out costly if the work is poor.
- Availability, especially for time-sensitive projects.
Q: Are we required to always get three estimates?
A: It is the right general practice but not a hard-and-fast requirement. For one thing, we can request multiple bids but we don’t control whether they come in. Also, for ongoing work like plowing or trash hauling it is not a good use of time to get new bids every year; doing it every two or three is enough to ensure prices are still competitive.
Q: When does the Board decide on the which contractor or vendor we will be using.
A: Bids & proposals are placed on the agenda for discussion/vote for an upcoming Board meeting. The agenda is provided to all Westbury residents 3 days prior to the scheduled meeting.
The Board meetings are open to all the Westbury Coop Members