Large Spend Process [DRAFT]

1. Study: 2-3 days

Three trusted vendors survey the project and give guidance. We survey past project, talk with the team leaders, review invoices, learn from mistakes. We then have a good idea of a budget range and project approach. We have an idea of the budget, which allows us to define the project scope and specs.

2. Write the specification: 5 days

1. Scope of work to be performed
2. Specific standards for the work and materials
3. Alternatives (lower cost options)
4. Clean up
5. Manufacturer's warranty
6. Installer's warranty
7. Insurance
8. Workers comp
9. Own equipment
10. Start date/completion date
11. copy of vendors contract for management review/approval
12. Payment terms/ approval of completed job process
    • Payment terms should be informed by the vendors, but no more than 50% before completion, balance at completion (5 days), 10% holdback if punchlist (list of things that need to be corrected)
13. Proposal due date/time: submitted to the Management Committee via email at wasatchcommons@gmail.com by 5:00 pm SLC time on a management meeting day.

3. Send specs to all three vendors for feedback in writing: 2-3 days

Adjust as necessary, or review with member of management committee for solutions (when vendors can't meet requirements)

4. Prepare Request for Proposal (RFP) with management, get PO preliminary sign-off: 1 day

Send proposal to vendors via email with response due by email to the Management Committee via email at wasatchcommons@gmail.com by 5:00 pm SLC time on the specified management meeting day.

5. Attend the management meeting: 1 day

• Advocate for any preferred vendor
• Get PO number

6. Inform vendors of selection: 2-3 days

• Inform vendors only after terms are finalized/signed, insurance and other required documents are received
• Do not disclose the amount charged by other vendors. Get documents from selected vendor (insurance, etc.), execute contract.
• Inform all vendors by phone and email
• Vendors MAY NOT adjust pricing after bid submittal

7. Oversee the project, approve for payment: 15 days

• Supervise vendors when they are on-site

8. Debriefing

1. How did the project go?
2. What did we learn?
3. What went well?
4. What should we do differently next time?

9. Submit to project folder online

Questions/Additions: WIP

1. Disclose relationship to vendor, if any (friend, have we used them before, etc.)
2. How does this work for vendors that require a dispatch fee to assess the problem (plumbers, HVAC, etc)
3. What is the $ cost at which this process must be followed? $500?
4. Where is the project folder? Google Drive? Wiki?