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Comparing strata management proposals

Score each proposal on the six rated criteria in your RFP (R1 to R6), out of 100, before council votes. Every firm is scored on the same sheet.

No account · Nothing is sent to any firm

Score the proposals

Score on your own before the meeting, 0 to 5 a row (0 = does not meet, 3 = meets, 5 = exceeds). Each row is worth the points your RFP gave it, so the total is out of 100.

Have the proposals as files? Review them first
Criteria Points
R1 · Firm capacity and assigned managerWho your manager would be, how many buildings and units that manager already carries, and who covers when they're away. Ask how many managers have left the firm in the last two years. 20
R2 · Relevant experienceHow many buildings like yours the firm manages now: similar size, type and area. Comparable buildings count for more than a big portfolio. 20
R3 · Service approach and service levelsHow the firm will handle each service you listed, with response times and how quickly meeting minutes go out, in writing. Ask for a sample monthly financial package. 20
R4 · References and standingCall the references in Appendix B and ask if they would sign again. Check the firm's licence and any penalties on the BCFSA register. 15
R5 · Local presence and emergency responseWhere your manager works from, which local trades the firm uses, and who answers the after-hours emergency line. 10
R6 · Fees and valueCompare the full fee schedule in Appendix A, not just the base fee: Form B and Form F charges, meeting and project fees, and any markup on invoices. Give the lowest complete total a 5 and score the others lower in proportion. 15
Weighted score Proposal A0/6 scoredProposal B0/6 scoredProposal C0/6 scored
Up to 5, one for each firm in your top 5.

Ranking of fully scored proposals

    0 of 18 scores entered. 0 of 3 proposals fully scored. Score every criterion for at least two proposals to compare them. Incomplete proposals are excluded from the ranking.

    How to use this in a council meeting

    1. Each council member scores each proposal on each criterion, 0 to 5, on their own, before discussion. Use the scoresheet above or print the criteria.
    2. Collect scores. Compute each proposal's total and its per-criterion average. Find where scores diverge most sharply between council members.
    3. Discuss the divergences before the totals. If two council members score the same item 1 and 5, that is the thing to discuss first.
    4. Shortlist two proposals and call the references each firm listed in Appendix B of its proposal.
    5. Call the references. One question: Would you sign again today, knowing what you know now?

    Questions councils ask

    Should council pick the lowest strata management fee?

    Council should not pick the lowest fee by default. A lower base fee can hide extra meeting charges, project administration fees, Form B and Form F fees, or weak manager capacity. Compare the full fee schedule and the service commitments together.

    Can we use this sheet for proposals we didn't request with the RFP builder?

    Yes, if you told firms these six criteria and their points before they replied. If a firm asks how it was scored, council can then point to what it published. Scoring firms on criteria they never saw is hard to defend.

    Find firms to ask for proposals

    Browse management firm records or see your top 5. Check capacity and service details with each firm before sending your RFP.

    See my top 5 How the top 5 is scored