CCI Newsletter 3 - 2021-2022

→ waiting for his proposal, and that she hoped he would be cheaper than the bids they currently had. TIP: It is more ethical and can even cause reason for legal challenge if you do not collect and distribute the quotes at the same time. JW relied on an old staple that wasn ’ t in his bAs the scope of work was open to contractor proposals (rather than filing out a form for a set price), when all the quotes came in, they varied in formality from letters to 2 - line emails. Our Hero made calls to all 5 bidders to ensure that the contractor had understood the scope. Similarly, the cost varied widely. The lowest bid was recognized as too low to have properly considered the fancy and more expensive wallpaper. As Joe Wallpaper was the low quote (that we readers know was too low), our Hero recommended the board proceed with him for this work. TIP: The lowest bid should not be accepted without confirming, in writing that the scope is properly accounted for. Despite their lack of formality to this point, our Hero did not forget to issue a formal PO Instead of including the notes from their email scope of work, however, they issued the PO based on the wording of the 2 - line email that Mr. Wallpaper provided in his quote (notable missing term: former rhinoceros - based wall coverings). Joe Wallpaper accepted the PO and asked for a 20% deposit to get the project moving. This surprised our Hero, as a deposit was not considered as part of this project and they were forced to scramble to get the deposit paid. They asked for clarification from Joe Wallpaper as to why this was only being brought up after the PO was issued. Mr. Wallpaper did not provide any, and the manager did not follow up. TIP: Define the payment schedule in either the Request for Quote or in the PO, if it is not defined in the quote. Our Hero had worked with contractors before and knew some basics. They asked JW to submit all start up documents but JW submitted an expired WSIB insurance certificate and a liability certificate that did not name the condo or CM as additionally insured. Our Hero, unsurprisingly, did not notice. TIP: Include required document list in PO and make them required for payment. JW, knowing that he was going to perform demolition on an older building, and that some older plaster could

contain asbestos, requested a Designated Substance Report. Through good luck, the corridors ’ DSR came back as not containing asbestos, however obtaining the report delayed the start of the project by 2 weeks, because it wasn ’ t done in advance. On the first day of the project, JW mentioned that the lights would have to be removed and reinstated to replace the wallpaper and indicated an electrician would be required to perform the work and that this was not included in their bid. Although our Hero felt that it should have been obvious that the lights needed to be removed and reinstated to replace the wallpaper, they did not explicitly ask for it in their documents. They capitulated to Mr. Wallpaper and asked for a price to remove and reinstate the lights. Our narrator takes a deep sigh, a long sip of bourbon, knowing exactly what ’ s coming, and carries on. The board freaked out at the price, frustrated that the lights were not included in the bid, and blamed our Hero for not including them. The Board immediately tried to control these costs and instructed our Hero to have the building electrical contractor, Shocks Inc. provide the work directly to the corporation to save on overhead mark - ups. Unbeknownst to our Hero , the Ministry of Labour considered the Condominium the constructor in charge of health and safety whenever JW and Shocks Inc. worked in the same area. Our Hero avoided danger and fines this time, but an inspection from MOL or an injury on site could have led to fines and liability to our Hero and the Corporation. TIP: It only takes a call from one owner to bring the MOL to site. Check requirements before starting projects with more than one contractor here . Predictably, Joe Wallpaper installed the wrong wallpaper throughout the first floor. Our Hero had not arranged for a mock - up of a small area so that everyone could see what they were getting, and the incorrect material wasn ’ t noticed until JW started on the second floor. id (and not reflected in the PO). Despite this, our Hero begged, pleaded and referenced the original email where they asked for the fancy wallpaper to be included. JW relented begrudgingly. TIP: Include the requirement for a mock - up in the RFQ and PO, as this is the easiest way to catch a mistake. Joe Wallpaper continued with the project; however, the issues continued to multiply. Invoices were irregular and erratic, but they were under total project costs

CCI Review 2021/2022 —March 2022 - 25

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