Frequently Asked Questions about engineering, property inspections, reserve studies, and construction projects for condominiums.
Engineering
Engineering encompasses a broad field of study and practice that includes dozens of disciplines and sub-disciplines. The bottom line is that engineers solve problems.
Wikipedia states: "Engineers work to develop economical and safe solutions to practical problems, by applying mathematics, scientific knowledge and ingenuity while considering technical constraints.”
Engineering at its core is a noble profession that is dedicated to the safety and advancement of society. Engineers are sometimes characterized as introverts who think too much and have a seemingly unhealthy interest in math, and, unfortunately, this stereotype does contain an element of truth.
However, successful engineers must also be able to think creatively, collaborate well with other professions, maintain the highest ethical standards, and communicate clearly to their clients and the non-engineering public. A good sense of humor doesn’t hurt either.
What are the major disciplines of engineering?
There are four major disciplines of engineering that Condo properties interact with: Civil, Structural, Mechanical, and Electrical.
Civil Engineering is the most common and most broad of the engineering disciplines. It deals with the design and construction of buildings, roads, bridges, tunnels, water supplies, waste systems, drainage systems, and other public works. Most civil engineers specialize in one of the following sub-disciplines: environmental engineering, geotechnical engineering, transportation engineering, structural engineering, water resources engineering, materials engineering, surveying, or construction engineering.
Note: most of the information on this site falls into the category of construction engineering, as this is Noblin & Associates’ area of expertise.
Structural Engineering emerged out of civil engineering to become its own specialty discipline. Structural Engineers must typically pass one or more additional specialized exams beyond the Civil P.E. exam. Structural engineers possess advanced analysis and design skills that are used for more complex projects such as high-rise buildings, bridges, towers and other large structures. Structural engineers make sure that a structure can support its own weight (dead load) and the anticipated usage loads (live load), plus adequately resist environmental loads imposed by wind, snow, and earthquakes, for example.
Mechanical Engineering is a fairly broad discipline that deals with the design and construction of HVAC systems, plumbing systems, fire protection systems, manufacturing systems, and machinery. Mechanical engineers must possess a solid understanding of core concepts including mechanics, kinematics, thermodynamics, fluid mechanics, heat transfer, materials science, and energy.
Electrical Engineering is a very broad discipline that deals with the design and construction of electrical and electronic systems, such as electrical circuits, generators, motors, transformers, and electromagnetic devices.
What is a Registered Professional Engineer?
In the United States, “Professional Engineer” is the term for an engineer that is licensed by the State government to offer their professional services directly to the public. Registered Professional Engineers have the authority to sign and stamp construction documents, engineering reports, drawings, and calculations, and they bear legal responsibility for the documents they stamp.
In order to become licensed as Professional Engineer (P.E.), an engineer must meet a rigorous criterion of education, work experience, and technical examination. For example, a typical journey to becoming a P.E. might start with a Bachelor’s degree in engineering followed by passing the 8-hour Fundamentals of Engineering exam. Then, depending upon their education, the aspiring engineer would have to work for 4-8 years under the supervision of a P.E., and finally apply for and pass the 8-hour Principles and Practice of Engineering exam.
In Massachusetts, P.E.s are licensed by the Board of Registration of Professional Engineers and Professional Land Surveyors.
What types of services do engineers provide to condos?
Engineering services for condominium properties generally fall into one of these four categories:
1. Property Inspections - How good (or bad) of shape is your property in? Usually, the individual members of a condo community have differing opinions on this topic. What would a professional say?
An engineer can provide an independent, objective evaluation of your property and give you guidance on where to prioritize your resources in managing your property, both now and in the future. Some engineering inspections are broad and routine in nature, while others are targeted and performed in response to known issues and concerns. Common engineering inspections performed at condominium properties include reserve studies, condition surveys, and transition inspections. See the Property Inspection FAQ for more information on this topic.
2. Investigation and Design - You know you have a problem, but maybe you’re not sure yet what’s causing it. More importantly, how do you fix it?
Determining the source of a problem is the first step in solving it. An engineer can draw upon their experience with other similar projects to pinpoint the most likely sources of an issue and then carry out a targeted investigation to nail down the problem. The cost of engineering involvement is quickly recovered by the Association in the time and money saved by avoiding the alternative of a series of ineffective, trial and error repair attempts that don’t address the core problem.
Once the problem is identified, an experienced engineer will be able to advise the Board of Trustees on possible repair approaches to take and the respective costs associated with the work. Once the repair approach is selected, the engineer will prepare detailed design documents that are specifically tailored to the problem at hand for a contractor to follow in making the repairs. Good engineering design takes into account all of the technical, financial, and temporal constraints for a given project, and finds the best overall solution to the problem. See What Defines a Successful Construction Project? for more information on this topic.
3. Construction Oversight - You’ve come up with a plan to fix the problem, but it’s going to be time consuming and expensive. The Board may not have experience with projects of this nature or size, and they want to make sure the work is done right and that the condo’s reserve funds aren’t spent foolishly.
An engineer can provide project administration services and contractor oversight to help ensure that the project is done right, is kept on budget, and is completed in a timely manner. The engineer typically performs a variety of services during a construction project, including inspecting the contractor’s work, reviewing payment requisitions, and giving technical guidance for change orders and other unforeseen construction issues that arise. For more information on this topic, see Why Hire An Engineer?
4. Dispute Resolution - Something went wrong. Now, what do you do?
Maybe the contractor is asking for more money, or maybe there are concerns regarding the quality of their workmanship. Perhaps you just joined the Board at a brand new property, and you suspect that the developer cut corners and is trying to get out without addressing the problems. Maybe you feel that you were taken advantage of by a contractor, because the problem has shown up again!
These are common situations where an engineer can be invaluable to the condominium association. An engineer can serve as an independent third party with the expertise and authority to step in, negotiate an agreement, and help move things forward. Sometimes, involving an outside engineering company puts enough pressure on the contractor or developer so that litigation can be avoided, saving all parties an immense amount of money, time and aggravation. Often, registered professional engineers are called upon to provide expert testimony in the courtroom when matters do proceed to trial.
How much do engineering services cost?
It depends on the nature of the project. For small projects and consulting work, engineering services are usually billed out at an hourly basis. Hourly rates for engineering consulting are typically in the range of $100-$300 per hour, depending upon the nature of the work.
Engineering is also frequently performed based on lump sum fees where a well defined scope of work has been established. Examples of lump sum billing at a Condominium might include a reserve study or the preparation of a design specification package. For most condominium construction projects, engineering fees usually end up totaling around 7%-12% of the total contract cost.
Property Inspections
What does a typical engineering inspection entail?
Most engineering inspections at condos are visual and non-destructive. During a typical property inspection, the engineer will meet briefly with a knowledgeable person (Trustees or Property Manager) to review the issue of concern, and then they will perform a visual inspection of all areas they judge to be related to the problem. Any obvious construction defects, workmanship issues, or deterioration will be documented with written notes and photographs.
Depending upon the nature of the inspection, the engineer may probe a little beyond the surface where possible, such as by lifting asphalt shingles to check for underlayments, or by looking behind vinyl siding for building wrap, for example. Typically, no destructive examination is performed during an initial inspection unless it was requested and agreed upon by the owner (see below).
Usually, an engineer’s main inspectional tools consist of a notepad, a camera, a tape measure, binoculars, a flashlight, and some basic hand tools. Sometimes additional specialized tools such as surveying equipment, moisture meters, thermometers, and infrared cameras are used as well.
For smaller targeted inspections, such as leak investigations, the engineer will usually prepare a letter style report summarizing their findings, recommendations, and cost estimates, with photos attached to back up their findings. Larger inspections, such as reserve studies, condition surveys, and transition inspections, are much more involved and usually require multiple days on site and substantial follow-up time in the office to prepare the report.
What is destructive examination?
Destructive examination refers to the removal of materials in order to allow for visual inspection and evaluation of areas previously hidden from sight. Examples of destructive examination include: taking a test cut at a rubber roof to check the thickness of the insulation; coring through asphalt pavement to check thickness and sub-grade materials; removing siding or trim to check for flashing conditions around a window. Destructive examination is typically only performed when absolutely necessary and with full approval of the property owner. Usually, a contractor is hired to repair the areas after the engineering inspection is completed.
A reserve study is the most common type of property inspection performed at Condominiums and other community associations. A reserve study report is a financial tool utilized by property owners to budget and plan for future capital expenditures. Reserve studies are also sometimes called capital reserve studies or capital replacement studies.
A reserve study contains two main parts: the physical description of the common area elements, and a financial plan for preparing for future replacement expenses. It answers these three main questions:
1. What do you have?
2. How long will it last?
3. How much will it cost to replace?
Click here for more information on reserve studies, or here to download a sample reserve study.
A condition survey is a property inspection that goes into more depth and detail than the visual inspection performed during a reserve study. Also, whereas a reserve study is concerned primarily with planning for future projects, a condition survey focuses on the present condition of the property and identifies current or near-future repair needs.
Condition surveys usually include a thorough review of any plans or other documents available for the property, a questionnaire survey of the unit owners to identify unit-specific concerns related to the common areas, and more in-depth field inspections (i.e. checking for construction defects and workmanship issues, accessing attics and unit interiors, for example).
A condition survey report will contain detailed description of the condition of the common area elements as they relate to the Building Code and good workmanship practices, and it will provide recommendations and cost estimates for repairing any problems identified in the report.
Typical condo condition surveys cover all of the common area elements at the property, including the building exteriors, interiors, and site components. Condition surveys can also be targeted to focus on particular building components or areas of concern, such as the roofs or the mechanical systems, for example. See Building Envelope Condition Survey below.
A condition survey can also be performed in combination with a reserve study to produce a report that will not only help the condominium plan for future repair projects, but will also help them address current needs as well.
Click here to download a sample Condition Survey.
What is a transition inspection?
A transition inspection is a condition survey that is performed during the period of time when a newly formed condominium is transitioning from the developer’s control to the control of the elected board of trustees.
All newly formed condominiums, whether new construction or retrofit/rehab construction, should strongly consider having a transition inspection performed.
The transition inspection will identify any code violations, construction defects, and/or workmanship issues at the property that the developer has not yet addressed. It will also provide budgetary cost estimates for making the recommended repairs if the developer fails to do so and the condo is forced to bring in outside contractors. Usually, the board of trustees can use the transition inspection to help motivate the developer to wrap up any unfinished work at the property.
Even if the trustees cannot come to an agreement with the developer, the transition inspection will still serve as a valuable tool in moving forward with managing the property and allocating resources to top priority items.
Like a condition survey, a transition inspection can also be performed in combination with a reserve study to produce a report that will not only help the condominium address current issues, but will also help them plan for future capital projects.
Click here to download a sample Transition Inspection.
What is a building envelope condition survey?
A building envelope condition survey is a targeted condition survey that focuses on the outside “envelope” of the building. The building envelope typically includes the roof, exterior walls, windows, doors, and foundation of a building. No interior building components or site components are usually included in the inspection.
Like a typical property condition survey, the building envelope condition survey report will provide recommendations and cost estimates for addressing problems at the outside of the building (leaks, for example).
Other targeted condition surveys commonly performed at condominium properties include roof condition surveys, exterior wall condition surveys, and balcony/deck condition surveys.
Click here to download a sample Building Envelope Condition Survey.
What is a fire escape certification?
Many older condominium buildings in New England still have metal fire escapes and balconies that are supposed to help people get out of the building during a fire. It is essential that fire escapes be properly maintained and kept in good condition for safety reasons.
In Massachusetts, property owners (including condominium associations) are required by law to have their fire escapes inspected and certified for safety every 5 years. These inspections must be performed by a registered professional engineer or another qualified individual acceptable to the local building official.
What is an annual roof inspection?
Most modern roof systems in New England last around 20-25 years before they have to be replaced. Roof replacement projects are very expensive, and most condominiums try to delay roof projects as long as possible for this reason. The best way to extend the life of a roof is through regular inspection and maintenance, typically recommended at least once a year prior to the winter.
An annual roof inspection typically consists of accessing and walking all of the roof areas and carefully looking for any damage or material defects that may have developed since the last inspection, with particular attention given to any areas of active leakage. If problems are found, a roofing contractor is usually contacted to come and make the appropriate repairs.
On low-slope membrane roofs, common problems that occur over time include membrane punctures (a worker drops a tool onto the roof, for example), failing adhesives at membrane seams and flashings, sharp objects or trash on the roof, loose or raised fasteners, deteriorate caulking or pitch pockets at penetrations, ponding water, and/or clogged roof drains.
At pitched shingle roofs, common problems found include exposed nail heads, lifted flashings or shingles, deteriorated caulking at penetrations, clogged gutters, cracked shingles, and/or torn or blown-off shingle tabs.
Click here to download a sample Annual Roof Inspection.
Reserve Studies
A reserve study report is a financial tool utilized by property owners to budget and plan for future capital expenditures. Reserve studies are also sometimes called capital reserve studies or capital replacement studies.
A reserve study contains two main parts: the physical description of the common area elements, and a financial plan for preparing for future replacement expenses. It answers these three main questions:
1. What do you have?
2. How long will it last?
3. How much will it cost to replace?
Click here to download a sample reserve study.
Why is a reserve study important?
There are several reasons why a condominium should have a reserve study done (and why it should be updated regularly).
First of all, it’s common sense. No one likes to be caught off guard by an unexpected repair bill. Reserve studies help condo associations plan for future expenses. This helps avoid special assessments to owners and it gives owners a legitimate sense of peace and stability knowing that a plan is in place.
Secondly, it is required by law in some states. Massachusetts state law requires that condominiums maintain “adequate” reserves. The reserve study is the legally recognized financial tool used for determining whether a property’s reserve fund is adequate.
Thirdly, reserve studies and funding plans are often requested by banks and other parties involved in real estate transactions at condominiums. This is a recent development that was implemented by Federal lending agencies due to recent economic conditions. If there is no adequate reserve fund plan in place, the buyer may not be able to get financing for the sale, and the owner could then seek damages from the Association for mismanagement of the property.
What types of components are included in a reserve study?
In order to be included in the reserve study, a property component must meet the following four criteria:
1. It must be part of the Common Area Elements. The Common Area Elements are usually defined in the condo's Master Deed.
2. Its replacement cost must be greater than the maximum allowable expense threshold established for the operating budget.
3. It must have a limited service life.
4. It must have a determinable service life within the scope of the reserve study parameters (i.e. 30 years, for example).
The following components are typically included in a reserve study:
Roofing, siding, windows and doors (if common area), light fixtures, wood decks, asphalt pavement, fencing, signage, carpeting, mechanical equipment, etc.
What is not included in a reserve study?
Reserve studies will not cover items that do not meet the four criteria listed above.
First of all, if an item is defined in the Master Deed as the Unit Owner’s responsibility, such as the water heater or patio door, for example, then that item will not be included in the reserve study.
Secondly, some items are very inexpensive to replace and can easily be addressed out of the operating budget when the need arises. Items like small circulator pumps, small signs, or small appliances often fall into this category. These items are usually excluded from the reserve study.
Thirdly, some property components remain serviceable for many years and do not have a remaining service life that can be reasonably estimated or determined. Examples of such items include foundations, brick or stone masonry walls, underground utilities, and building infrastructure items (i.e. plumbing, wiring, structural framing). These items are usually excluded from the reserve study.
Finally, some items are expected to remain serviceable beyond the scope of the reserve study parameters. For example, for a reserve study with a 30-year projection window (common), items that are expected to last longer than 30 years will not be included. Eventually, these items will be added to the component list in the reserve study at the appropriate time. Examples of components that have predictable, but long service lives include some exterior siding materials, concrete site components, and interior doors, for example.
What are the steps of performing a reserve study?
Generally, preparing a reserve study for a condominium includes the following work:
1. Review the Master Deed to determine which items are defined as the Common Area Elements.
2. Determine the ages of the various common area elements. This step relies on information provided by the Property Manager, Trustees, and/or other persons knowledgeable about the history of the property and any recent projects performed.
3. Quantify and visually inspect the condition of the common area elements. This typically includes a lot of measuring and counting, as well as a visual assessment of the condition of the common area elements. For example, all of the asphalt pavement will be measured, and it will also be inspected for cracks, potholes, and general wearing condition.
4. Review the existing reserve funding strategy and the reserve fund account balance.
5. Estimate the replacement costs and the remaining service lives for the common area elements.
6. Establish a future funding strategy that will properly address future expenses at the property.
How much do reserve studies cost?
Reserve studies typically cost in the range of $3,000-$6,000 for an average condominium property in New England. The price will vary depending upon a range of factors such as the number of condo Units, the number and types of buildings, the age of the property, the complexity of common area elements, and the site amenities.
How often should a reserve study be updated?
A reserve study should be updated at least every 3-5 years. Updates should also be performed following any significant projects performed at the property that would affect the funding plan.
Construction Projects
What defines a successful construction project?
There are three basic components to a construction project: Cost, Schedule, and Quality. In a perfect world, a construction project would excel in all three areas. The ideal project would be completed for the least amount of money and as fast as possible, but with the best materials and by the most skilled craftsmen. Unfortunately, this scenario just isn’t realistic.
A successful construction project is a project that balances all three project components as best as possible, but, above all, meets the primary needs of the condominium. When preparing for a construction project, the condominium association should decide what their highest priority is (cost, schedule, or quality), and they should be prepared to compromise on one or more of the other aspects of the project.
For example, if cost is the most important factor for a project, then the condo owners may have to accept less-skilled labor, lower quality materials, an abbreviated scope of work, or a longer project schedule (or a combination thereof). Usually, the contractor with the cheapest price is selected, and the condo typically won’t hire outside professionals like engineers or property managers to assist in the project. In our experience, most condo communities can tell stories of money wasted on cheap repair projects that just didn’t last.
The adage usually holds true: “You get what you pay for.”
Similarly, if a project has tight schedule, or if there are emergency repairs that must be made immediately, the condominium should expect to compromise on the project cost, and possibly on the quality of workmanship as well. If a contractor has to put off their current projects and clients to accommodate you (for emergency repairs, for example), they will usually demand a premium price. For projects that must be completed within a set timeframe, the contractor may have to increase their normal price to cover the costs of larger work crews and overtime pay in order to meet the schedule. Finally, it should also be kept in mind that workers that are under pressure to get a job done fast are more likely to make mistakes and cut corners. For these reasons, it is usually in the best interest of the property owner to give the contractor control over the project schedule (within reason).
In our opinion, quality should always be considered the most important factor for condominium construction projects. Condominiums are unlike other residential or commercial properties in that they never change ownership. Yes, individual condo units are bought and sold every day, but the condominium association always remains. The association can’t do a cheap fix and expect to walk away consequence free like a typical homeowner might in selling their house. The decisions of the past led to where your community is today, and today’s decisions will direct your condominium’s future. A condominium association must always be thinking long-term.
We understand that funding is usually scarce, however, condos must recognize that they cannot afford to do a major capital project twice because mistakes were made the first time. Quality means investing in a skilled contractor, proper materials, experienced property management, and professional engineering design and oversight services to make sure every project is done right, and done right the first time. Yes, the costs will be higher and the project may take longer to implement, but the long-term value realized by the condominium association will more than make up for these initial sacrifices.
There are three basic components to a construction project: Cost, Schedule, and Quality. In a perfect world, a construction project would excel in all three areas. The ideal project would be completed for the least amount of money and as fast as possible, but with the best materials and by the most skilled craftsmen. Unfortunately, this scenario just isn’t realistic.
A successful construction project is a project that balances all three project components as best as possible, but, above all, meets the primary needs of the condominium. When preparing for a construction project, the condominium association should decide what their highest priority is (cost, schedule, or quality), and they should be prepared to compromise on one or more of the other aspects of the project.
For example, if cost is the most important factor for a project, then the condo owners may have to accept less-skilled labor, lower quality materials, an abbreviated scope of work, or a longer project schedule (or a combination thereof). Usually, the contractor with the cheapest price is selected, and the condo typically won’t hire outside professionals like engineers or property managers to assist in the project. In our experience, most condo communities can tell stories of money wasted on cheap repair projects that just didn’t last.
The adage usually holds true: “You get what you pay for.”
Similarly, if a project has tight schedule, or if there are emergency repairs that must be made immediately, the condominium should expect to compromise on the project cost, and possibly on the quality of workmanship as well. If a contractor has to put off their current projects and clients to accommodate you (for emergency repairs, for example), they will usually demand a premium price. For projects that must be completed within a set timeframe, the contractor may have to increase their normal price to cover the costs of larger work crews and overtime pay in order to meet the schedule. Finally, it should also be kept in mind that workers that are under pressure to get a job done fast are more likely to make mistakes and cut corners. For these reasons, it is usually in the best interest of the property owner to give the contractor control over the project schedule (within reason).
In our opinion, quality should always be considered the most important factor for condominium construction projects. Condominiums are unlike other residential or commercial properties in that they never change ownership. Yes, individual condo units are bought and sold every day, but the condominium association always remains. The association can’t do a cheap fix and expect to walk away consequence free like a typical homeowner might in selling their house. The decisions of the past led to where your community is today, and today’s decisions will direct your condominium’s future. A condominium association must always be thinking long-term.
We understand that funding is usually scarce, however, condos must recognize that they cannot afford to do a major capital project twice because mistakes were made the first time. Quality means investing in a skilled contractor, proper materials, experienced property management, and professional engineering design and oversight services to make sure every project is done right, and done right the first time. Yes, the costs will be higher and the project may take longer to implement, but the long-term value realized by the condominium association will more than make up for these initial sacrifices.
There are many different reasons why a Condominium may need to hire an engineer. First of all, for some types of projects, an engineer’s stamp is required by law (structural repairs, septic systems, for example). In addition, local building officials sometimes require an engineer’s stamp in order to approve a building permit, or they may require engineering oversight and inspection affidavits if the project falls under the category of “controlled construction.”
In most cases, however, a condo association should consider hiring an engineer for this simple reason: there’s no such thing as a simple or easy construction project.
Construction projects are more complicated than they may seem. Material properties and costs (both initial installation and future maintenance costs), installation means and methods, Code stipulations, government regulations, product manufacturer requirements, project-specific construction details, scheduling, access and staging issues, and jobsite layout must all be carefully considered and mapped out before beginning the work. Equally important is the establishment of the contract terms, which typically cover insurance requirements, payment terms and procedures, change orders, unit price work, warranties, final inspection, project closeout, and other general contract conditions.
At a Condominium property, a construction project can be further complicated by multiple Unit access issues, common area vs. unit-owned distinctions, and, perhaps most importantly, the extra diplomatic and political energy that must be expended by the contractor to deal with the numerous Unit Owners affected by the work. Many contractors avoid condo projects for these reasons.
Understandably, condominium trustees and managers often wrestle with fears such as, “Will this really solve the problem?” and “Can we trust this contractor to do the job right and to not cut corners?” and “Is this really the best use of our money?” Trustees are often under intense pressure from their neighbors and fellow owners, many of who are at odds with one another about what should be done. Conflict arises when large sums of money are at stake.
This is why you should hire an engineer: an engineer brings invaluable technical knowledge, real world construction experience, and administrative skills to the project, and serves as an objective professional third party that the Association can rely on for technical guidance throughout all phases of the work.
An engineer can:
1. Systematically investigate and diagnose the problem.
2. Make recommendations and evaluate different repair options.
3. Provide budgetary cost estimates.
4. Prepare a detailed specification package for bidding to contractors.
5. Evaluate and select qualified contractors to bid on the project.
6. Facilitate the bidding process and analyze of the bid results.
7. Assist in contract preparation with the condo’s legal counsel.
8. Coordinate a pre-construction meeting with the contractor.
9. Facilitate the permitting process with local building authorities.
10. Ensure that the contractor is using the proper materials (submittals).
11. Perform periodic site visits to inspect the contractor’s work and make sure they are following the specification and aren’t cutting corners.
12. Review payment requisitions to keep the contractor’s payments in line with the amount of work actually completed.
13. Review change orders and deal with unforeseen conditions that may arise during the project.
14. Perform a final inspection and facilitate the project closeout (final payment, warranties, waiver of liens, etc.).
15. Resolve disputes that may arise between the contractor and the condominium.
Basically, hiring an engineer to head up a project takes pressure off of the Trustees and can alleviate a lot of potential conflict brewing in the condominium community. Furthermore, engineering oversight during a construction project helps keep the contractor in line and reduces workmanship issues and related problems in the future.
How do you find a good contractor?
In our experience, the best way to find a good contractor is by word of mouth. Contractors that have done good work usually get good referrals. One of the benefits of involving industry professionals like property managers and engineers in a construction project is that they can help the condominium find an appropriate contractor based on their experiences with other similar projects.
It is important to select a contractor that has demonstrated competence and skill in all aspects of a construction project. First of all, they must be experienced in doing the type of work you need, and should have experience with similar sized projects. For example, you don’t usually want to hire a masonry contractor to install a new roof, nor do you want to hire a roofer for your 200-unit complex who is only used to roofing single family homes. Most importantly, however, the contractor should have a track record of integrity, professionalism, and good communication. This is usually verified by talking to past clients and checking references.
If I have a good contractor, why do I need an engineer?
Even when a condo association has a good relationship with a trustworthy contractor, they should still consider bringing an engineer to the project for the following reasons:
1. To evaluate the contractor’s pricing and proposed scope of work.
2. To check on the contractor during the work.
3. To give technical guidance and help resolve disputes that may arise.
4. To facilitate communication between the condo and the contractor.
5. To review and approve payments to the contractor.
6. To perform a punch-list inspection of the completed work.
Please see Why Hire an Engineer? for more information.
What is a design specification?
A design specification (or “spec”) is a technical document prepared the engineer and given to the contractor that describes the work that the contractor is to complete. The specification essentially tells the contractor what to do and what materials to use in order to implement the engineer’s recommendations for solving a problem. Specs are typically submitted to the property owner for review prior to being circulated to contractors for bidding.
Specifications can be prepared in different formats to contain varying amounts of detail. Some specifications are several hundred pages in length, while others are only several pages long. When used for bidding a project, a spec ensures that each contractor is bidding upon the same scope of work. The spec is also used to govern the technical aspects of the work during the project to make sure that the contractor is doing the work as specified.
What’s included in a typical specification package?
A typical specification package for a construction project contains the following elements:
1. Invitation to Bid: a summary description of the project, bidding requirements, insurance requirements, basic job conditions, and location and contact information.
2. Bid Form: the form to be used by the contractor for submitting their bid.
3. Contract Form: the standard contract document that will be signed.
4. General Conditions: the standard general contract conditions.
5. Supplemental Conditions: contract conditions specific to this project.
6. Contractor Forms: payment requisition forms, change order forms, contractor warranties, release of liens forms, etc.
7. Technical Specifications: written instructions for carrying out the work, usually divided into sections based on trade (i.e. concrete, waterproofing, windows, etc.).
8. Plans and Detail Drawings: drawings and graphical depictions of the work.
A pre-bid meeting is an informational meeting held at the site for the contractors that are interested in bidding on the project. The contractors are usually given copies of the specification package prior to the pre-bid meeting. The meeting is typically run by the engineer, who reviews the pertinent information in the specification package with the interested bidders. Following the engineer’s comments, the contractors are given opportunity to inspect the project site, take photographs and measurements, and get clarification from the engineer on any questions that may arise.
An addendum is a document issued by the engineer to interested bidders that clarifies questions raised during the pre-bid meeting and usually modifies the scope of work in the original specification package. The addendum must usually be signed and included with the contractor’s bid to signify that they understand the changes to the scope of work and have accounted for them in their bid price.
What is a pre-construction meeting?
A pre-construction meeting is a meeting held at the site between the owner, the engineer, and the contractor after the contract is signed, but prior to beginning the work. Specific project conditions and details are reviewed such as scheduling, staging setup, work hours, dumpster placement, project communication, material submittals, utility hookups, etc.
What is the submittal process?
The submittal process occurs prior to starting the work and ensures that the contractor is using the proper materials that the engineer specified for the project. The contractor typically sends material literature and samples to the engineer for review and approval. If the contractor wishes to use a material or product other than what the engineer specified, it must be approved by the engineer during the submittal process.
How often is the Engineer on site during a typical project?
For most condominium construction projects, the engineer makes weekly visits to the site to check on the contractor and the progress of the work. The engineer is typically available to make more or less frequent site visits at the direction of the owner. Most condos do not have the funds to afford full-time construction monitoring and oversight.
How do you deal with hidden problems uncovered during the work?
Unforeseen conditions and problems often arise in construction projects. Some of these can be planned for by establishing unit prices and time & material rates for miscellaneous work in the original contract. Other problems are simply unpredictable, and the contractor is justified in requesting additional payment for a legitimate change in the scope of work. For this reason, it is generally recommended that a condominium establish a contingency fund of around 10%-20% for large scale construction projects.
A change order is a document prepared by the contractor and submitted to the owner that requests a change in the contract sum due to a change in the project scope. Change orders can either increase or decrease the project cost.
Often, it is the engineer’s role to advise the owner whether the change order amount requested by the contractor is fair and reasonable, and whether it is truly justified.
What is a payment requisition?
A requisition for payment is the standard contract document that the contractor prepares and gives to the owner asking for payment. The requisition usually contains a schedule of values that breaks down the contract sum into work categories so that the payment request can be easily correlated to the amount of work completed so far. It also keeps a running total of the money paid out so far, and the remaining money owed on the contract. Usually, the engineer has to sign off on the payment requisition before it is submitted to the owner. This process keeps the contractor motivated and honest, as they are only paid according to the work they complete.