Sourcing Quotes: A Practical Guide to Maximising Outcomes for your Body Corporate

Article supplied by SCAQ Partners, Leisuretex

We’ve all done it…You need some work done on your building, you call a few tradespeople, and frustratingly, one contractor doesn’t answer, another agrees but never follows through, and perhaps only one provides a quote...It’s hardly the ideal basis for comparison.

However, with a more strategic approach, strata managers and committee members can position their projects more favourably and significantly improve the likelihood of receiving timely, competitive, and accurate quotes.

Below are some key recommendations to help streamline the process and maximise the value returned to your body corporate.

1.     Provide visual documentation

The old adage, ‘a picture is worth a thousand words’ still rings true today - modern smartphones make it easy to capture photos and videos, which can be shared via platforms such as Dropbox or Google Drive. Visuals offer immediate clarity and allow tradespeople to:

• Assess the likely scope of work before attending site

• Prepare appropriate diagnostic tools for inspection

• Engage suppliers and consultants early in the process

• Determine whether the job is suitable for their business

• Prioritise your project over others with less clarity

By supplying clear, comprehensive images or videos, you demonstrate professionalism and help contractors better understand the job upfront—saving everyone time and effort.

2.     Develop a clear scope of works

A well-documented scope is essential. Rather than vague instructions such as “please quote for a freshen-up,” try to clearly describe the issue and what the committee is aiming to achieve. Even if you're not familiar with all technical terms, a little research or guidance from professionals can go a long way.

Consider including:

• Any available building or engineering reports, even if remedial work has already been completed

• Details of previous repairs or ongoing concerns

• Your preferred outcome or performance expectations

Engaging a consultant, such as a building engineer or project manager, to prepare a formal scope of works may represent an upfront investment, but it often pays for itself by reducing ambiguity and variation claims later on.

3.     Conduct on-site meetings

Once contractors have expressed interest, they will usually require a site visit. While most will work around your schedule, it's helpful to meet them halfway. Walking them through the site personally allows you to highlight specific concerns and clarify the scope. If your availability is limited, consider involving fellow committee members or strata staff to assist.

These meetings reduce the risk of:

• Late withdrawals

• Scope misunderstandings

• Future cost variations

• Repeated site visits

4.     Be transparent and collaborative

Despite popular stereotypes, most tradespeople are not out to overcharge or mislead clients. If your interactions give you confidence in a contractor's integrity, consider discussing:

• Budget expectations

• Timeline constraints

• Upcoming future projects

TRANSPARENCY ALLOWS TRADESPEOPLE TO OFFER CREATIVE SOLUTIONS THAT MAY RESULT IN SIGNIFICANT COST SAVINGS.

5.     Review and compare quotes thoroughly

Once quotes are in, take the time to evaluate them carefully. Rather than simply collecting three quotes and presenting them at the next AGM, reach out to each contractor and discuss the details.

Ask: Are there assumptions or exclusions? Are alternative materials or methods available? Have they accounted for access challenges?

A wide price variance may signal different things. For instance, a higher quote may reflect a more robust solution or include items others have excluded. A lower quote may indicate a misunderstanding of the scope or omission of critical elements.

While selecting the cheapest option may be tempting, this often leads to problems such as:

• Contractor withdrawal

• Numerous variation claims

• Potential disputes or legal challenges

The best way to avoid this is to ask clarifying questions and ensure you're comparing like-for-like. If a quote is substantially different, investigate why.

Once quotes are in, take the time to evaluate them carefully. Rather than simply collecting three quotes and presenting them at the next AGM, reach out to each contractor and discuss the details.

Ask: Are there assumptions or exclusions? Are alternative materials or methods available? Have they accounted for access challenges?

A wide price variance may signal different things. For instance, a higher quote may reflect a more robust solution or include items others have excluded. A lower quote may indicate a misunderstanding of the scope or omission of critical elements.

While selecting the cheapest option may be tempting, this often leads to problems such as:

• Contractor withdrawal

• Numerous variation claims

• Potential disputes or legal challenges

The best way to avoid this is to ask clarifying questions and ensure you're comparing like-for-like. If a quote is substantially different, investigate why.

In Summary

YOU are largely in control of how painful, or painless the quote-sourcing process can be. Strata managers, committee members and stakeholders who invest time into planning, documenting, and communicating clearly are far more likely to achieve positive outcomes.

By applying the above practices, your body corporate will not only receive more competitive and accurate quotes but also build stronger, more reliable relationships with trades and service providers—ultimately delivering long-term value to your community.

Article supplied by Leisuretex