by John Tight, CEO, Campbell Property Management
When was the last time your community hired a painter or painting contractor? Managing large-scale painting projects, such as condominiums or clubhouses, can be demanding for any community and painter. With that being said, the community or project manager will want to take the proper steps to ensure proper results and a successful project. Make sure to follow these 10 steps when tackling your large-scale painting project:
- Research and choose the paint manufacturer ahead of the painting contractor. Ask for references from trusted partners or industry experts for selecting the right manufacturer.
- Work with the manufacturer to determine which paint best fits your community’s budget and is suited for the surfaces and conditions. Have the paint manufacturer prepare the specification that will go out to bid to the paint contractors.
- Ask your paint manufacturer who they would recommend as contractors for the job. You may want to verify the contractor recommendations with trustworthy friends, neighbors, partners, colleagues and your management company. Verify that the painter is licensed by the state of Florida by visiting https://www.myfloridalicense.com/wl11.asp. Make sure he or she has the proper license(s) and insurance.
- Once you have selected a painting contractor, it is important to agree on a contract. The contract should specify all of the paint products being used, the scope of work, and a schedule of when the painting will be taking place. The scope of work should clearly define the items to be painted, the preparation processes, application requirements, and where these items are located. For example, if the project included having its railings painted, make sure to include “all railings”, and not just “previously painted railings.” The schedule should consider weather conditions, change orders, and other relevant factors.
- Consider the approach you take in how change orders will be handled for the repair of unexpected damages. Any change order must be in writing and have approval from the board and/or management company.
- Payments should only be made based on successful completion and inspection of a building or portion of a building. For example, if there are 10 buildings, make payments after the inspection of each building – not before. Final payment should not be made without the completion of a punch list.
- Keep in mind that provisions may need to be made to ensure that payment has been issued to the subcontractors and suppliers. To avoid the filing of a lien against the property (even if the owner paid the contractor), draw payments are given based on approval from paint manufacturer rep’s inspections and approvals. Waivers from paint suppliers are given with every payment.
- If there is potential work to be done INSIDE a unit at the cost of the owner, you will want to include the cost and clarify that it would involve a separate agreement between the owner and contractor. A pre-negotiated price can be set to paint a patio, for example.
- If the size and complexity of the job is vast, it may make sense to consider a performance bond, depending on if the cost of the project is high and if it has any significant risk.
- In the end, the most important thing is to hire a trust-worthy, reliable painting contractor and to pay him as the work is completed. This should help you avoid the need to get into any contract resolution issues or lawsuits.
Have you recently managed a successful painting project? If so, what were some key steps that helped ensure the success of that project? Share with everyone in the comment section below.