They don’t teach you how to hire an engineer in school. Indeed most folks have never had the occasion to hire an engineer or an architect in their whole life. This is also true for most condominium or HOA board members. So how does a condo board go about successfully hiring the right engineering firm for their upcoming project?
1. Evaluate the Need
Perhaps the first question to be asked is ‘do we even need an engineer?’ Not all projects do. Some repair projects are so straight forward and obvious the board can hire a contractor with the proper skills and run the project by a committee chair or a property manager who has expressed confidence she’s managed many similar repair projects. Some projects requiring some engineering expertise, such as replacing the common HVAC equipment or upgrading the common electrical systems, do not need an engineer to manage it but rather the right choice by the board would be to seek an HVAC or electrical contractor capable of providing ‘design/ build’ services for both a timely and economically satisfactory project.
The complexity of the project and criteria needed to be complied will determine whether an engineer is needed. Typical projects in this category will include designing a new storm water drainage system for the entire HOA; performing a reserve fund study; or evaluating and design of a new foundation for one or more buildings in the condo complex. It should be noted, the term ‘engineer’ in this article refers to a professional engineer (P.E.) licensed in the state of Maine. Though other unlicensed engineers can work on the project, only a licensed engineer can stamp (preliminary and final) construction documents for town planning board review; building permits; and other municipal requirements.
2. Selecting the Engineer
Once the need is determined, selecting an engineer is the next major step. The process starts with defining the project with a clear and complete description of the scope of work. Many property managers have the resources to provide considerable assistance to the board in developing this scope of work. While the scope of work is being prepared, a list of two or three engineering firm should be created. Clearly this list should be made up of engineering firms providing the services needed for the subject project. Here again the condo’s property manager can be a good source of finding the right firms. Similarly, engineers listed in the Condo Media’s directory can make this task relatively easy because the engineers listed will be firms with experience in not only the technical issues involved but also are familiar with the world of condominiums and their special needs.
3. Preparing the RFP
Once the potential list of firms is developed, a Request for Proposal (RFP) can be prepared. This document will utilized the defined scope of work to ensure all interested parties are preparing their responses with a similar understanding of the board’s objectives. Typical RFP’s have four major elements:
1) General Information for the Engineer
2) Technical Requirements
3) Criteria for Selection
4) Scope of Work Statement
On some projects it may necessary to invite the potential firms to visit the site for a tour to outline the issues or special conditions impossible to clearly delineate in the RFP. Following the distribution of the RFP to the listed firms, the board will screen the proposal responses; select firms it wishes to interview; and schedule the interviews (45 minutes to 1 hour) to allow both the engineering firm and the board to clarify any questions or concerns arising during the proposal preparation process.
4. The Interview and Contract Process
This interviewing process is most important. Typically, the principal or senior member of the engineering firm attends the interview giving the board a first-hand impression of the firm’s approach to this project; a clear commitment to the technical resources available for this project; and past relevant experience predicting a likely successful outcome. The interview also allows the engineering firm a better understanding of how the board will be making decisions and committing adequate representation to ensure proper administration of the project.
Following this interview the board should select it first choice for the project’s engineer. At that time the contract is negotiated. Often the contract is a direct reflection of the requirements of the RFP and the conditions and fee found in the engineering firm’s proposal. These negotiations on occasion will result in changes to the scope of work and the fee. If agreement cannot be reached on issues acceptable to the board, the board can begin discussions with their second engineering firm choice in order to feel comfortable with their selection. It is critical the board feels they have selected a firm they can work with and have confidence future communications and project outcome will meet their community’s needs.
Awarding the contract to the successful engineering firm is only the beginning. A kick-off meeting to introduce all of the project team members on both sides; a review of everyone’s obligations; and establish a clear line of authority and communications. In starting any major project, the board should always remember that just like dealing with a lawyer or a doctor, the engineer’s job is to provide competent technical information and solutions but it is the board’s responsibility to make the business’ decisions. History has shown a well- defined scope of work coupled with a board making timely decisions is a recipe for a successful project.
Article written by Jack Carr, P.E., R.S., LEED-AP, Criterium Engineers
Published in Condo Media January 2020 edition
Download a PDF Version of this Condo Media Article
PAVING ISN’T SEXY: BUT PROPER PAVING MAINTENANCE IS ESSENTIAL
When was the last time you thought about your parking lot? The honest answer, probably, is not in recent memory. It’s not a question of ‘out of sight –out of mind.’ Parking lots and other paved areas are highly visible, but they aren’t all that interesting. There is nothing sexy about asphalt but paving maintenance is very important.
A well-designed, nicely manicured landscape will get your attention; a nicely-paved parking lot – not so much. As a result, paved areas don’t always get the maintenance attention they need, and that is a potentially serious problem for both the owners of commercial properties (shopping malls, for example) and the homeowner associations that manage residential condominium communities. A poorly maintained parking lot is not only an eyesore, detracting from a property’s curb appeal; it is also a liability risk: Customers or residents who trip over cracks or whose cars are damaged by potholes are going to sue the property owner.
Paved areas, if well-constructed and well-maintained, can last between 25 and 30 years or more, depending on where they are located and how they are used. Unfortunately, parking lots, sidewalks and driveways are often afterthoughts — the final items on a construction checklist, undertaken near the end of the project when funds are low and the developer’s attention is waning.
Doing Paving Maintenance Right
Pavement isn’t complicated. It begins with good soil compacted properly to create a stable base that should be covered by two layers of asphalt ― a base course on bottom and a wearing course on top. There is some disagreement about the desired thickness, but no question that the thicker the asphalt layers, the longer their life. The industry standard calls for a combined thickness of between 2.5 and 5 inches, with the top layer thicker than the bottom.
Only about half of the parking lots we inspect meet that standard. Most fall short and many fall well short, with both layers sometimes totaling less than 2 inches. If the asphalt layers are too thin, if the underlying soil is poor, or if the area isn’t paved uniformly the surface will form holes, crack and split, requiring constant repairs and premature repaving.
Harsh winters and the damage inflicted by the steel blades of snow plows take a toll in New England and other cold climates; extreme heat and exposure to the blazing sun do the damage in the south and southwest. Pavement in hotter areas may require the application of a sealant (to smooth over holes and cracks) in less than a year after being laid; pavement in colder climates may not need sealant for five years, and possibly not all, but it will benefit from efforts to mitigate the damage inflicted by snow and ice.
You can’t skip the snow plowing or the application of de-icing materials, but some of those materials are harder on asphalt than others. It’s worth asking your snow removal contractor for recommendations. Proper application of the material is also essential; adding more salt won’t necessarily improve its effectiveness, experts say, but it will increase the cumulative damage to paved areas and reduce their useful life.
Poor drainage can also accelerate deterioration. Even the best-laid surface will be compromised over time if water “ponds” on it instead of draining properly. You can spot evidence of ponding even if it isn’t raining. Areas of discoloration (shadows) and collections of dirt, twigs and other debris are red flags indicating a drainage problem. A decent slope and catch basins, on the other hand, suggest that the contractor was thinking about proper drainage
Paving Maintenance Guidelines
All pavement, however well or poorly-constructed, requires proper care. Paving maintenance schedules will vary ─ some paved areas will require attention sooner or later than others — but the protocols will be essentially the same.
A few small cracks here and there will be the first sign of wear. They will usually appear between the three- and five-year marks, and filling them will be the first line of defense. The important thing about cracks is, small ones will quickly become larger, so you don’t want to ignore them. They represent both a safety hazard (people can twist their ankles or trip over them) and a structural concern. Water can seep through the cracks causing damage below the surface of the asphalt. In warm climates, the water will unsettle the soil, pushing the clay up against the asphalt and accelerating the deterioration process. In New England, water will trigger a destructive freeze-thaw-freeze process in the winter, which will also shorten the asphalt’s useful life.
You can deal with small cracks by filling them in. Contractors typically use a melt-in substance that won’t shrink after application. This is the product highway crews use because of its durability and ease of application. It is sold under several retail brand names, all variants of “hot-applied crack sealant.” Experts suggest that you fill cracks every two or three years, as part of a regular maintenance plan. If cracking becomes more widespread, you can take the next step, which is to apply a sealant to the entire paved area.
Resurfacing and Replacing
As asphalt ages, one or more sections may begin to break up or flake, indicating that the surface is beginning to deteriorate. Patching will probably take care of the problem, at least for a while. But you don’t want to just pave over the failed area ― a shortcut some contractors might suggest; you want the contractor to cut out the area, fill in the subsurface and then pave over that. This will give you a sturdier, longer-lasting repair, but it is still a temporary fix ─ a band aid, not a cure.
At some point — and the hope is it will be later rather than sooner in your pavement’s life ― deterioration will accelerate, repairs will become more frequent requiring more aggressive and more expensive responses.
One option is to resurface the area ─ either lay a new surface over the existing one, or remove the old asphalt and pave the area anew. These options make sense if the underlying soil base is stable. But remember Einstein’s definition of insanity (doing the same thing repeatedly and expecting a different result). If the old surface failed prematurely because the underlying soil wasn’t’ stable, a new surface laid over that unstable soil won’t wear or fare any better.
It’s time to start over. The contractor should remove the old asphalt, scoop out the bad soil, replace it with gravel and stone to create a solid base, and then lay the new pavement over it. That’s the traditional approach. A newer technique calls for pulverizing the old asphalt and using it as a base for the new pavement. In addition to creating what contractors say is a “super-solid” base, pulverizing the old asphalt eliminates the cost of trucking it away and disposing of it at a hazardous waste site. Either technique will give you nice, new pavement that will last another 25 or 30 years or more.
The Engineering Advisor is intended to enhance your knowledge of technical issues relating to buildings. For additional information on any subject, please feel free to call us. Our commitment is to provide you with timely, accurate information.
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Frequently Asked Questions
Why does my HOA need a reserve study?
The necessity of a reserve study for your HOA lies in its ability to assess and plan for future maintenance and repair costs. This ensures financial stability and helps avoid unexpected special assessments for homeowners.
What does an HOA reserve study company do for the association?
An HOA reserve study company provides essential services to the association by assessing the current condition of common property assets, estimating future repair and replacement costs, and developing a funding plan to ensure financial stability for ongoing maintenance and improvements.
How often should an HOA do a reserve study in Florida?
HOAs in Florida should conduct a reserve study at least every three to five years. This ensures that the association accurately assesses its financial needs for future repairs and replacements, maintaining the property's value and integrity.
What is a reserve study for an HOA?
A reserve study for an HOA is a financial planning tool that assesses the community's long-term repair and replacement needs, helping to determine appropriate reserve funds to ensure the maintenance and sustainability of shared assets.
How to read an HOA reserve study?
Reading an HOA reserve study involves understanding the financial projections for future repairs and replacements of common property elements. Focus on the funding plan, projected expenditures, and the current reserve balance to assess the community's financial health.
How to calculate HOA reserve fund?
Calculating the HOA reserve fund involves estimating the total costs for future repairs and replacements of common area components, then dividing that figure by the expected lifespan of those components to determine annual contributions needed.
Why do HOAs need reserve accounts?
HOAs need reserve accounts to ensure they have sufficient funds for future repairs and maintenance of common areas, preventing financial strain on members and ensuring the community remains well-maintained and attractive.
How often should an HOA do a reserve study?
An HOA should conduct a reserve study every three to five years. This ensures that the association has an accurate assessment of its long-term financial needs for maintenance and replacement of common property assets.
How often does an HOA need to do a reserve study?
HOAs typically need to conduct a reserve study every three to five years. This frequency ensures that the association accurately assesses its financial needs for future repairs and replacements, maintaining the community's property values and overall integrity.
What can HOA reserve funds be used for?
HOA reserve funds can be used for major repairs and replacements of common elements, such as roofs, pools, and landscaping, as well as for unexpected expenses to ensure the community's long-term financial stability.
What is a healthy HOA reserve?
A healthy HOA reserve is a fund that is adequately funded to cover future maintenance, repairs, and replacements of common property elements, typically amounting to 10-30% of the total budget, ensuring financial stability for the community.
What factors influence HOA reserve study frequency?
The factors that influence HOA reserve study frequency include the age and condition of the property, changes in maintenance costs, significant repairs or improvements, and state regulations or requirements. These elements help determine how often a reserve study should be conducted to ensure financial stability.
How is an HOA reserve fund calculated?
The calculation of an HOA reserve fund involves estimating the future repair and replacement costs of common property elements, assessing their useful life, and determining the appropriate funding level to ensure financial stability for the community.
What are common expenses in HOA reserves?
Common expenses in HOA reserves include maintenance and repair of common areas, landscaping, insurance, and replacement of major components like roofs and elevators. These costs ensure the community remains well-maintained and financially stable.
How can an HOA improve its reserve fund?
An HOA can improve its reserve fund by conducting regular assessments of property needs, establishing a clear funding plan, and increasing contributions from homeowners to ensure adequate savings for future repairs and replacements.
What is the purpose of an HOA reserve study?
The purpose of an HOA reserve study is to assess the long-term financial health of a homeowners association by evaluating the condition of common property elements and determining the necessary funding for future repairs and replacements.
How do reserve studies benefit HOA members?
The benefits of reserve studies for HOA members are significant. They provide a comprehensive assessment of community assets, helping to ensure adequate funding for future repairs and maintenance, ultimately promoting financial stability and preserving property values.
What should be included in a reserve study?
A reserve study should include an inventory of the community's major components, their condition assessments, estimated remaining useful life, replacement costs, and a funding plan to ensure adequate reserves for future repairs and replacements.
How often should reserve studies be updated?
Reserve studies should be updated every three to five years or whenever significant changes occur in the property, such as major repairs or alterations, to ensure accurate financial planning and maintenance assessments.
What are the consequences of inadequate reserves?
The consequences of inadequate reserves can lead to financial strain on property owners, resulting in insufficient funds for necessary repairs, increased special assessments, and potential declines in property value.
How do reserve studies impact HOA budgeting?
Reserve studies significantly impact HOA budgeting by providing a detailed assessment of future repair and replacement costs. This enables HOAs to allocate appropriate funds, ensuring financial stability and preventing unexpected expenses.
What is the role of a reserve study company?
The role of a reserve study company is to evaluate and analyze a property's long-term maintenance needs and financial planning. They provide detailed reports that help homeowners associations and property managers allocate funds for future repairs and replacements effectively.
How can an HOA assess its reserve needs?
An HOA can assess its reserve needs by conducting a comprehensive reserve study, which evaluates the current condition of assets, estimates future repair and replacement costs, and determines the appropriate funding level to maintain those assets effectively.
What is the difference between reserves and operating funds?
The difference between reserves and operating funds is that reserves are designated for future capital expenditures or emergencies, while operating funds are used for day-to-day expenses and regular maintenance of the property.
How do reserve studies affect property values?
Reserve studies significantly influence property values by providing a clear assessment of a property's future maintenance and repair needs. This transparency assures potential buyers that the property is well-managed, ultimately enhancing its marketability and value.
What guidelines exist for HOA reserve studies?
Guidelines for HOA reserve studies include following industry standards, such as the National Association of Realtors (NAR) recommendations, ensuring accurate assessments of property components, and conducting regular updates to reflect changes in property conditions and financial needs.
How can technology assist in reserve studies?
Technology enhances reserve studies by streamlining data collection, analysis, and reporting processes. It enables accurate forecasting of future repair and replacement costs, ensuring informed decision-making for property managers and homeowners associations.
What are the best practices for reserve funding?
The best practices for reserve funding include regularly assessing and updating funding needs, establishing a clear funding goal based on a reserve study, and consistently contributing to the reserve fund to ensure adequate resources for future maintenance and repairs.
How do state laws affect HOA reserves?
State laws significantly impact HOA reserves by establishing requirements for reserve funding, maintenance, and reporting. These regulations ensure that associations maintain adequate financial resources for future repairs and replacements, promoting fiscal responsibility and property value preservation.
What challenges do HOAs face with reserve studies?
The challenges HOAs face with reserve studies include accurately assessing property needs, ensuring adequate funding for future repairs, and navigating member expectations. These factors can complicate the planning and budgeting process essential for maintaining community assets.
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Criterium-Hardy Engineers: Your Trusted Engineering Consultants
At Criterium-Hardy Engineers, we specialize in providing high-quality engineering consulting services tailored to meet the unique needs of homeowners associations, residential properties, and commercial entities. Our expertise covers a wide range of services, including reserve studies, property condition assessments, and structural evaluations, ensuring that our clients receive comprehensive solutions for their engineering challenges.
Founded in 1986, our team of licensed professional engineers brings over 30 years of experience to the table. We pride ourselves on our commitment to quality, reliability, and client satisfaction, making us a preferred choice for engineering consulting in Missouri and Illinois.
Comprehensive Engineering Services
Criterium-Hardy Engineers offers a diverse array of engineering services designed to address the specific needs of various clients. From HOA reserve studies that help associations plan for future expenses to detailed property condition assessments that provide insights into the state of commercial buildings, our services are tailored to ensure that clients make informed decisions regarding their properties.
Our engineering services also include structural evaluations, feasibility studies, and project management, all conducted by experienced professionals. By leveraging our knowledge and expertise, we help clients navigate complex engineering issues and achieve their goals efficiently and effectively.
Why Choose Criterium-Hardy Engineers?
Choosing Criterium-Hardy Engineers means opting for a team that prioritizes your needs and delivers results. Our engineers are not only licensed professionals but also certified inspectors and LEED accredited professionals, ensuring that we adhere to the highest industry standards in all our projects. Our reputation for thoroughness and reliability sets us apart in the engineering consulting field.
We understand that every project is unique, which is why we take the time to listen to our clients and tailor our services accordingly. Our commitment to providing fast, reliable service ensures that you receive the support you need, when you need it, making us the go-to choice for engineering consulting in your area.
Client-Centric Approach
At Criterium-Hardy Engineers, we place a strong emphasis on client satisfaction. Our approach is centered around understanding your specific requirements and delivering customized solutions that exceed your expectations. We believe that open communication and transparency are key to fostering successful client relationships.
Our testimonials reflect our dedication to service excellence and the trust our clients place in us. By focusing on your needs and maintaining high standards throughout our process, we ensure that you receive the best possible outcomes for your engineering projects.
How to Request Our Services
Requesting services from Criterium-Hardy Engineers is a straightforward process designed to save you time and effort. Whether you need a reserve study, property condition assessment, or any other engineering service, our user-friendly interface allows you to easily submit your request online. Simply fill out the service request form, and our team will get back to you promptly.
Additionally, we offer options for clients to pay invoices online, simplifying the transaction process. Our goal is to make your experience as seamless as possible, allowing you to focus on your property while we handle the engineering details.
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