Skip to content
Condo Match Your projects Start a project
A brick and glass condo building beside the Bow River in Calgary at sunset

Comparing condo management proposals

Score each proposal on the six criteria your RFP gave companies, out of 100, before the board votes.

No account · Nothing is sent to any company

Score the proposals

Score on your own before the meeting, 0 to 5 a row (0 = does not meet, 3 = meets, 5 = exceeds). Each row is worth the points your RFP gave it, so the total is out of 100.

Criteria Points
R1 · Company capacity and assigned managerWho your manager would be, how many buildings and units that manager already carries, and who covers when they're away. Ask how many managers have left the company in the last two years. 20
R2 · Relevant experienceHow many buildings like yours the company manages now: similar size, type and area. Comparable buildings count for more than a big portfolio. 20
R3 · Service approach and service levelsHow the company will handle each service you listed, with response times and how quickly meeting minutes go out, in writing. Ask for a sample monthly financial package. 20
R4 · References and standingCall the references in Appendix B and ask if they would sign again. Check the company's RECA licence. 15
R5 · Local presence and emergency responseWhere your manager works from, which local trades the company uses, and who answers the after-hours emergency line. 10
R6 · Fees and valueCompare the full fee schedule in Appendix A, not just the base fee: charges for the documents owners need when they sell, meeting and project fees, and any markup on invoices. Give the lowest complete total a 5 and score the others lower in proportion. 15
Weighted score Proposal A0/6 scoredProposal B0/6 scoredProposal C0/6 scored
Up to 5 proposals.

Ranking of fully scored proposals

    0 of 18 scores entered. 0 of 3 proposals fully scored. Score every criterion for at least two proposals to compare them. Incomplete proposals are excluded from the ranking.

    How to use this in a board meeting

    1. Each board member scores each proposal on each criterion, 0 to 5, on their own, before discussion. Use the scoresheet above or print the criteria.
    2. Collect scores. Compute each proposal's total and its per-criterion average. Find where scores diverge most sharply between board members.
    3. Discuss the divergences before the totals. If two board members score the same item 1 and 5, that is the thing to discuss first.
    4. Shortlist two proposals and call the references each company listed in Appendix B of its proposal.
    5. Call the references. One question: Would you sign again today, knowing what you know now?

    Questions boards ask

    Should the board pick the lowest condo management fee?

    The board should not pick the lowest fee by default. A lower base fee can hide extra meeting charges, project administration fees, charges for the documents owners need when they sell, or weak manager capacity. Compare the full fee schedule and the service commitments together.

    Can we use this sheet for proposals we didn't request with the RFP builder?

    Yes, if you told companies these six criteria and their points before they replied. If a company asks how it was scored, the board can then point to what it published. Scoring companies on criteria they never saw is hard to defend.

    Find companies to ask for proposals

    Browse Alberta condo management companies. Check capacity and service details with each company before sending your RFP.

    Browse management companies Write the RFP first