Every association will face a major reconstruction project several times in the life of the development. This may occur because of clearly anticipated problems, such as re-roofing or re-painting, but it also will occur because of completely unanticipated (and unreserved-for) problems such as dry rot repair, soil subsidence, and leaks in windows, siding, and foundations. The Davis-Stirling Act only requires a reserve for those components that visual inspections into accessible areas reveal have a useful life of 30 years or less.
But what about components in areas that are not accessible? What about areas under staircases that sponsor dry rot due to long-term intrusion of water? Framing components under siding that have allowed water to enter slowly for years without any way to get it out except evaporation? Deteriorating concrete walkways or driveways due to the invasion of roots or soil subsidence due to unconsolidated fill? Or, balcony railings rotting off at their interior supports? Three people in Antioch were severely injured last week when such a railing collapsed. None of these building components would be included in the typical reserve or maintenance budget.
So now you have a collapsed balcony or maybe a lot of rotted siding and no funds to repair any of it. What to do? This scenario has occurred to many associations which have encountered unexpected repairs that were not funded by the usual reserve fund.
Finding the Right Expert
The first thing to do is retain the services of someone who can advise the association on the proper means of repair. General contractor, architect, engineer, or construction manager? Which expert will you need? A lot depends on the complexity and extent of the problem. If, for example, you have a failed balcony support beam-say something that has rotted due to years of water intrusion-just replacing the failed beam may not be enough. You don't want it to happen again.
The first thing would be to retain someone who is a pro with waterproofing. Would you choose a building consultant or an architect? Architects are more expensive, but for a very complex waterproofing issue you want someone who has enough skill and understanding to re-design the system to make it water tight.
On the other hand, if the basic design is sound, but the materials have failed to do their job, a materials consultant who specializes in waterproof membranes may be the right choice. In our practice, we would start with the architect or an engineer because this particular balcony railing example involved a life-safety issue and because a re-design and/or strength calculations may be necessary.
If their opinion is that the problem is relatively simple to solve such that a re-design of the waterproofing system or a re-calculation of the strength of the system isn't required, and the project simply requires a re-build of the original design, then a building consultant or a general contractor might provide the specifications.
On the other hand, if the basic structure has proven inadequate for other reasons, such as deflection over time, or failed joists or columns, a structural engineer might be necessary to do the proper calculations and provide a re-design of the structural components. A few hours of an architect's time will usually be enough to determine the level of expertise required for the project, so if in doubt, hire an architect first.
Bidding the Job
Once the problem has been analyzed and the plans and specifications for repair have been drawn, the bidding process can start. Normally a list of preferred bidders is prepared. This preference usually comes from past experience or specialty. For political, as well as economic, reasons several bids should be obtained. Even if the board or management favors a particular contractor-perhaps because of a successful project performed earlier-it is advisable to obtain at least three bids to demonstrate due diligence in the bidding process.
When the bids are opened it is up to the board, with management's recommendations, to choose the right contractor. Price may not be everything. Past performance, specialty, and availability may have important roles to play. All of those factors should be considered before the final choice is made.
Drafting the Contract
Your attorney can assist in reviewing and negotiating the contract. There are a lot of considerations, and good contract drafting is a topic all of its own. But some of the considerations are:
(1) is this a cost-plus or a lump sum contract?
(2) Does the owner furnish all plans and specifications (and except responsibility for them) or is there an element of "design-build" in the contract?
(3) Are there unconscionable provisions-a provision buried in fine print, or a disclaimer of all express or implied warranties? Courts will often not enforce such provisions.
(4) What are the payment provisions? Will there be progress payments or a lump sum at the end of the job? Will the owner hold back (retain) a portion of the payment to be sure that all mechanics liens are cleared?
(5) What if the project is delayed? Should there be penalties for that? What about incentives for bringing in the job sooner?
(6) How are we to deal with changes?
(7) Who bears the responsibility for misleading drawings or specifications (see 2 above.)?
(8) What insurance will the contractor be required to carry? (8) What warranties or indemnity will the contractor be required to provide?
(9) What licenses must the contractor have?
(10) Will the owner have the right to stop work and under what circumstances?
We could go on, but you get the idea. There are many questions that must be asked and which can only be answered in the context of the particular job. Your attorney working with your architect or engineer can fashion a contract that is appropriate for the job.
Funding the Project
How will the association pay for all of this, especially if it is a job that no one expected to have to do? Generally speaking there are only a few options. If the job is contemplated and funded in the reserve fund, then no problem. But what about all of those unexpected reconstruction projects?
The association can borrow the money-either from a bank or from itself. Or it can go to the members for a special assessment to pay for it. But if the association is hit with a large, unexpected job, then borrowing may be the only option unless the members are willing to approve a special assessment. If the assessment is no more than 5% of the existing budget or requires only a 20% increase in the monthly assessment, the board can simply impose it; otherwise it will have to go to a vote of the members, not usually an easy thing to win. But a big job can quickly outdistance those statutory maximums and if the member vote does not support a special assessment, recourse to a bank may be the only option. The association's attorney can assist with the necessary review of proposed assessments or bank loan documents.
If all goes well and the job is completed on time and on budget, terrific! But if the contractor defaults, either because he does not complete the job or is proceeding so slowly that it will not be completed on time, or because work has been rejected by the inspectors, it may be time to consider termination of the contract. But before that happens, consult with the association's attorney to be sure that the contract provisions are followed so that the association will not itself be in breach.
A big, unexpected construction job is probably one of the most disrupting events in an association's life. Some associations never recover. This can be avoided with early inspections of all building components, whether visible or not, so that failure can be anticipated in enough time to adequately reserve for the costs. Like cancer, early detection offers the best chance for a cure.