Condominium Manager Magazine

Evaluating needs vs. wants can be a challenge, and understanding the long-term implications of spending decisions can be daunting. Real savings come from disciplined scoping, sound vendor evaluation, and advice that helps boards see beyond the initial price tag. True procurement costs include acquisition, operating, maintenance, and risk tied to timing.

Procurement, often referred to as tendering or the tendering process, is one of the most consequential responsibilities in condominium management. Whether a corporation is sourcing routine maintenance services, commissioning a major capital project, or securing longterm operational contracts, the procurement process shapes not only financial outcomes...

A quick glance at what’s happening with ACMO and the condominium industry. 

In condominium buildings, problems rarely begin as major failures. They often start quietly, an intermittent complaint about inconsistent heating, a system requiring more maintenance than expected, or equipment not performing as intended.

The terms tender and request for proposals are often used interchangeably; however, the two are not the same. A formal tender process creates legal obligations once a compliant bid is submitted, whereas a request for proposal is often more flexible and non-binding.

Procurement is the process of purchasing goods and services, often using a competitive bidding process. Condo procurement can range from simple contract renewals to complex multi-million dollar retrofit projects. The process can sometimes feel overwhelming – requiring what can feel like an endless number of decisions.

Ontario’s condominium sector is entering a defining period. Aging infrastructure, climate pressures, rising utilities, and heightened owner expectations are forcing boards to rethink how operational and capital decisions are made. In this evolving environment, smart procurement has become a critical tool for long-term sustainability, financial resilience, and responsible governance.

For condominium managers, fire and life safety compliance is not simply a technical issue. It is part of protecting residents, supporting boards, managing risk, and ensuring that critical building systems perform when they are needed most.

It’s time to redo a condominium corporation’s building envelope. Let me guess: the selected contractor was chosen based on its response to a 180-page tender document that outlined insurance/bonding requirements, terms and conditions reviewed by the corporation’s lawyer, supplementary conditions also reviewed, a detailed scope, drawings, deadlines for submittals, and several sections of pricing to be filled out.

At 85 Duke Street West in Kitchener, a corridor and lobby refurbishment became more than a routine capital improvement. It became a statement about values, identity, and the daily experience of coming home.

It’s 1:30 in the morning, and your phone lights up. You receive a notification that a pipe has burst on the tenth floor and water is running through the ceiling into at least three units below. Residents are upset and panicking, and you need a restoration contractor on site immediately. So, you open your laptop and fire up Google.

Ask any condominium manager about a project that went sideways, and the story follows the same arc. Quotes come back with a wide spread. The awarded contractor begins issuing change orders within weeks. The scope expands, the budget moves, and by closeout nobody can reconstruct how the numbers drifted so far from the original approval. The board is left explaining the outcome to owners and wondering whether they had the full picture at the outset.

In today’s crowded contractor market, visibility is often mistaken for value. Large, established firms dominate procurement pipelines, not always because they offer superior service, but because they are easier to find, easier to vet, and easier to trust within existing systems. Meanwhile, small and emerging contractors, many of whom deliver exceptional quality, competitive pricing, and highly responsive service, struggle to break through.

Unbeknownst to the board, the existing security (or cleaning) company became unionized without notice. The lawyer for the corporation shocks the board by stating that the union and Collective Bargaining Agreement (CBA) from this company will now apply to all new companies (whether unionized or not) that the board may hire in the future.

Condo insurance has always been one of the most complex and scrutinized line items in a condominium corporation’s budget, driven by rising claims costs, reduced market capacity, regulatory pressure, and heightened exposure to climate, liability, and operational risks. For condominium boards and property managers, the key question is no longer “How do we renew our insurance?” but rather, “How do we ensure our insurance spend delivers real, long-term value?”