Renovation Management Platform
To help its member-contractors and architects submit quick, yet accurate estimates to homeowners, The Renovation Co-op has developed a secured, cloud-based Renovation Management Platform that blends cutting-edge technology with sensible, step-by-step procedures that simplify the entire estimating process for both the member-service provider and the client.
At the core of this unique process is the Co-op’s cloud-based Member-Bidding System. This secured, online portal enables targeted clusters of same-level member-contractors to place individualized bids on a specific project.
Estimates for Architectural Design & Permit Services:
All estimates for Architectural-Related Services are processed separately from General Contracting estimates.
This provides the following benefits:
1- Ownership of Drawings: By purchasing the architectural services separately, it is the client, (not the contractor) who takes full ownership and control of drawings. And while many contractors tend to provide the architecture and permit within one contract price for the entire project, our system enables the homeowner to freely obtain estimates from any contractor, including The Renovation Co-op’s own member-contractors. See Architectural Rebate
2- No “Guesstimating or Ballparking”: Each contractor must provide an estimate based upon the same set drawings.
3- Scope of Work: Unfortunately, many contractors are unable to efficiently provide a detailed description of the work to be performed (Scope of Work) within an estimate, as it becomes too time-consuming. However, The Renovation Co-op’s estimating platform enables all member-contractors to provide highly detailed descriptions of the project within each estimate. (see portion of sample estimate below).
4- Lowest Member-Pricing: With your drawings and permit completed, each bidding contractor will know that the project is “ready to roll” (instead of trying to guess when the project would be able to start). This will always have an impact on the price offered.
5- Architectural Rebate: If you obtain your drawings through a Co-op member-specialist, and you later purchase the actual renovations through a member-contractor, you will receive an Architectural Rebate up to $1,500, which will be deducted from the final contract price. This rebate will apply in addition to any other subsidies or discounts offered within the contracting estimate.
Estimates for General Contracting Services:
Completed Permits are Required
If your project requires a building permit, we will be unable to process an estimate for the work until we receive a copy of the Stamped Permit Drawings and a copy of your approved Building Permit.
Note: If your drawings are being provided by a member-architect, we will start the estimating process immediately following the completion of the final drawings, but prior to the issuance of the permit (which will save approx. 1-2 weeks).
Initial Site Visit
A designated, Senior-Level Contractor is selected to conduct a site visit to the property, which includes a reviewing of the final drawings and the proposed work with the client, which gives the contractor a more personal idea as to what the client wants. all of the information regarding the work to be performed throughout the project.
The “viewing contractor” then submits all details and comments regarding the project to our Bid Preparation Team.
Note: Architectural Estimates:
If the estimate request is for Architectural-related services, a Senior-Level Architect/Designer conducts an initial site examination.
Preparing a Bid Request
The Co-op’s Bid Preparation Team examines the Viewing Contractor’s report and enters the Scope of Work (the complete description of all labour and materials) into the project’s data file.
By entering every last detail, our estimating process provides less room for confusion and potential arguments between the client and the contractor throughout the entire project.
Upon completion of the Scope of Work, our Bid Prep Specialists create a targeted list of Co-op member-contractors who regularly perform the same type and level of service required to fulfill the client’s project.
The selected group is further narrowed down by each contractor’s geographical radius to the location of the work, as well as his/her current availability.
Between the fully-detailed Scope of Work viewed by the contractor, along with the Bid Request being submitted only to this closely-matched group of contractors, their bid prices are more closer together, instead of being “all over the place.”
Contractor Bid Submissions
Our member-bidding process ensures that each contractor will submit his/her price for the same, detailed information that was originally entered by the viewing contractor (regardless of the size and/or scope of the project.
Note: The Senior-Level contractor selected to view the project does not participate in the actual bidding process.
However, such member-contractors who are designated “Senior-Level” may still opt to perform the work provided his/her price does not exceed the Best Co-op Price(See Best Co-op Price) described within Estimate Review below.
Bid Response Time Allowances:
Each of the contractors who receive the Bid Request must submit their price within a given time frame, which allows the contractor a reasonable time to contact their sub-trades for pricing and availability. However, a longer Bid Response Time may be established for larger projects (eg. Additions, Basement Underpinning, etc.).
Note: On average, contractors are given 48-72 hours to respond to most Bid Requests. However, longer bid response times will will be issued when higher volumes of inquiries occur (such as during peak seasonal construction periods).
Those contractors who respond with bid prices must also guarantee their pricing for 30 days. This however, does not guarantee their own availability (which will only be secured upon the client’s submission of a deposit or signature of the actual contract.
Step 5: Subsidy Funding Request
Upon completion of the bidding process, an automatic request is submitted to The Canadian Renovation Funding Program (on behalf of the project) for Subsidy Discount Funds or other Rebates that may be available for the project.
For complete details, see Subsidy & Rebate Programs
A telephone appointment is arranged between a Co-op Service Rep and the client to simultaneously review the completed estimate through our secured, web-based system.
During this 5-minute review, the rep must verify that the client fully understands what is being presented, and that the client can properly navigate through the sections of the estimate. See example below…
Subsidy Withdrawal Policy:
Note: For details about our Subsidy Programs, see Subsidy & Discount Programs
As stated within each estimate, if there are Subsidy Funds being offered within the estimate, those funds are withdrawn after 5 business days following Estimate Review.
Note: Once the automatic subsidy request has been approved, the funds are placed on hold and set aside for 5 business days pending a deposit or contract between the selected contractor and the homeowner. If there is no deal signed between the two parties at the end of those 5 days, the subsidy amount is withdrawn from the estimate, and the funds are placed back into the main Subsidy Discount Fund.
If the client accepts the deal, the subsidy discount amount is deducted from the final sale price, and the contractor is later credited (subsidized), with the same discounted amount by the Funding Program.
The 5 business-day withdrawal period, during which the funds are segregated and held, virtually guarantees to the contractor that those funds have been set aside and will be available if there is an agreement signed with the client.