The board packet
Document by document.
Five documents in one file, sent to the manager before the meeting. Here is what each one holds.
- 01
Scope
Every line of work, written so a board can tell what it is voting on: the equipment by tag, how we get to it, and what is left out.
Equipment named by tag and location
Access, hoisting and shutdown needs
What the proposal does not include
- 02
Equipment record
Make, model, age, run hours and condition for each machine we touched, laid out for your reserve preparer.
One row per machine
Condition in plain words
Replacement scope, if we see one coming
- 03
References
Associations with plants like yours, with a manager and a board officer to call.
Similar plant and building size
We ask before we share a name
Call them without us on the line
- 04
Insurance
The certificate naming your association, workers' compensation, and our contractor license.
Certificate holder: your association
License class and where to look it up
Sent before the meeting, not after
- 05
Schedule
Work windows, outage dates and the notice residents get, built around the elevator calendar and quiet hours.
Outage dates and how long
Elevator and parking needs
Who the manager calls each day
Scope
How we write a scope line.
A board can't vote on "chiller service." It can vote on a line that names the machine, the work, the access and the exclusions.
Chiller 2, third floor roof: replace evaporator tubes in place; crane lift Saturday; temporary cooling not included.
Each line carries its own price, and the packet says how long the prices hold. Anything we can't see until the machine is open is written as an allowance, with the rule for how it is settled.
Reserve planning
One row per machine, for whoever prepares your reserve study.
We don't prepare reserve studies, and the dates are your reserve preparer's to set. These planning ranges are general industry figures. Salt air, run hours and upkeep move them, and the equipment record replaces them with what we found on your machines.
| What moves the date | What we record | |
|---|---|---|
| Chillers | What moves the dateSalt air on the condenser, load swings in season, and how often the tubes are cleaned. | What we recordRun hours, refrigerant type, tube and compressor condition, starter and panel age. Planning range: 20 to 25 years. |
| Cooling towers | What moves the dateCoastal corrosion, water quality, and whether the cells were run in winter. | What we recordFill, basin, fan and gearbox or drive, structure and water treatment history. Planning range: 15 to 25 years. |
| Pumps and motors | What moves the dateRun hours, vibration, and a seal leak that went unlogged. | What we recordSeals, bearings, alignment, motor condition and variable-speed drives. Planning range: 15 to 20 years. |
| Air handlers and fan coils | What moves the dateCoil corrosion near the water, drain-line neglect, and filter habits. | What we recordCoil condition, drain pans, blowers, filter racks and cabinets. Planning range: 15 to 25 years. |
| Boilers and heat exchangers | What moves the dateWater treatment, cycling, and how hard the pool or domestic loop is run. | What we recordBurners, heat-exchanger surfaces, controls and venting. Planning range: 15 to 25 years. |
| Controls and drives | What moves the dateParts that are no longer made, which can end a system before it fails. | What we recordControllers, sensors, panels and the software they run. Planning range: 10 to 15 years. |
| Piping, valves and insulation | What moves the dateCorrosion at the supports, and wet insulation hiding pipe wall loss. | What we recordLeaks, valve operation, hangers and insulation condition. Planning range: 25 to 40 years. |
References
Associations you can call.
The packet lists them, so you don't have to ask.
Plants like yours
Chilled-water, boiler or air-handler plants of a similar size and age, in buildings with a similar number of units.
A manager and a board officer
Two voices for each reference: the person who runs the building and the person who voted on the work.
Permission first
We ask the association before we share its name, and we tell you which work we did for them.
Insurance
What the insurance page holds.
The certificate comes with the packet, and your association is named on it as certificate holder.
Certificate
Liability and workers' comp
Your insurance carrier · Policy 000000
certificate naming your association comes with every packet
License
Class A Air Conditioning ContractorVerify
FL Lic. 000000 · Florida Department of Business and Professional Regulation
can pull permits for air-conditioning work of any size
Questions
About the packet
How far ahead of the meeting does it arrive?
We send it to the manager as soon as it is complete, and we ask the manager for the meeting date at the walkthrough, so the packet can be built to it.
Is there a fee for the packet?
The packet is part of how we propose work. The proposal says what each scope line costs and for how long the price holds.
Can the board ask for changes?
Yes. We revise the scope and send the packet again. The old version stays in the file so the board can see what changed.
What if two bids are close?
Ask each bidder for the same five documents. A packet with the equipment record and exclusions makes the comparison straightforward.
Ask for a sample packet.
We'll send one from a past plant, with names removed.