Condo Contractor Quotes and Invoices in Ontario: What Boards Should Compare

How should a condo board compare contractor quotes side by side?

Line them up against the same written scope, then compare like for like before anyone talks about the total. The lowest figure means little if one bidder left out scaffolding, disposal, permits or after-hours work.

A practical apples-to-apples checklist for condo corp management boards:

• Same scope description, drawings and site conditions sent to every bidder

• Same inclusions and exclusions listed in writing on each quote

• Same schedule, access limits and weather contingency language

• Same warranty, insurance, WSIB and licence proof from every bidder

• Same taxes and contingency treatment so totals are comparable

This is not legal advice, but generally speaking under Ontario law, section 37 (1) of the Condominium Act, 1998 says every director and officer shall act honestly, in good faith and with the care, diligence and skill of a reasonably prudent person in comparable circumstances. The Act does not set a mandatory number of quotes. Multiple quotes are prudent practice under that standard of care, and your by-laws or purchasing policy may set a threshold for when more than one bid is required.

What scope gaps and exclusions should boards catch before approving a quote?

Anything the written scope assumed but the quote does not say, plus anything the quote expressly leaves out.

Watch for missing labour, allowance-only materials, disposal, permits, engineering sign-off, temporary protection, and access work. If one bidder excludes winter conditions or evening work and another includes them, the totals are not comparable until those items are priced the same way.

Section 17 (2) of the Condominium Act, 1998 gives the corporation the duty to control, manage and administer the common elements and assets. Approving a thin quote that cannot finish the job is a second invoice waiting to happen. For how repair duties split between the corporation and owners, our guide Who Is Responsible for Condo Repairs in Ontario? walks through the declaration lines.

Directors with a material interest in a contract must disclose it. Section 40 (1) of the Condominium Act, 1998 requires written disclosure of the nature and extent of that interest, and section 40 (2) limits the duty to interests that are material. Put the disclosure in the minutes before the board votes.

How do change orders relate to the original quote?

A change order is a written change to the approved scope, price or schedule after the original quote was accepted. Without a signed change order, an invoice line that was never in the quote is a claim to challenge, not a bill to rubber-stamp.

Good practice ties every change order to the original quote number, states what is added or removed, shows the dollar effect separately, and records board or delegated approval before the extra work starts. Verbal go-ahead on site is how corporations lose the paper trail section 55 (1) of the Condominium Act, 1998 expects them to keep. That section requires adequate records, including financial records and a copy of all agreements entered into by or on behalf of the corporation.

When the extra work is a major repair funded from the reserve, confirm the category still fits. Section 93 (2) of the Condominium Act, 1998 says a reserve fund shall be used solely for major repair and replacement of the common elements and assets of the corporation. If the change order looks like a different project, pause and decide whether to amend the award or go back to market. Our guide Is Your Condo's Reserve Fund Underfunded? What Ontario Boards Should Watch For helps boards see whether the reserve can carry the work.

How does a board check whether an invoice matches the approved quote?

Match every invoice line to the approved quote, purchase order or change order before anyone signs a cheque.

A practical invoice-matching pass for London boards:

• Invoice references the quote or purchase order number the board approved

• Line descriptions match the approved scope wording, not vague extras

• Quantities and unit rates match the quote, or a signed change order explains the difference

• Change-order lines appear only where the board already approved them in writing

• Holdbacks, deposits and prior draws are credited, with the manager noting what to hold back

Condo management in London Ontario earns trust by putting that matching sheet in the package. Boards with condominium management in Sarnia Ontario should see the same discipline. Sapphire Condominium Management gets comparable quotes and checks invoices against them for the London and Sarnia boards we work with, so directors approve clear packages instead of guessing.

If you want a second opinion on your financial statements before a large invoice clears, you can request a free financial review on us.

When should a board re-tender, and what should management put in front of directors?

Re-tender when the scope has changed enough that the original competition no longer means anything, when only one usable bid came back on a material project, or when an invoice reveals work the board never approved. Accepting a small clarification without a new tender can be fine. It is harder to defend when the project grew or a preferred vendor is rewriting the deal. Section 37 (1) of the Condominium Act, 1998 is the test: would a reasonably prudent director in comparable circumstances reopen the field?

Emergency work is the main exception. Life safety and weather damage may force a start before a full tender finishes, but the board should still document why speed mattered, cap what was authorized, and bring the rest back for proper quotes once the emergency is stable.

What strong condominium management london ontario and condominium management sarnia ontario teams bring to the meeting:

• The written scope that went to every bidder

• A side-by-side quote comparison with gaps and exclusions flagged

• Proof of insurance, WSIB and licences for the recommended bidder

• A clear recommendation with reasons, not just the lowest number circled

• For invoices, a line-by-line match to the approved quote and change orders

Sapphire's job is to make the comparison readable and to stop an off-scope invoice before it reaches the cheque run. Directors still decide.

Frequently Asked Questions

Q: Do condo boards in Ontario need three quotes for contractor work?

A: No. The Condominium Act, 1998 does not set a mandatory number of quotes. Multiple quotes are prudent practice under section 37 (1), and your by-laws or purchasing policy may set a threshold for when more than one bid is required.

Q: What records should our condo keep when we hire a contractor?

A: Section 55 (1) of the Condominium Act, 1998 requires adequate records, including financial records and a copy of all agreements entered into by or on behalf of the corporation. Keep the scope, quotes, award motion, change orders, invoices and proof of payment together.

Q: Can a director vote on a contractor if they have an interest in the company?

A: Only after proper disclosure, and often not at all. Section 40 (1) of the Condominium Act, 1998 requires written disclosure of a material interest, and section 40 (2) applies when both the contract and the interest are material. Section 40 (6) generally keeps that director out of the discussion, the vote and the quorum. This is not legal advice.

Related Reading

→ Hiring Contractors for Your Condo Corporation: What Ontario Boards Need to Know

→ Who Is Responsible for Condo Repairs in Ontario?

→ Is Your Condo's Reserve Fund Underfunded? What Ontario Boards Should Watch For