Construction advice for Florida condo and HOA boards
Your board has to approve a roof, a concrete restoration, or milestone inspection repairs, and most of you are volunteers. Chief Construction Agent is an independent AI construction advisor. Ask it about bids, budgets, contracts, and change orders, and get a plain-language answer in writing: the bottom line, what to check next, and who should confirm it.
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The questions boards ask most, answered plainly.
General guidance to help your board prepare. Your engineer and association attorney make the professional calls.
- Bids
How do we compare contractor bids?
Bids only compare when they price the same thing. Have your engineer prepare one scope, one bid form, and one set of estimated quantities for every bidder. Then line the bids up item by item: unit prices, exclusions, permits, shoring, waterproofing and finish restoration, schedule, insurance, and warranty. A much lower number usually means missing scope that comes back later as change orders. Check each contractor’s license with the DBPR license lookup. Florida law also requires the engineer or architect doing a milestone inspection to disclose in writing if they plan to bid on the repairs, and contractors bidding on recommended repairs must disclose ties to the inspection firm (s. 553.899). This service is independent and never recommends or steers work to any contractor.
- Budget
How do we budget a roof replacement or concrete restoration?
Start from the engineer’s scope, not from the number the community hopes for. Concrete and balcony repair quantities are estimates until the concrete is opened, so carry a contingency for hidden conditions and price the work that follows the repair, like waterproofing, coatings, railings, and paint. For a roof, the system, the deck condition, and code requirements drive the price. Costs vary widely by building, scope, and market, so treat any early figure as a range and ask the agent what drives yours.
- Milestone inspection
How do we prepare for milestone inspection repairs?
Under Florida law, residential condominium and cooperative buildings three or more habitable stories tall need a milestone inspection by a Florida-licensed architect or engineer, starting around the building’s 30th year (earlier if the local building department requires it) and every 10 years after. Phase one is a visual inspection. If it finds substantial structural deterioration, a phase two inspection follows, and repairs must begin within a set time after that report. Dates depend on your building, so confirm them with your engineer and building department. Read Florida Statutes s. 553.899 and DBPR’s milestone inspection guide. Practically: get the report summary to owners, turn the engineer’s findings into a defined repair scope, and line up funding before you bid.
- SIRS
Where does the structural integrity reserve study (SIRS) fit?
A SIRS is a budget planning tool. For each building three habitable stories or higher, a residential condominium association must have one at least every 10 years. It covers items such as the roof, structure, fireproofing and fire protection, plumbing, electrical, waterproofing and exterior painting, and windows and exterior doors, and it sets out a reserve funding plan. It must be done or verified by a licensed engineer or architect or a certified reserve specialist or professional reserve analyst. It also has to account for how the association funds the work, including special assessments or loans. See s. 718.112(2)(g) and DBPR’s FAQ. HOA boards: these milestone and SIRS rules are written for condominium and cooperative buildings. HOAs fall under chapter 720, so ask your association attorney what applies to you.
- Contract
What should we check in a construction contract before signing?
Read for who carries the risk. Restoration work is often priced by unit, so confirm how quantities are measured and who verifies them before each payment. On a lump sum or guaranteed maximum price contract, find out what the price includes and excludes, what allowances and contingency cover, and who controls them. Check how the contractor’s fee is figured. On many projects it falls between 3% and 10%. Also check retainage, the schedule and what happens if it slips, insurance, warranties, permits, and how disputes get handled. Have your association attorney review the contract before the board votes.
- Change orders
How do we keep change orders under control?
Require written approval before extra work starts, with a price and a time impact. Have your engineer confirm that the change is real and not work already in the scope. Separate true hidden conditions from scope that was simply missed. Track every change against the contingency so the board always knows what’s left. Changes come from both sides. On some projects, owners have been responsible for over 50% of the changes. Late decisions and added requests count too.
- Special assessment
How do we plan a special assessment?
The hardest assessment to pass is the second one. Set the number from a defined scope, a realistic contingency, and the timing of payments to the contractor, and compare reserves, a special assessment, a loan, or a mix. Florida law sets notice rules for board meetings where assessments will be considered, including stating the estimated cost and purpose (s. 718.112(2)(c)). Your association attorney and accountant should confirm the process and the numbers.
Bring the bid tab, the engineer’s report, or the change order.
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Questions from condo and HOA boards.
What is the difference between a milestone inspection and a SIRS?
A milestone inspection is a structural inspection of the building by a Florida-licensed architect or engineer. A structural integrity reserve study (SIRS) is a budget planning tool: it looks at the building parts the association must maintain and replace, estimates their remaining life and cost, and sets out a reserve funding plan. They are separate requirements. Florida’s condominium regulator (DBPR) explains both on its inspections page.
What happens if our building needs a phase two milestone inspection?
Phase two is required when the phase one visual inspection finds substantial structural deterioration. It can include testing, and the engineer or architect recommends a program for assessing and repairing the damaged areas. State law requires repairs for that deterioration to begin within a set time after the phase two report, and your local building department sets the exact timeline. Confirm the dates for your building with your engineer and the building department. Source: Florida Statutes s. 553.899.
How do we compare concrete restoration bids fairly?
Give every bidder the same engineer-prepared scope, the same bid form, and the same estimated quantities. Then compare unit prices line by line and list every exclusion side by side. A low total with high unit prices can cost more once the real quantities show up. Ask the agent to walk through your bid tab with you.
Why do concrete restoration and balcony repair projects go over budget?
Most of the damage is hidden until the concrete is opened, so the final quantities are often larger than the estimate. Budgets set before the engineer finishes the scope, missing items like waterproofing and finish restoration, and thin contingencies are common causes. Plan for that uncertainty up front.
How much will our roof replacement or concrete restoration cost?
Costs vary widely with the building, the scope, access, the materials, and the market at bid time, so any number without your scope is a guess. Your engineer’s estimate and real bids are the numbers to rely on. Ask the agent what drives the cost on your project and what to check in the estimate.
Does a Florida condo association have to get competitive bids?
In many cases, yes. Florida law requires condominium associations to get competitive bids for some contracts above a set share of the association’s annual budget, with exceptions, and it does not require taking the lowest bid. See s. 718.3026 and confirm with your association attorney how it applies to your project.
Is this legal or engineering advice?
No. Chief Construction Agent gives practical construction and project advice. It is not legal or engineering advice. Boards should rely on their licensed engineer and association attorney for decisions about structural work, legal requirements, and contracts.
Will you recommend a contractor or engineer?
No. This service is independent and never recommends or steers work to any contractor. It helps you ask better questions, compare what you receive, and know who should confirm each decision.
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Disclaimer
Chief Construction Agent offers advice based on Florida commercial construction experience and benchmarks. It is not legal or engineering advice. Boards should rely on their licensed engineer and association attorney for structural, legal, and contract decisions. Summaries of Florida law on this page are general and may change. Check the linked official sources and confirm how they apply to your association. Cost and schedule guidance are general ranges, not quotes or guarantees.
This service is independent and never recommends or steers work to any contractor.