How to prepare a request for proposals on behalf of an owners' association
An association's request needs a clear capacity, a written scope and a decision reference. This guide shows what to prepare before requesting, what stays on Mullak, and how to keep the scope version and approvals.
Who this guide is for
Association chairs, representatives and managers of shared properties.
Capacity and its limits
State your capacity: association chair, representative or manager. Choosing a capacity in the request does not prove it; the association representative's capacity comes from Mullak records. Set out what you have been delegated in writing, the approval limits, and the spending allowed from the approved budget. Never enter your government account password in Thibrh.
Scope and shared parts
State the number of units, buildings and the shared parts the service covers: parking, elevators, generator, gardens, tanks, cameras or others. Indicate who bears the cost of a part if it benefits one group and not others. Ask each proposal to state visits, materials, access hours, reports and who is responsible for following up each item.
What stays on Mullak
On Thibrh you prepare the items you will put to owners and compare proposals in a preparatory way. The meeting, quorum, voting, the decision, appointing the manager and invoicing owners take place on Mullak. Keep on Thibrh the decision reference you entered, which has not been officially verified, and do not present it as an issued decision. Items on Thibrh are labelled preparation drafts, and the decision is taken on Mullak.
Keep the file
Keep the fixed scope version, the chosen proposal, the approvals, the completion reports and, on handover, copies of warranties. Make the file available to whoever succeeds you in management. This file is internal for organising work and is not official documentation of the association's decision.
Key points
- Choosing a capacity does not prove it; its source is Mullak.
- Write the scope: units, shared parts and who bears the cost.
- The meeting, voting and decision take place on Mullak.
- A decision reference on Thibrh has not been officially verified.
- Keep the scope, proposal, approvals and reports file.