To hire a condo restoration contractor, write the scope first, then check WSIB clearance, liability insurance, relevant trade licences, condo experience and references before you compare bids. Price only makes sense once every bidder is pricing the same written scope, with a contract that controls changes, payment and warranty.
Key takeaways
- Scope comes first. Contractors cannot give comparable prices for a vague job, so define the work, ideally with an engineer's or consultant's specification.
- Ask for proof, not promises: a current WSIB clearance certificate, a certificate of liability insurance, trade licences where they apply, and references from comparable condo buildings.
- Compare bids line by line. Check inclusions, exclusions, allowances, unit prices, schedule, warranty and payment terms, not just the total.
- Put everything in a written contract, including how change orders are priced and approved.
Why define the scope first?
The most common reason bids cannot be compared is that each contractor imagined a different job. Before you ask for prices, write down what needs to be done, where, to what standard and by when. For emergencies such as water damage the scope is set by the loss. For planned work such as balcony, exterior or garage programs, it is normally set by an engineer or consultant's report and specification.
A good scope covers the areas and quantities of work, the materials or performance standards, access requirements such as elevator booking and work hours, protection of shared areas and neighbouring suites, and how the project will be cleaned up and documented. Where the work flows from a reserve fund item, our guide to reading a reserve fund study shows how to connect the scope to the budget.
What should you ask a condo restoration contractor?
This checklist applies whether the contractor is handling a suite after a flood or a multi-year exterior program. Ask for each item in writing.
| Check | What to ask for | Why it matters |
|---|---|---|
| WSIB | A current WSIB clearance certificate, checked on the WSIB site | Shows the contractor is registered and up to date. The Workplace Safety and Insurance Act places obligations on those who retain contractors for construction work |
| Liability insurance | A certificate of insurance naming the corporation, with limits your property manager or insurer accepts | Protects the corporation if work damages property or injures someone |
| Licences | Evidence of licences for regulated trades, such as electrical work through the Electrical Safety Authority | Regulated work must be done by qualified people |
| Safety training | Proof of safety training for the work involved, for example working at heights for balcony and facade work | Exterior work carries fall risks, and the corporation does not want a safety incident on its property |
| Condo experience | Recent projects in occupied condominium buildings | Occupied buildings add elevators, quiet hours, resident notices and shared systems |
| References | Names and contact details for property managers or boards on similar projects | Past clients tell you about schedule, communication and cleanup |
| Warranty | The written warranty terms for workmanship and materials | Tells you what happens if something fails after completion |
| Subcontractors | Who will do which parts of the work, and whether they carry the same coverage | The corporation needs to know who is on site |
Verify instead of trusting. Check the WSIB clearance yourself on the WSIB clearances page and call at least two references. WSIB says a clearance shows a business is registered and up to date, and that a clearance number is valid for a limited period, so check that the date covers the days you are paying.
How do you compare bids like for like?
A lower total is not a lower cost if it excludes something the other bid includes. Put the bids side by side and check:
- Scope and quantities. Are all bidders pricing the same areas, quantities and materials? Quantities that look very different suggest someone misread the scope.
- Inclusions and exclusions. Permits, protection, disposal, scaffolding or swing stage, engineering fees and cleanup are often left out of lower bids.
- Allowances and provisional items. If a number is an estimate, find out how it will be settled.
- Unit prices. For work whose quantity is uncertain, such as concrete repair, ask for unit prices so extra work can be priced fairly.
- Schedule. Start date, duration and milestones, including how the contractor handles weather.
- Payment terms. Deposit, progress payments and holdback.
- Warranty. Length, what is covered and what voids it.
On planned projects, an engineer or consultant usually runs the tender and reviews the bids. For condo insurance work, the insurer's requirements may also apply; see our guide to condo water damage insurance in Ontario.
Why do you need a written scope and change orders?
Most disputes happen when the work changes. Hidden conditions turn up, such as more damaged concrete than expected, or the board adds something. A written change order process protects both sides. It should say that no extra work starts without a written change order, that the change order states the work, the price and any effect on the schedule, and who at the corporation can approve it. Ask the contractor to explain how they price extras before you sign.
What belongs in the contract?
- Names of the parties and the property address.
- The full scope of work, or a reference to the specification.
- Price and what it includes, with unit prices for variable quantities.
- Payment schedule, and holdback in line with the Construction Act.
- Start date, completion date and schedule milestones.
- Insurance and WSIB requirements, with certificates attached.
- Change order procedure.
- Warranty terms.
- Access, work hours, elevator use, noise and cleanup rules for the building.
- Dispute process and how the contract can be ended.
Ontario's Construction Act sets rules on payment, holdback and liens for construction contracts, so have the corporation's lawyer review the contract before it is signed, especially on larger projects.
Payment terms deserve special attention. Under the Construction Act, the payer generally has to hold back a percentage of the price, normally 10 per cent, until the lien period has passed, and payments are tied to proper invoices. Progress payments should match completed work, not the calendar, and a deposit should be modest and tied to materials or mobilization. Ask the contractor to attach WSIB clearance and insurance certificates to the contract, and to update them if they expire during a long project. Your lawyer can confirm how these rules apply to your contract.
What are the red flags?
- No written contract, or a contract that leaves the scope vague.
- Pressure to sign quickly or a price that is only good for today.
- A large upfront payment compared with the work to be done.
- No WSIB clearance or insurance certificate, or an excuse for not providing them.
- A bid far below the others with no explanation. Find out what is missing before accepting it.
- References that cannot be reached or are not condo projects.
- Reluctance to put warranty or change order terms in writing.
- Unwillingness to talk to the property manager or follow building rules.
What should you ask on a reference call?
A reference is only useful if you ask specific questions. Call the property manager or board member, not a number the contractor gives you for a friend, and ask:
- Was the project on the original scope and schedule, and if not, why?
- How were extra costs handled, and were change orders clear and agreed in advance?
- How did the contractor communicate with residents and building staff?
- Were elevators, hallways and shared spaces protected and cleaned up each day?
- Did the paperwork arrive when promised, including warranties, permits and close-out documents?
- Have there been any problems since completion, and how fast did the contractor respond?
- Would you hire them again for a similar project?
How many bids should you collect?
Three comparable bids is a common rule of thumb for planned projects, because it gives enough spread to notice a bid that is unusually high or low. For larger programs, the corporation's engineer or consultant often runs a formal tender with a bid form that makes every contractor price the same items. Check the corporation's own policies and by-laws as well, since many boards require competitive bids above a set value, and the board should keep a record of how the choice was made. If any director or manager has a personal relationship with a bidder, disclose it and follow the corporation's conflict of interest rules.
Does hiring differ for emergencies and planned work?
Yes. After a flood, fire or sewage backup, speed matters more, and the board or manager may call a contractor immediately to stop damage. Even then, confirm WSIB clearance and insurance at the first call, get a written scope and unit rates before work starts, and keep photos and records for the insurer. Our guide on what to do after a condo flood covers the first hour. Planned projects such as balconies, facades and garages leave time for engineering, tendering and board approval, so use that time to compare bids properly.
What should property managers look for?
Property managers carry the day-to-day relationship, so reliable communication and clear paperwork matter as much as price. Ask how the contractor will notify residents, manage elevators and shared spaces, report progress and hand over documents at the end. Our page on restoration for property managers describes how we work with managers, and our guide to the condo restoration process shows the stages you can expect.
How CondoWorks can help
CondoWorks is a condo restoration contractor serving condominium corporations, boards and property managers across Toronto and the GTA. If you are collecting bids, we can walk the building, price the work against your specification and provide the documents on the checklist above. To arrange a visit, request a free assessment.
This page is general information, not legal advice. Have the corporation's lawyer review contracts and confirm current requirements before you sign.
Hiring a condo restoration contractor: common questions
Sources and further reading
- WSIB: Clearances
- Workplace Safety and Insurance Act, 1997 (Ontario e-Laws)
- Construction Act (Ontario e-Laws)
- Electrical Safety Authority
- Canadian Condominium Institute: Maintenance and Repairs
- Condominium Act, 1998 (Ontario e-Laws)