How to successfully manage contractors during retirement village or aged care renovations

Retirement village or aged care renovations are never an easy task, but they have the potential to make residents happy and attract new ones with ease. And, if you are a Village or Facility Manager, chances are that sooner or later there will be some units or common buildings needing renovation. This can be a daunting task, especially if you have never done it before.

Where do you start? How do you coordinate all the different contractors? What if something goes wrong? How do you ensure that high-quality work is being delivered while accommodating the needs of all stakeholders including both residents and staff? How do you ensure that you maintain Australian Aged Care Quality Standards throughout the renovation process?

Read on for some helpful tips on how to successfully manage contractors for renovations.

Define the Scope of Work

The first step is to define the scope of work. This means that you will need to determine what needs to be renovated and how extensive the renovations will be.

You may even look for ways to improve your service environment by using existing resources as well as renovating. For example, you could possibly arrange existing furniture to improve your service environment, making it more welcoming and easier to understand for residents. Furniture placement may be the first step in a schedule of priorities as you systematically consider environmental changes.

Once you have a clear idea of what needs to be done, you can begin the process of soliciting bids from contractors.

Get Bids from Several Contractors

It’s important to get bids from several contractors because this will allow you to compare prices and services.

When evaluating the bids, be sure to pay attention to more than just the bottom line. Look at factors such as experience, customer service, and quality of work.

Once you have selected a contractor, be sure to get everything in writing so that there are no surprises later.

Create a Schedule and Budget

Sit down and create a schedule of when each contractor will need to begin and end their work. This will help ensure that the renovation process stays on track and that contractor costs do not exceed the budget you have set.

Once you have a schedule, make sure to provide copies to all the contractors involved so that they are aware of when they are needed on-site.

Ensure Contractors have the Necessary Permits and Permissions

An important step in coordinating contractors for renovations is to ensure that all workers have the necessary permits and approvals from the relevant authorities before beginning work. This includes approval from the body responsible for managing the retirement living village, as well as any other relevant government bodies.

Once all approvals have been obtained, work can begin on renovating the retirement living village apartments.

Read the Fine Print

Before selecting a contractor, be sure to read all the fine print in their contract. This includes understanding what is covered in their price quote and what is not. It’s also important to know what happens if there are changes to the scope of the project or if something goes wrong during construction. By reading the fine print, you can avoid surprises down the road.

Communicate Clearly and Often with Your Contractor

Once you have selected a contractor, it is important to communicate clearly and often with them. Be sure to let them know your expectations and timeline for the project. It is also important to communicate any changes that need to be made along the way. The more information they have, the better they will be able to do their job.

Be Available for Questions

Throughout the renovation process, the contractors will inevitably have questions. It is important that you are available to answer those questions in a timely manner so that work can continue without delays.

If you are unavailable, make sure to provide another point of contact who can answer questions in your absence.

Inspect Progress Regularly

As the renovation project is underway, it’s important that you inspect the progress regularly. This will help ensure that everything is on track and being done according to your specifications.

If you have any concerns, be sure to bring them up with the contractor right away so that they can be addressed in a timely manner.

By staying on top of things, you can avoid any potential problems and ensure that your retirement living village apartments are renovated exactly as you had hoped.

Be Prepared for Dust and Debris During Construction

There will inevitably be dust and debris generated from the renovation process. Be prepared by informing retirement village residents beforehand and providing them with protective gear if necessary.

Additionally, have a plan in place for cleaning up afterward so that residents can return to their homes as soon as possible after construction is completed.

Successfully managing contractors for renovations can seem like a daunting task, but it doesn’t have to be. By taking some time upfront to clearly define the scope of work, solicit bids from several contractors, and communicate often with your chosen contractor, you can ensure that your renovation project goes smoothly from start to finish.