What's in the template
- 1 About your strata Plan, address, lot count, building type, year built, common-property amenities, management arrangement, prior report details.
- 2 What you need Legally-mandated deliverables (physical condition assessment, 30-year maintenance schedule, three CRF scenarios, hard + electronic copies, council presentation) plus optional add-ons.
- 3 Provider response section Designation, experience with comparable buildings, insurance, sample report, references.
- 4 Proposal Fixed-price quote, payment terms, scope inclusions/exclusions, timeline, future-update pricing.
- 5 Council evaluation rubric 10-criterion scoring sheet (1–5 per criterion, 50 max). Documented selection process for fiduciary purposes.
Council members have a statutory duty under the Strata Property Act s. 31 to act in the best interests of the strata corporation. Running a paper-trail RFP — three written proposals, a scoring rubric, a recorded decision — is what protects you if an owner later challenges the spend or the choice. The template builds that paper trail by default.
How to use it
- ✓Fill in sections 1 and 2 with your strata's details and the deliverables you want.
- ✓Send to 3–5 providers at once with the same response deadline (4–6 weeks).
- ✓Score each response using section 5's rubric — every council member scores independently, then average.
- ✓Keep the scored responses in strata records. That's the document an owner sees if they question the spend.
What it's not
This template assumes you already know what a depreciation report is and roughly what you need. If that's not where you are, read the 2026 deadline guide first — it walks through what changed, who can write your report, and what to expect.
Updated for the post-October-2025 rule
The Province's quietly-expanded list of qualified preparers (October 2025 amendments) is reflected in section 3's designation checklist. If you've used an earlier copy of this template, this version asks for one additional disclosure on professional liability coverage limits.