From repainting to lift upgrades, committees spend owners’ money on contractors — so the process must be fair, documented and value-driven. Here’s how to do it right.
General guidance for 2026 — not legal advice. Strata management is governed by the Strata Management Act 2013 & Regulations 2015; confirm with your COB or a lawyer. JMB/MC needs maintenance or renovation works? Ask us →
Appointing contractors is where committees are most exposed to waste and accusations of favouritism. A clear, documented process protects owners’ money and the committee’s reputation. Every ringgit spent on contractors comes from maintenance charges paid by every owner — that is the accountability the process must reflect. Contractor spending typically accounts for a large share of the maintenance budget, so getting value for money here directly affects every owner’s annual charge. A committee that can demonstrate a fair, competitive process at the AGM builds credibility and trust with the owners it serves. The following steps apply whether the works are routine (a cleaning contract renewal) or major (a full repaint of the building). The same principles that apply to personal renovation spending — clear scope, multiple quotes, written contract — apply here, with the added dimension of fiduciary duty to every parcel owner in the scheme.
Write a clear scope of works before asking for prices — what, where, materials, standards and timeline. Quotes are only comparable if everyone prices the same scope. A vague brief produces inconsistent quotes that cannot be compared fairly, and gives contractors room to cut corners without being in breach.
Obtain at least three quotes on the same scope. Compare on inclusions and material specs, not just the headline price — the cheapest often excludes the most. See how we frame this in choosing a contractor →.
| Evaluation area | What to check |
|---|---|
| Scope coverage | Does the quote include all items in your scope? List any exclusions clearly. |
| Material specification | Brand, grade, thickness — cheaper quotes often use inferior materials. |
| Warranty | Length and what it covers — workmanship vs materials warranty. |
| Timeline | Realistic schedule with milestones — is the contractor too stretched? |
| Payment terms | Progress payments vs lump-sum; retain 5–10% until completion. |
| Insurance | Contractor and workmen insurance certificates must be current. |
For big-ticket projects (repainting, lift modernisation, major waterproofing), run a proper tender/quotation exercise — written scope, sealed quotes, fair evaluation criteria, and a documented award. This protects against favouritism, gets better value, and gives the committee a defensible paper trail at the AGM. For the largest projects, consider engaging a project consultant or quantity surveyor to prepare the tender documents and evaluate submissions — their fee typically pays for itself through better contractor pricing and fewer disputes during the works.
Routine spend is approved by the committee; major expenditure (especially from the sinking fund) may require owner approval at a general meeting or by resolution. Know your scheme’s thresholds — see meetings & resolutions →. Document every approval decision and the quotes that supported it.
Committee members must declare any interest in a bidding contractor and abstain from that decision. Undisclosed conflicts are a leading cause of owner complaints and COB scrutiny. A brief declaration policy — each committee member declares interests at the start of each tendering exercise — makes this routine and transparent. Document the declaration in the meeting minutes. Even the appearance of a conflict can damage the committee’s credibility with owners, so proactive transparency is always better than being put on the defensive at an AGM.
Put it in writing — scope, price, payment schedule, timeline, warranty and retention. The same principles as our renovation contract guide → apply to common-area works. For works above a modest threshold, engage a professional consultant to administer the contract and certify completion. A written contract also protects the committee against later claims by the contractor for variations or additional costs — every change to the scope should be documented as a written variation, not agreed verbally on site. Verbal agreements are not enforceable in any practical sense once the work is done and a dispute arises.
Major works such as repainting, lift modernisation, or significant waterproofing are typically funded from the sinking fund. Ensure the fund balance is sufficient before committing — if not, a special levy → will be needed. Owner approval at a general meeting is usually required for sinking-fund expenditure above a certain threshold.
| Works type | Typical funding source | Approval usually needed |
|---|---|---|
| Routine repairs (minor) | Maintenance account | Committee |
| Service contracts (annual) | Maintenance account | Committee |
| Repainting, waterproofing | Sinking fund | General meeting resolution |
| Lift modernisation / major M&E | Sinking fund (+ special levy if needed) | General meeting resolution |
ClickBina carries out common-area repairs and upgrades for JMB/MCs across the Klang Valley — repainting, waterproofing, tiling, lobby refurbishment, carpentry and electrical. We provide a clear itemised scope, three comparable quotes from our network, and a written warranty. Our quotes are structured to make committee approval easy: scope, materials, price, timeline, and warranty on one page. Get an itemised quote for your scheme →
This guide cites Malaysian legislation and official bodies. Always confirm current rates and rules with the official source:
Tell us what you need — we reply within the hour.