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Frequently Asked Questions
HOA Board Member Project FAQ Guide
Pre-Bidding Process- FAQs & Answers
How do we know what actually needs to be done to our community?
We walk the property with you, identify priority items, and help you define a clear scope. This minimizes confusion and aligns all bidders.
Will you walk the property with us?
Absolutely. A joint walk helps ensure we fully understand your needs and reduce change orders later.
What makes you different from the other bidders?
We’re HOA reconstruction and painting experts who specialize in working in occupied spaces. Communication, consistency, and risk management is at the forefront of our production process.
Can you help us write the scope so bids are apples to apples?
Yes. We can draft a comprehensive scope to share with all bidders for fair, aligned comparisons.
How long is your proposal valid?
Our bids are typically valid for 60 days, but we can extend them upon request depending on material volatility.
Who do we talk to if something goes wrong?
You’ll have a dedicated AE, Project Manager, and Foreman—plus access to our online portal with live updates.
Bidding Process FAQs & Answers
Can you come to the board meeting to present your bid?
Yes. We highly recommend it to answer technical questions and build board confidence in who is behind the project.
Do you have references from similar communities?
Yes. We’ll provide contact info, photos, and even site visit options.
Will your bid include everything—permits, insurance, cleanup?
Yes. Our bids are transparent and complete, with all exclusions clearly listed.
What’s the real timeline?
We offer production pace options depending on board preferences and urgency.
What warranties do you provide?
We offer written warranties based on scope—explained clearly in the proposal including material and manufacturer warranties.
How will this impact homeowners?
We handle all notifications, signage, and schedule coordination to minimize disruption.
In-Production FAQs & Answers
How will you communicate progress?
We provide a variety of communication options including text messages and a direct line to our customer care team at our Corporate office as well as the information to reach your Project Manager, site progress walks and Weekly updates with photos via email and posted to the website portal.
What if we see something missed or damaged?
Send us an email at customercare@empireworks.com or give us a call at 888-278-8200 and we will report it directly to your Project Manager—we’ll address it quickly and confirm resolution.
Do you do walkthroughs with the board?
Yes. We do progress and final walkthroughs, and we don’t invoice final payment until it’s approved.
How do you ensure safety on-site?
We follow the highest level of OSHA standards, post clear signage, and coordinate with management on logistics.
Where do your crews park, store equipment, and use restrooms?
All staging, restroom, and access plans are pre-approved with your management team.
What happens if the weather delays the project?
We communicate delays promptly and adjust our schedule transparently.
Will you be attending our board meetings during production?
Yes. We would love to attend to answer questions and keep everyone aligned.
Can we get a final walk and written closeout report?
Yes. We can provide final photos, a summary report, a color list, and a maintenance plan.
HOA Resident FAQ Guide
What to Expect as a Homeowner During Construction
What is this project and why is it happening?
Your HOA has approved a reconstruction or painting project to maintain the property’s safety, value, and appearance. EmpireWorks was selected to perform the work.
How will I know when my unit is affected?
You will receive advance notices on your door 24-48 hours prior to our arrival at your unit in addition, you will also see visible notices in common areas 2 weeks prior to our onsite arrival, many also receive email notifications from the HOA management company. We post clear schedules and signage prior to our arrival.
Will I need to move anything or give access?
If painting, decks, patios, or windows are being worked on, you may be asked to clear furniture or give access. Specific instructions will be on your notice.
Will there be noise or dust?
Yes—some noise and dust is unavoidable. We do our best to minimize disruption and keep work hours within HOA guidelines.
Can I park near my unit during construction?
Temporary parking restrictions may apply in certain areas. We’ll provide advance notice and work with management to find nearby alternatives if needed.
During the Project
Who do I talk to if I have a concern or issue?
Send us an email at customercare@empireworks.com or give us a call at 888-278-8200 and we will report it directly to your Project Manager—we’ll address it quickly and confirm resolution.
What happens if something gets damaged near my home?
Please take photos and report it right away to our customer care team. We take all reports seriously and will inspect and resolve any verified issues promptly.
Are the crews safe and professional?
Yes. All our crews are background-checked, trained, and follow strict safety protocols. Our team wears EmpireWorks uniforms to identify themselves.
Will my pet be affected?
If your pet is outdoors, please secure them during work hours. If a pet is left out during the day we are scheduled to work in your backyard, we will not be able to work. We appreciate your cooperation.
What if I work from home or have special needs?
Let your Project Manager know. We’ll do our best to accommodate special situations with careful planning.
After the Work is Complete
Will there be a final cleanup?
Yes. Our crews perform daily and final cleanups, leaving the area safe and tidy.
How do I report anything unfinished or missed?
Contact your HOA manager. We schedule final walkthroughs to confirm all punch items are resolved.
What if I have concerns after the project ends?
You’re covered by a written warranty. Report issues to management, and we’ll inspect and respond accordingly.
Do I need to be home while the work takes place?
No. We do not require residents to be home while work takes place. If you would like to be home, please be aware that the work will be loud during working hours.
Apartment Client FAQ Guide
Pre-Bid FAQs & Answers for Apartment Owners & Managers
How do we start the process?
We’ll schedule a property walk with your onsite staff or asset manager to understand project needs, then provide a clear, detailed proposal.
Can you work around occupancy and leasing schedules?
Yes. We coordinate with management to minimize vacancy loss, offering phased or off-hour work when needed.
Do you provide budget planning support?
Absolutely. We’ll create detailed scopes and phased pricing to fit your capital improvement plan.
Are your crews licensed and insured?
Yes. All crews are fully licensed, insured, and OSHA-trained. We provide insurance certificates before starting.
How do you handle resident communication?
We provide door notices, email templates, signage, and bilingual communication options to ensure all residents are informed.
Production FAQs & Answers
Who manages the project day to day?
You’ll have a dedicated Project Manager and Field Supervisor, with your Account Executive staying involved throughout.
Will you notify residents before work in their unit/building?
Yes. We issue advance notices and coordinate closely with your onsite team.
How do you ensure safety and minimize disruption?
We secure work zones, provide clear signage, and coordinate parking and access to minimize impact on residents and prospects.
What if a resident has a complaint or issue?
They should report it to your onsite staff or property manager. We work directly with management to resolve all concerns quickly.
Can you provide progress updates?
Yes. We send weekly updates with photos and schedules, customized to your preferred format.
Close-Out FAQs & Answers
Do you perform final inspections?
Yes. We walk the site with your management team, resolve punch items, and confirm satisfaction before invoicing final payment.
Will you provide warranty information?
Yes. We provide written warranties on materials and workmanship, plus maintenance recommendations.
Do you provide close-out documentation?
Absolutely. We deliver final photos, color/spec sheets, warranty information, and a summary for your records.
What if we have multiple properties or phases?
We can coordinate rollout across your portfolio, keeping specs consistent and reducing overall cost and disruption.
Commercial Property FAQ Guide
Pre-Bidding Process FAQs & Answers for Commercial Managers & Tenants
What’s the process for getting a bid?
We’ll do a site walk with you, clarify your goals, and provide a detailed proposal—including phasing options if needed to minimize tenant disruption.
Can you provide work during off-hours or weekends?
Yes. We can offer after-hours, weekend, or phased production to accommodate operating hours, peak traffic times, and tenant business cycles.
Can you help with scope definition and budgeting?
Absolutely. We collaborate with you or your facilities/asset team to develop a clear scope and budget options for single-year or multi-year planning.
Are your crews insured and OSHA-compliant?
Yes. All crews are fully insured, background-checked, and OSHA-trained. We provide all necessary certificates before work begins.
How do you minimize impact on tenants and customers?
We coordinate closely with managers to schedule work by area and time, use signage, post tenant notices, and create clean, safe, well-organized staging zones.
Production FAQs & Answers
Who is my day-to-day contact once the project starts?
You’ll have a dedicated Project Manager and Field Supervisor. Your Account Executive will stay involved throughout.
Will you notify tenants before work begins in their areas?
Yes. We provide customizable tenant notification flyers (digital and print) and can help coordinate messaging with your management team.
How do you handle site safety and public access?
We cone off work areas, post signs and barriers, and coordinate safe foot traffic flows. We prioritize both ADA compliance and visual clarity.
What if something is damaged or missed during the job?
Contact us immediately. We’ll investigate, document, and resolve the issue quickly—keeping you informed at every step.
How often will you update us on project status?
We provide weekly updates with photos and timelines, either by email or your preferred reporting method. Emergency updates are real-time.
Close-Out FAQs & Answers
Do you perform a final walkthrough?
Yes. We walk the site with you to ensure all work is completed to your satisfaction and any punch items are resolved.
Will you provide warranty information and maintenance tips?
Yes. We provide written warranties and a tailored maintenance plan based on surface types and exposure.
Can you provide post-project documentation?
Absolutely. We’ll deliver before-and-after photos, warranty certificates, product specs, and a final summary report for your records.
What if we have another property or phase coming up?
We can pre-schedule proposals, carry over specs, and coordinate rollout plans across multiple properties for consistency and efficiency.
