Scope of Works for a Strata Painting Tender: What to Include and Why

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By Tony Conway, Managing Director, Premier Painting Company

Quick answer: A scope of works for a strata painting tender should cover every surface to be painted, the full preparation method, named paint products and coat system, access equipment, staging plan, and warranty terms. Without these elements, quotes will be structured differently and cannot be compared. Premier Painting has delivered strata painting across Sydney, the Central Coast, and Wollongong for 28+ years and prepares detailed, itemised scopes for every project.

Strata painting tenders regularly produce quotes that cannot be compared. One contractor includes full surface preparation; another prices paint application only. One specifies a premium elastomeric system; another quotes a standard acrylic. The project value looks very different on paper, but the actual cost of getting the same result is not. The source of the problem is almost always the scope of works: it was either too vague, or it was prepared by each contractor independently rather than issued as a single consistent document to which all tenderers respond.

What Is a Scope of Works and Why Does It Drive the Tender?

A scope of works is the document that defines exactly what a painting contractor is expected to do on a given project. In a strata painting context, it covers the surfaces to be treated, the preparation required, the products and systems to be applied, the method of access, how the work will be staged around residents, and the warranty that applies on completion. The scope of works and product specifications together form the foundation of any strata painting project. Without them, owners corporations cannot compare tenders on equal terms, cannot hold a contractor accountable during delivery, and cannot ensure the completed work reflects what was voted on at the owners corporation meeting. A clearly written scope also protects the strata manager and committee. It reduces the risk of scope creep, variation disputes, and budget blowouts after work commences. In NSW, for any painting project exceeding $20,000, NSW Fair Trading requires a Home Building Contract. The scope of works becomes a contractual document. Getting it right before the tender goes out is significantly more cost-effective than resolving disputes on site.

What to Include in a Strata Painting Scope of Works

A comprehensive scope of works for a strata painting tender should address each of the following elements. Where any are omitted, tenderers will fill the gap with their own assumptions, and those assumptions will differ.

Scope Element	What It Should Specify	Why It Matters
Surface register	Every surface to be painted, identified by location, material, and current condition	Ensures all contractors price the same areas, preventing omissions and inflated variations
Surface preparation	Cleaning method, pressure washing, sanding, crack repair, render patching, priming per surface type	Preparation is the largest cost variable; vague scoping allows it to be priced at minimum
Paint system	Product name, manufacturer, number of coats, and application method for each surface type	Prevents substitution of inferior or incompatible products to lower the tender price
Access method	Scaffold, EWP, mobile scaffold, rope access specified per zone or building element	Access is a significant cost; unspecified access allows tendering on cheaper but less suitable methods
Protective coatings / membranes	Waterproof membrane application zones, product specification, and compatible topcoat	Membrane work has different product and preparation requirements; must be itemised separately
Staging plan	Sequencing of work, resident notification process, access restrictions, completion milestones	Occupied buildings require coordinated staging; unstated requirements create on-site disruption
Workmanship warranty	Minimum warranty period and what it covers	Allows comparison of warranty value across tenderers
Inclusions and exclusions	Clear statement of what is and is not included in the price	Prevents disputes about what was priced and what constitutes a chargeable variation

Premier Painting provides detailed, itemised scopes of works for every strata painting project across Sydney, the Central Coast, and Wollongong. Speak with our team on 1300 916 291 or visit premierpainting.com.au/strata.

The Most Commonly Missed Elements in Strata Painting Scopes

Even experienced strata managers occasionally issue tenders that omit elements which appear straightforward but have a significant impact on price comparability. The most frequently missed scope items include:

Surface preparation detail. Stating “prepare and paint” is not sufficient. Preparation should specify pressure washing (and any soft wash requirement for sensitive surfaces), sanding and abrading of glossy surfaces, crack chasing and filling, render patching, and priming with specific primer types where the substrate requires them. The quality and thoroughness of preparation is the primary determinant of how long the finish lasts.
Waterproof membrane application. On older or exposed strata buildings, pre-paint membrane application to balcony facades, soffits, parapets, and masonry is often required before the decorative paint system is applied. If the scope does not specify this, some contractors will include it and others will not, making the tender impossible to compare.
Plant rooms, service zones, and subterranean areas. Carpark entries, bin rooms, meter boxes, roof plant room structures, and building services zones are often omitted from scopes. Contractors may or may not price them. When they are discovered on site, they become variations.
Access method by zone. A building with rope access requirements on high-level facades and scaffold requirements on lower levels needs this specified. Unspecified access allows a contractor to price the cheapest method for each zone, which may not be appropriate or practical.
Colour change considerations. If the repaint involves a colour change from the current scheme, additional coats, different primers, and potentially additional coverage will be required. This must be captured in the scope or it will appear as a variation once work begins.

Pro tip: The SCA NSW recommends engaging a paint consultant or building consultant to prepare the condition report and scope of works for larger strata repaints before going to tender. This separates the specification role from the delivery role, ensuring all contractors respond to the same document and the owners corporation receives genuinely comparable prices.

Who Prepares the Scope of Works for a Strata Painting Tender?

There are three common approaches to scope preparation in NSW strata painting projects, and they are not equivalent. Prepared by each contractor independently. This is the most common approach on smaller projects. Each contractor conducts their own site inspection, prepares their own scope, and submits a quote based on their own interpretation of what the building needs. Prices are often incomparable. The lowest quote may simply reflect the most conservative scope. Prepared by the strata manager or committee. Works well when the strata manager has prior experience managing painting projects and a clear understanding of the building’s current condition. Requires access to prior inspection reports, knowledge of current product standards, and the capacity to describe preparation and coating requirements clearly. Prepared by an independent paint consultant or building consultant. The most reliable approach for larger or more complex buildings. The consultant conducts an independent condition assessment, prepares a specification based on the actual substrate conditions, and may also project manage the tender process. All contractors quote against the same document. The scope is not influenced by commercial interest in the outcome. For strata buildings in Sydney and across NSW where the project value is likely to exceed $100,000, engaging a consultant to prepare the specification before going to tender is a sensible use of the owners corporation budget. The cost is typically a fraction of the variation risk associated with a poorly scoped tender.

Product Specification: Why “Major Brand Paint” Is Not a Specification

Paint product specification is the other area where strata tenders frequently lack detail. A scope that states “two coats of premium exterior paint” is not a specification. It allows substitution of any product at any price point, with no requirement to match the performance or warranty characteristics of what the owners corporation expected. A complete product specification should include:

The product name, manufacturer, and sheen level for each surface type
The number of coats required (including primer, undercoat, and topcoat)
Application method (brush, roller, airless spray) where this affects the quality of finish
For waterproof membrane systems: the specific membrane product, compatible primer, and topcoat system
Any manufacturer warranty applicable to the specified system, and the conditions under which it applies

Where Dulux products are specified and applied by a Dulux Accredited contractor, a manufacturer warranty of up to 10 years is available. Other major paint manufacturers offer comparable 7 to 10 year product warranties. These warranties are contingent on the product being applied in accordance with the manufacturer’s technical data sheet, which requires the product to be correctly specified, not substituted on site.

How Access Methods Should Be Captured in the Scope

Access to high or hard-to-reach areas is a significant project cost in strata painting, and the method of access affects both price and programme. A scope that does not specify access method for each zone or building element leaves tenderers to price whichever solution suits their operation.

Access Method	Best Suited To	Key Consideration
Fixed scaffold	Multi-storey full exterior repaints	Highest upfront cost but provides safe, continuous platform for extended programmes
Mobile scaffold / elevating work platform (EWP)	Podium level, car park entries, lower facades	Cost-effective for accessible areas; not suitable for upper floors or overhanging soffits
Rope access (IRATA-certified)	High-rise facades, soffits, areas where scaffold is impractical	Lower cost than scaffold on tall buildings; requires IRATA-certified operators and a dedicated supervisor
Swing stage	High-rise and long-run exterior facades	Efficient for large continuous surfaces; requires specific building anchor points

The scope should state the access method for each zone. If rope access is required, the contractor’s IRATA certification and access methodology should be confirmed before the tender is submitted. For buildings where access involves working over common areas, pedestrian paths, or car parks, the staging plan should address how these areas will be managed and what notice will be given to residents.

Staging, Resident Notification, and WHS: Scope Elements That Protect Everyone

An occupied strata building adds a layer of logistical complexity that must be addressed in the scope. Residents are present. Car parks are in use. Common areas need to remain accessible. The scope should specify how the contractor will manage this.

A staging plan dividing the building into distinct work zones with estimated start and completion dates for each zone
Resident notification procedures: how residents will be informed of upcoming works, access restrictions, and expected noise or odour impact
Minimum notice period before works commence in any given area (two weeks is common practice in NSW strata repaints)
Identification of which common areas will be temporarily out of service and what alternative access will be provided
Confirmation that the contractor is WHS compliant, CM3 accredited, and holds current public liability insurance
Background check requirements for any staff who will access individual lots or restricted areas

Strata managers who include these elements in the scope are protected when residents raise concerns during delivery. The contractor has committed to a plan. Deviations become managed conversations rather than disputes. Premier Painting’s strata projects include a dedicated Project Manager and on-site Supervisor throughout delivery. Both are responsible for maintaining communication with the strata manager, coordinating resident access, and ensuring the staging plan is followed.

TL;DR: Strata Painting Scope of Works at a Glance

A scope of works is the document that defines what every contractor prices, making tenders comparable
Always specify: every surface, full preparation method, named products and coat system, access method, staging plan, and warranty terms
Commonly missed items include waterproof membrane zones, plant rooms, service areas, and access specifications by building zone
Product specifications should name the manufacturer, product, coat system, and applicable warranty — “premium paint” is not sufficient
For complex or high-value projects, engaging a paint consultant or building consultant to prepare the specification before going to tender is the most reliable approach
Next step: contact Premier Painting for a detailed, itemised proposal for your next strata repaint: 1300 916 291 or premierpainting.com.au/request-a-quote

Get a Detailed Strata Painting Proposal

Premier Painting prepares detailed, itemised scopes and proposals for every strata painting project across Sydney, the Central Coast, and Wollongong. Call us on 1300 916 291 or request a free quotation online.

Frequently Asked Questions

What should be included in a scope of works for a strata painting tender?

A complete scope of works for a strata painting tender should include: every surface to be painted with its location and condition, the full surface preparation method, paint product names and coat system for each surface type, access methods (scaffold, EWP, rope access), a staging plan showing how work will be sequenced around residents, and workmanship warranty details. Without these elements, quotes will be structured differently and cannot be meaningfully compared.

Who prepares the scope of works for a strata painting tender in NSW?

In NSW, a strata painting scope of works is typically prepared by the painting contractor following a site inspection, or by an independent paint consultant or building consultant engaged by the owners corporation. For larger or more complex projects, the Strata Community Association NSW recommends engaging a structural engineer or paint consultant to prepare a condition report and specification before going to tender. This ensures all contractors quote on the same basis.

How do I compare strata painting quotes when the scope of works differs between contractors?

When quotes are based on different scopes, direct price comparison is not meaningful. The correct approach is to request that all contractors quote against a single, defined specification. If a contractor has omitted surfaces, specified inferior products, or excluded surface preparation, their price will appear lower but the actual cost of achieving the same result will be higher. Always check what each quote includes and excludes before presenting to the owners corporation.

Does a strata painting project in NSW require owners corporation approval?

Yes. Exterior painting and common area repaints constitute maintenance of common property under the Strata Schemes Management Act 2015 (NSW) and require owners corporation approval before works proceed. For projects exceeding $20,000, NSW Fair Trading requires a Home Building Contract. A clearly scoped and itemised proposal makes the approval process straightforward and reduces the risk of variations after works commence.

What happens if a strata painting contractor carries out work not covered by the scope?

Any work outside the agreed scope of works becomes a variation. Under NSW fair trading contracts for building work, variations must be agreed in writing before they are carried out, including a description of the additional work and the additional cost. A well-prepared scope reduces the likelihood of disputes by clearly defining what is and is not included, and by capturing commonly missed items such as render repairs, waterproof membrane application, and plant room painting upfront.

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About Premier Painting Company: Premier Painting has delivered commercial, strata, and residential painting across Sydney, the Central Coast, and Wollongong for 28+ years. Dulux Accredited Painters, a member of Master Painters Australia, CM3-accredited, IRATA-certified for rope access work, and a recognised Strata Services Specialist Company. Contact us on 1300 916 291 or visit premierpainting.com.au.