Project Owner in Quebec Condos: RBQ and Roles

Construction projects in a divided co-ownership require a clear structure of responsibilities. Between the project owner, the prime consultant and RBQ requirements, it is easy to get lost. This article helps you understand who does what, when and how, so you can secure your projects and protect the co-owners.

You will see how the syndicate acts as project owner, when to engage a prime consultant, and how to verify contractors’ RBQ compliance. Key concepts such as the contingency fund, maintenance logbook/EUC and decisions made at the annual general meeting are included. Updated as of 2026-07-09.

Project Owner: the Syndicate of Co-owners and Its Board

In a divided co-ownership, the project owner is the syndicate of co-owners, represented by the board of directors. Its role is to define needs, set the budget, select professionals, decide on the tendering process, sign contracts and pay for the work. The syndicate also has an obligation to preserve the building and administer the common portions (see section 1039 of the Civil Code of Quebec).

Typical functions of a project owner in a condo:

• Define the objective of the work: maintenance, repair, code compliance or replacement.
• Establish the financial framework: operating budget, contingency fund or special assessment.
• Decide whether to engage a prime consultant (architect/engineer) based on the scope and risks.
• Issue a call for tenders, analyze bids and award the contract.
• Ensure that insurance and warranties are in place, and approve acceptance of the work.

The condominium manager is not the project owner. The manager assists the board of directors with coordination, processes, administrative follow-up, communications, preparation of the annual general meeting and minutes. This contribution facilitates compliance and reduces operational risks.

For an overview of administrative and operational roles, see our service pages: operations management, financial management and administrative management.

Prime Consultant: Architect or Engineer, Plans and Supervision

The prime consultant is a professional (architect or engineer) who designs, plans and supervises the execution of the work. The prime consultant prepares plans and specifications, assists with the call for tenders, answers technical questions, issues site instructions and recommends progress payments.

When should you engage a prime consultant?

• Work affecting the building envelope, structure, waterproofing, facades or balconies.
• Projects involving electromechanical systems, fire safety or RBQ/RBQ-Electricity compliance.
• Work involving significant complexity, safety risks or a major impact on the common portions.

A clear mandate for the prime consultant should cover: preliminary study, plans and specifications, assistance with the call for tenders, construction supervision, site reports, acceptance and deficiency list. The prime consultant’s deliverables feed into the maintenance logbook/EUC and the syndicate’s technical files for years to come.

Practical Example: Priority Work vs. Planned Work

• Planned work: aligned with the maintenance logbook/EUC and contingency fund; a complete mandate for a prime consultant is recommended.
• Urgent corrective work: secure the site first; obtain a prompt professional opinion; regularize the documentation afterwards.

RBQ: Licences, Compliance and Essential Checks

In Quebec, a contractor carrying out construction work must, in most cases, hold a valid licence from the Regie du batiment du Quebec (RBQ). The syndicate, as project owner, must verify this licence before awarding a contract.

RBQ points to watch:

• Licence type: general or specialized contractor, with categories corresponding to the planned work.
• Licence validity: active, without restrictions, and with current guarantee/responsibility coverage.
• The contractor’s commercial general liability insurance and coverage for subcontractors.
• CNESST compliance and, where required, the company’s tax certificate.

Official resources:

• RBQ – Licence
• RBQ – Consumers
• RGCQ
• LégisQuébec – Civil Code of Quebec

Verifying the licence before bids are opened reduces the risk of cancellation or delays. For specialized work (e.g., fire protection systems or elevators), make sure each party is licensed for the relevant category.

Governance: Board Decisions, Annual General Meeting, DCO and Minutes

The declaration of co-ownership (DCO) sets out the board of directors’ powers and the matters requiring approval by the meeting of co-owners. Generally, maintenance and ordinary repairs fall under the board’s authority. Significant alterations to the common portions, major expenditures or borrowings may require a vote at an annual general meeting, depending on the thresholds and majorities set out in the Civil Code of Quebec and the DCO.

Good governance practices:

• Specify the proposed work, financing and schedule in the agenda.
• Have major projects approved at an annual general meeting, with supporting documents made available.
• Prepare complete minutes of decisions and authorizations given to the board of directors and the condominium manager.
• File plans, specifications, warranties and reports in the syndicate’s archives.

The contingency fund, required under the Civil Code of Quebec to finance major repairs and replacement of the common portions (see section 1071 of the Civil Code of Quebec), must be taken into account in the financial plan. The intervention plan resulting from the EUC supports the multi-year planning of work and the budget.

When Should You Call a Special Meeting?

• When the amounts exceed the DCO’s thresholds or borrowing is being considered.
• If the work changes the use, appearance or purpose of the common portions.
• To adopt a special assessment or revise the common expenses budget.

Recommended Process for Successfully Completing a Construction Project

Here is a typical process, from assessment to acceptance. Adapt it to the size of your syndicate and the complexity of the project.

1) Assessment and objective

• Identify the problem and its urgency; consult the maintenance logbook/EUC.
• Obtain a preliminary technical opinion to define the need and scope.

2) Budget and financing

• Confirm the sources: current budget, contingency fund, special assessment or borrowing.
• Assess the impact on condo fees and communicate early with the co-owners.

3) Mandate for the prime consultant

• Assign the plans and specifications to a qualified professional for the work concerned.
• Define the deliverables, schedule and construction supervision.

4) Call for tenders

• Attach plans, specifications, administrative clauses, RBQ requirements, insurance requirements and schedule.
• Specify the evaluation criteria: price, experience, methodology, team and schedule.

5) Bid analysis

• Verify RBQ licences, insurance, references and technical compliance with the specifications.
• Document the recommendation to the board of directors; if required, present it at an annual general meeting for approval.

6) Contract and warranties

• Sign a written contract specifying the price, payment milestones, penalties, warranties and management of extras.
• Require proof of insurance and, as applicable, performance and payment bonds.

7) Execution and supervision

• Hold periodic site meetings; require written instructions from the prime consultant.
• Control safety, access and communications with occupants.

8) Acceptance and closeout

• Carry out provisional acceptance with a deficiency list; apply a contractual holdback where appropriate.
• Complete final acceptance, obtain releases, warranties and updates to the maintenance logbook/EUC.

To structure the call for tenders and follow-up, an experienced condominium manager can simplify your process and centralize the documentation. Visit our blog for other practical guides.

Responsibilities, Insurance and Key Documents

• Contractor’s commercial general liability insurance: require limits suited to the risk.
• Professional insurance: current professional liability insurance for the prime consultant.
• Prevention and compliance: CNESST requirements and site safety measures.
• Documents to retain: signed contracts, plans and specifications, annual general meeting/board minutes, site instructions, releases, warranties and final reports.
• Affected private portions: access and protection protocols; clear communication with co-owners.

The syndicate remains responsible for decisions as project owner. Thorough preparation, qualified professionals and RBQ compliance reduce the risk of disputes and cost overruns.

Frequently Asked Questions

Q1. Can the board of directors act as project owner without a prime consultant?

Yes, for simple, low-risk work. However, as soon as the integrity of the building envelope, structure or safety is at stake, engaging a prime consultant is strongly recommended to design, manage and supervise the work.

Q2. How do you verify a contractor’s licence?

Consult the RBQ and make sure the licence is valid and covers the relevant category of work. Also request proof of insurance and recent references for comparable projects.

Q3. Who pays for the work: the current budget, contingency fund or special assessment?

It depends on the nature and scope of the project. Major repairs and replacement of the common portions are generally planned through the contingency fund, while routine maintenance often falls under the operating budget. Your DCO and financial statements will guide the decision.

This article provides general information and does not constitute legal advice. For your situation, consult a lawyer or notary.

Do you manage a divided co-ownership in Quebec? Explore our plans or contact us to assess your needs.