Choosing an EEI/EFP Professional (Bill 16) for Co-ownership

Bill 16 requires every syndicate of a divided co-ownership to maintain the building according to a planned approach. Two key deliverables support your board: the EEI (building condition assessment) and the EFP (contingency fund study). Yet choosing the right resource is not simple. You must balance expertise, independence and compliance.

For search purposes, here is the exact keyword you are looking for: choosing an EEI/EFP professional under Bill 16 for co-ownership.

This article guides you step by step through choosing, mandating and validating the right professional, with concrete criteria, a weighting grid and a call for tenders template. Information current as of 2026-06-05.

Essential regulatory reminders (Bill 16)

Bill 16 amended the Civil Code of Quebec (C.C.Q.) and clarifies the syndicate’s obligations regarding maintenance and long-term financing.

• Mandatory maintenance logbook (EUC). The syndicate must keep a logbook detailing past and future work, as well as periodic maintenance (see section 1070.2 C.C.Q.). See the legal text on LégisQuébec: https://www.legisquebec.gouv.qc.ca/.
• Contingency fund study (EFP). Contributions must be based on a professional study establishing the replacement needs of common portions (see section 1071 C.C.Q.). LégisQuébec reference: https://www.legisquebec.gouv.qc.ca/.
• Building condition assessment (EEI). Bill 16 requires a periodic assessment of the condition of the common portions to support the maintenance logbook and contingency fund study. The report must be prepared by a competent professional who is a member of a professional order.
• Other related obligations. Certain buildings are also subject to specific inspections of façades and elevated parking structures by engineers or architects (RBQ).

To understand the origin of these requirements, consult Bill 16 (SQ 2019, c. 28) on LégisQuébec: https://www.legisquebec.gouv.qc.ca/.

Useful resources:

• RBQ — Façade maintenance and inspection: https://www.rbq.gouv.qc.ca/
• RBQ — Elevated parking structures (inspection and safety): https://www.rbq.gouv.qc.ca/
• RGCQ — Bill 16 files and best practices in co-ownership: https://rgcq.org/

EEI vs. EFP: what they contain (and why both are connected)

The two documents are complementary and essential for managing your condo in Montreal and on the South Shore.

• EEI (building condition assessment). Inspection of the common portions, identification of deficiencies, prioritization of work, risk assessment, and remaining useful-life horizons. It provides the technical foundation.
• EFP (contingency fund study). A 25-40-year financial projection of major replacements of the common portions, including inflation and indexing assumptions, contribution scenarios, and the impact on condo fees.

In practice, the EEI informs the maintenance logbook and provides the quantities, costs and schedules used in the EFP. A good EEI/EFP combination helps avoid surprise special assessments and supports accountability to the annual general meeting.

For your governance needs, also see our administrative management and financial management services.

Who can sign an EEI/EFP? Expertise and roles

Bill 16 requires the study to be prepared by a member of a professional order who is competent for the task. The professional appointed must carry professional liability insurance and act independently from the syndicate and the contractors being considered for the work.

Engineer (OIQ)

• Typical scope of work: structure, building envelope, elevated parking structure, electromechanical systems. Often required for façades and parking structures (RBQ).
• Strengths: advanced technical analysis capabilities and a recognized seal for structural components and systems.
• Limitations: higher fees; define the scope clearly to avoid an overly general mandate.

Architect (OAQ)

• Typical scope of work: building envelope, façades, roofing, waterproofing, architectural details, and envelope performance.
• Strengths: strong expertise in building envelopes and material durability.
• Limitations: support from other disciplines may be required for electromechanical or structural systems.

Professional technologist (OTPQ)

• Typical scope of work: inspections and surveys of components; EEI work based on expertise and complexity.
• Strengths: well suited to buildings of moderate complexity.
• Limitations: components requiring calculations or a reserved signature must be validated by an engineer or architect.

Chartered appraiser (OEAQ)

• Typical scope of work: financial modelling, estimates of replacement and indexing costs, and contribution scenarios.
• Strengths: rigour in economic assumptions and contingency fund financial planning.
• Limitations: for the EEI, support from a technical professional (engineer, architect or technologist) is required to assess the condition of the components.

Depending on the size and complexity of your divided co-ownership, a multidisciplinary firm or a team combining two professional orders may be the best option.

Selection criteria: weighting grid and checks

Here is a simple grid for objectively comparing the proposals received by your board. Adjust the weights to reflect your situation (building age, systems, claims history, etc.).

Practical tips:

• Require reusable deliverables: a structured maintenance logbook and an editable EFP for annual updates.
• Ask for a reading workshop with the board and, if needed, a presentation at the annual general meeting.
• Make sure the EEI properly covers the common portions (roof, envelope, structure, parking, and M&E) and specifies the limitations regarding private portions.

For operations and maintenance logbook updates, see our operations management services.

Launching a call for tenders: steps and documents to provide

A clear call for tenders helps you avoid comparing apples and oranges.

1. Prepare the specifications

   • Presentation of the syndicate: number of units, year of construction, brief description of the common portions, recent work, and particular features (pool, elevated parking structure, masonry façades, balconies).
   • Documents provided: declaration of co-ownership, by-laws of the immovable, available plans, previous reports, relevant annual general meeting and board minutes, current maintenance logbook, and financial statements and budget if useful for the EFP.
   • Required scope: complete EEI with photos and prioritization; update or rebuild the maintenance logbook; EFP with contribution scenarios over 25-40 years; presentation workshop for the board.
   • Compliance: specify that the signatory is a member of a professional order, carries liability insurance, and certifies that they comply with Bill 16 and the C.C.Q.

2. Key questions to require from bidders

   • How many site visits will be conducted, and which components will be inspected? Access to roofs, technical rooms, parking, etc.
   • What financial assumptions will be used? Inflation, cost indexing, rate of return (if applicable), and study horizon.
   • What format will the deliverables take? PDF, calculation files, maintenance logbook template; rights of use and updating.
   • What are the deadlines and milestones? Draft submission, comment period, final submission, and presentation to the board.

3. Evaluate and negotiate

   • Weighting grid: apply it and document your decisions in board minutes.
   • Clarify exclusions (exploratory openings, laboratory testing, specialized access) and any potential additional fees.
   • Protect independence: the signatory must not solicit work for a specified period.

Templates and resources: RGCQ offers useful guidelines: https://rgcq.org/. For legal references, consult LégisQuébec: https://www.legisquebec.gouv.qc.ca/.

Reading, understanding and validating the deliverables

Once the EEI/EFP has been received, here is how your board can validate its quality and compliance.

• Data traceability. The EEI should cite its sources (plans and reports), date the visits, and include a photo register.
• Remaining useful life. Check the assumptions for each component and their consistency with the year of construction and past work.
• Costs and scenarios. The EFP should present at least two contribution scenarios, explain inflation, and show the impact on condo fees and contributions.
• Prioritization and risks. Major safety or infiltration risks must be clearly prioritized, with interim measures where needed.
• Updated maintenance logbook. Ask for a logbook that can be used day to day: periodic tasks, frequencies, responsible parties, and a summary budget.
• Legal compliance. The report should refer to the requirements of the C.C.Q. (including sections 1070.2 and 1071), without replacing legal advice.

To communicate the information effectively to co-owners, prepare an executive summary and announce a question period before the annual general meeting. Visit our blog for more practical guides: https://www.multirent.ca/blogue/.

Costs, timelines and mistakes to avoid

Without detailing specific prices, keep in mind that the cost depends on the size, complexity and scope of the mandate. A building with an elevated parking structure, masonry façades and M&E systems requires more work than a small, simple building. What matters is the value: a good EEI/EFP helps prevent costly mistakes.

Common mistakes to avoid:

• Choosing strictly on the basis of the lowest price. Every hour cut from fieldwork often means blind spots later.
• Unclear scope. Without specifications, proposals become impossible to compare and incomplete.
• Forgetting the maintenance logbook. An EFP without an up-to-date maintenance logbook creates a gap between theory and operations.
• Ignoring specific RBQ obligations (façades and parking structures). This can result in non-compliance.
• No post-delivery follow-up. Plan a reading session and a 12-month implementation plan.

Useful links:

• RBQ façades: https://www.rbq.gouv.qc.ca/
• RBQ elevated parking structures: https://www.rbq.gouv.qc.ca/
• OACIQ — Seller’s Declaration (divided co-ownership) and disclosures: https://www.oaciq.com/

To integrate the EEI/EFP into your budget and forecasts, see our financial services.

FAQ — EEI/EFP and Bill 16

Q1. How often must we redo the EFP?

Bill 16 requires contributions to be based on an up-to-date study. In practice, the study is revised periodically (e.g., every 3-5 years) or when a major change occurs. Refer to the C.C.Q. and your specific needs.

Q2. Can one professional prepare both the EEI and the EFP?

Yes, if the firm brings together the required technical and financial expertise and the signatory is a member of a competent professional order. Otherwise, choose a team (e.g., engineer plus chartered appraiser).

Q3. Must we present the study at the annual general meeting?

This is a good practice for transparency and support for the contributions. Plan an executive summary and a question period. Include relevant excerpts in the annual general meeting materials.

Q4. Does the EEI replace RBQ inspections of façades and parking structures?

No. RBQ obligations are separate and sometimes stricter. Make sure your professional knows these requirements and schedules them in the maintenance logbook.

Q5. Must the study cover the private portions?

The EEI/EFP primarily concerns the common portions. However, the report should clarify the limits and interfaces with the private portions where they affect risks or costs.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary regarding your situation.

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