Before the Board requests a proposal from any company for any type of service, it is important to develop the contract specifications so the bidding companies provide comparable pricing. So for complicated jobs it is sometimes advisable for the board to hire an expert in the field to develop the specifications. Whether it is construction related, like roofs, or service related like Insurance, an expert can not only help with the specifications but explain the reasons for including one thing or another, or choosing one type of material over another. With some contracts this may not be necessary, like a management contract, pool service etc. which are more straight forward and the board has experience with what the expectation would be. Whether you use an expert or not, before your start formally requesting bids, create your specifications.
The next step is finding companies to give the RFP to. You may have a list of already vetted companies, or look to a professional for referrals. At HOAhomepage.com we can help you narrow down your search. Boards can post a simple listing seeking companies interested in bidding on a particular contract, this listing would not reveal the name of the community or any specific details that may identify it (to avoid unsolicited contact- ADDITIONALLY, the fact that a RFP is being considered would remain private -only those who the board decides would know). But it would provide the type of contract (management, landscaping etc), the type of community (PUD, Condo etc), number of units (a range, like 10 to 20, or over 100), the County and State in which it is located. Companies that want to bid on the contract would complete a summary form, which would include information about the company (website, contact information, address, years in business etc, licenses) which would be sent to the designated person on the board. If it is not a management contract bid, then it may be your manager who will receive this list for vetting, but it is the board that decides, it depends on how your organization is set up.
The Board can then Vet the companies before providing them with your formal contract specifications. From this list you could also choose to meet them face to face for an interview before providing the formal specifications.
Click Here to submit form: Seeking CID professional for contract bid
