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DeeD7 (California)
Posts: 2
Posted:
Who is generally responsible for hiring janitorial services?
It seems varied from Board Members, Volunteers, property mgt company person or???
KerryL1 (California)
Posts: 14,550
Posted:
Assuming your HOA will want a contract with a jani firm, your Board makes the decision with a vote at a board meeting about which firm to hire. Do you have no janitorial service now? If you have a full service property mgt., they generally send out the RFPs (Requests for Proposals). But a lot depends on the size of your HOA and what size janitorial staff you need, an I can say more.

Can you provide a few details?
DeanJ
Posts: 1,786
Posted:
If volunteers hire a vendor, they should be prepared to pay the vendor personally.
KerryL1 (California)
Posts: 14,550
Posted:
Ah, yes. to what "vi volunteers" are you referring, Dee? Board members are volunteers, but are authorized to approve contracts.
LetA (Nevada)
Posts: 2,679
Posted:
Any and all vendor's and contractors' hiring decisions are done through the HOA board. Typically the Board solicits
several bids. Bids are sealed and opened at an association meeting and the board selects one of the bids.
This is standard for janitorial, pool cleaners, and landscapers. If you are a board member, examine contracts carefully.
some vendors like landscapers and pool cleaners include some sort of cleaning services. For example, a pool vendor might offer
cleaning bathrooms and trash removal and landscapers might offer dog waste station refill and removal and common area trash removal.
You don't want contacts overlapping and paying two vendors to perform the same service.
MichaelS56 (Minnesota)
Posts: 859
Posted:
The Board needs to make sure that the specs in the contract are clearly understood and voted on.
LisaB21 (Texas)
Posts: 97
Posted:
Also during the Bid process be sure to spell out what your requirements for insurance coverage is for the vendor to carry. Ask for a Certificate of Insurance when the bid is submitted so you can see if their coverage is in line with your requirements. All vendors should carry General liability, Workers Compensation, and a Umbrella Liability policy.
KerryL1 (California)
Posts: 14,550
Posted:
What size HOA are we talking about, Dee? Put another way, how many full time custodians do you need? If it's a big or complicated HOA that requires, say 6 janitors in the contract, your Board will want to conduct interviews of jani firms in executive session (since this would be a "contract in formation"in Ca.)
DeeD7 (California)
Posts: 2
Posted:
I own a janitorial company as well and was looking for contact/ position/ responsibility for hiring janitorial services. I can never get info on who REALLY looks for or hires.
TimB4 (Tennessee)
Posts: 21,059
Posted:
In self-governed Associations, it is the Board of Directors.

In those Associations with a management company it is either the MC directly or the MC with approval from the Board.

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