Vendor Help?

RobertL12 (California)
Posts: 1

Posted:

I am a vendor that services many H.O.A's and have been for several years now. One of our strengths is helping managers and BOD in dealing with problems and issues that come up and handling them properly with the Home Owner.

Heres my question: As viewed from the BOD, what do you look for in searching and approving vendor work? Is it just who's the cheapest? what is it that is most important to you?

We are always looking for opinions from acting BOD and I came across this site and thought what a great idea.

Thanks for your help!

MicheleD (Kentucky)
Posts: 4,491

Posted:

So, are you saying you're a paid Ombudsman?

One of the criteria that my BOD would use is to never contract for an Ombudsman.

But for other vendors who provide services such as landscaping and maintenance, for example, price would only be one of several criteria.

One consideration might be based on references.

Another consideration might be based on size of company and number of workers assigned to the task.

Another consideration might be experience in market.

Another consideration might be whether the vendor is bonded and insured.

Another consideration might be ease of ability to break the contract if work is not satisfactory.

In fact, regarding that last one, when we last bid out for our landscaping and lawn care maintenance, we had two vendors who we were considering out of 5 quotes submitted.

They were close in price, but the one with the cheapest quote also did not allow for anything less than a 6-month termination notice. The quote was valid for only one year, after which the rate would be re-negotiated.

The one that was slightly higher required only 1 month termination notice. And also guaranteed no price increases for 3 years, whether contracted on a month-to-month basis after 12 months or whether we signed for yearly extensions.

Guess which one we picked?