Template Preview
Vendor Selection Checklist
A due diligence checklist to evaluate landscapers, pool services, roofers, and every vendor your HOA brings onsite.
Pre-qualification questions
- Insurance verification covering general liability, workers comp, and any specialty policies relevant to the contract.
- Texas-specific licensing requirements, especially for electrical, pool maintenance, roofing, and irrigation vendors.
- Reference checks with similar HOAs to confirm reliability, communication cadence, and emergency response times.
Bid comparison framework
- Side-by-side cost breakdown template so the board compares bids on equal footing (labor, materials, disposal, contingency).
- Service level agreements aligned to resident expectations: response time, onsite schedule, escalation path, and reporting.
- W-9, EIN, and Certificate of Insurance intake workflow to keep compliance files current and audit-ready.
Onboarding and performance monitoring
- Kickoff meeting agenda that aligns vendor teams with board priorities, architectural standards, and community etiquette.
- Scorecard example that tracks quality inspections, ticket closure rates, and resident feedback every month.
- Renewal decision worksheet to help the board choose between renewing, rebidding, or expanding scope.