Management Company Request for Proposal (RFP)

1. Introduction and community profile

[ASSOCIATION NAME] (the “Association”), a [STATE] nonprofit corporation governing a community of [NUMBER] [homes/units] in [CITY, STATE], invites your proposal to provide community association management services.

Community profile:

• Community type: [single-family / townhome / condominium / mixed]
• Number of units: [NUMBER]
• Annual operating budget: $[AMOUNT]
• Current reserve balance: $[AMOUNT]
• Common areas and amenities: [POOL, CLUBHOUSE, GATES, PRIVATE ROADS, ETC.]
• Current management arrangement: [self-managed / managed by COMPANY NAME since YEAR]
• Reason for this solicitation: [contract expiration / service concerns / first-time engagement]

Proposals are due by [DATE] at [TIME] and should be sent to [BOARD CONTACT NAME] at [EMAIL]. The board expects to interview finalists during the week of [DATE] and to select a management company by [DATE].

2. Scope of services requested

The Association seeks proposals covering the following services. Mark any item your company does not provide or provides only at additional cost.

• Financial management: monthly financial statements, assessment collection, delinquency processing, annual budget preparation support, coordination of the annual audit or review, reserve study coordination
• Administrative: board and annual meeting attendance ([NUMBER] meetings per year), minutes support, records custody, owner communications, escrow and resale documents
• Maintenance coordination: routine common-area inspections ([FREQUENCY]), work-order intake and dispatch, competitive bidding for board approval on projects over $[THRESHOLD], vendor supervision
• Compliance: covenant-violation inspections and notices as directed by the board, architectural-application intake and tracking
• After-hours emergency response: 24/7 line with a documented escalation procedure

3. Required submission contents

Each proposal must include all of the following. Incomplete proposals will be scored accordingly.

• Company overview: years in business, number of associations under management, number of associations comparable to ours in size and type, staff-to-community ratio for the assigned portfolio manager
• Manager licensing and credentials for every person who would be assigned to our account (see the state-specific note attached to this template)
• Certificate of insurance showing general liability of at least $1,000,000 per occurrence, professional liability (errors and omissions), fidelity/crime coverage, and workers' compensation, with the Association named as additional insured on liability policies upon engagement
• Three references from homeowner associations of comparable size that you currently manage, with board-member contact information — the board will call them
• A complete fee schedule per Section 5
• A sample management agreement, sample monthly financial packet, and, if available, anonymized financial records from a comparable association
• Disclosure of any affiliated vendors, referral fees, commissions, or markups your company receives from third parties in connection with managed communities

4. Vendor questionnaire

Answer each question in order, in writing.

1. How are you different from other management companies? 2. What do you charge for your services, and what is NOT included in the base fee? 3. Who specifically would manage our account, how many other communities do they manage, and what happens when they are on leave or leave the company? 4. What is your standard response time to a homeowner call or email, and how is it measured? 5. Describe your after-hours emergency procedure, from the owner's call to resolution. 6. What obligations do your representatives have if they observe the board violating the covenants or state laws? 7. How do you handle competitive bidding for association projects? Do you accept any fee, commission, discount, or other benefit from vendors? 8. Walk us through your monthly financial packet. When is it delivered each month? 9. How do you pursue delinquent assessments, and at what point do you involve counsel? 10. Describe your transition process for taking over from [self-management / an incumbent manager]: records, funds, vendor contracts, owner data, and timeline. 11. What technology portal do owners and board members get, and is there a per-user or setup charge? 12. Have you or any affiliate been party to litigation or a regulatory complaint brought by a managed association in the past five years? Describe the outcome. 13. What are your insurance limits, and will you name the Association as additional insured? 14. Why are you the right size for our community — not too big to care, not too small to cover?

5. Fee schedule requirements

Present all fees in a single table so the board can compare bidders line by line:

• Base monthly management fee, and what it includes
• Per-unit or flat basis, and the escalation formula for renewal years
• Startup or transition fee
• Fees charged to the Association: extra meetings, mailings, inspections, project management percentage on capital work, termination fee
• Fees charged directly to owners: resale/estoppel documents, late fees retained, payment-processing charges
• Pass-through costs and the markup applied, if any

The board's evaluation compares the ALL-IN annual cost, not the base fee alone. A bid that hides cost in owner-paid fees will be scored as such.

6. Evaluation criteria and weighting

The board will score each complete proposal 1–5 on each criterion, weighted as follows (adjust the weights to your board's priorities before sending):

• Experience and demonstrated performance with comparable communities, including reference-call results — 50%
• Price: all-in annual cost to the Association and its owners — 30%
• Qualifications: licensing, credentials, insurance, staffing depth, transition plan — 20%

The two or three highest-scoring companies will be invited to interview with the board. The board selects the option the group agrees is the best overall — not necessarily the lowest bid.

7. Conditions

This RFP is not an offer to contract. The Association may reject any or all proposals, waive irregularities, and negotiate final terms with any bidder. Proposals and reference contacts become part of the board's records. The selected company must execute a written management agreement approved by the Association's legal counsel before providing services.

Issued by the Board of Directors of [ASSOCIATION NAME] on [DATE]. [BOARD PRESIDENT NAME], President [CONTACT EMAIL] · [CONTACT PHONE]