1. COMMUNITY OVERVIEW

[COMMUNITY NAME] is a [PROPERTY TYPE] community consisting of [NUMBER] units located in [CITY, STATE]. The community was built in [YEAR] and features [DESCRIBE AMENITIES AND LAYOUT].

Property Details:

• Total units: [NUMBER]
• Total acreage: [ACRES]
• Common areas: [DESCRIBE COMMON AREAS]
• Special features: [POOLS, CLUBHOUSE, ETC.]
• Access requirements: [GATED, RESTRICTED HOURS, ETC.]

2. SCOPE OF WORK

The selected vendor will be responsible for providing the following services:

Primary Services Required:

• [SPECIFIC SERVICE 1 - DETAIL REQUIREMENTS]
• [SPECIFIC SERVICE 2 - DETAIL REQUIREMENTS]
• [SPECIFIC SERVICE 3 - DETAIL REQUIREMENTS]
• [ADD MORE AS NEEDED]

Service Frequency & Schedule:

• Regular service: [WEEKLY/MONTHLY/AS NEEDED]
• Seasonal requirements: [SPRING/SUMMER/FALL/WINTER SPECIFIC TASKS]
• Emergency response: [RESPONSE TIME REQUIREMENTS]
• Preferred service days/times: [DAYS AND HOURS]

Materials & Equipment:

• Vendor shall provide: [TOOLS, EQUIPMENT, MATERIALS]
• HOA will provide: [UTILITIES, STORAGE, ACCESS]
• Quality standards: [SPECIFY MATERIAL/WORKMANSHIP STANDARDS]

3. CONTRACT TERMS & REQUIREMENTS

Contract Duration:

• Initial contract term: [1 YEAR / 2 YEARS / ETC.]
• Renewal options: [AUTOMATIC/MANUAL RENEWAL TERMS]
• Termination clause: [30/60/90 DAY NOTICE PERIOD]

Insurance Requirements:

• General liability: [$1,000,000 minimum recommended]
• Workers compensation: [As required by state law]
• Professional liability: [If applicable to service type]
• HOA named as additional insured: Required

Licensing & Bonding:

• Required licenses: [SPECIFY STATE/LOCAL REQUIREMENTS]
• Bonding requirements: [IF APPLICABLE]
• Background checks: [IF PERSONNEL ACCESS REQUIRED]

4. PROPOSAL SUBMISSION REQUIREMENTS

All proposals must include the following information:

Company Information:

• Complete company contact information
• Years in business and relevant experience
• Number of employees and key personnel
• Current service area and other HOA clients
• Licenses, certifications, and insurance documentation

Service Approach:

• Detailed description of how services will be performed
• Proposed schedule and timeline
• Quality control and inspection procedures
• Communication and reporting methods
• Problem resolution procedures

Pricing & Terms:

• Total annual contract price
• Monthly or per-service pricing breakdown
• Additional services pricing (optional work)
• Payment terms and invoicing schedule
• Price adjustment/escalation clauses

References:

• Minimum of 3 current HOA or similar property references
• Contact name, phone, email for each reference
• Length of service relationship
• Similar scope of work performed

5. EVALUATION CRITERIA

Proposals will be evaluated based on the following weighted criteria:

Selection Process:

• Initial review and screening of all proposals
• Reference checks for top 3-5 candidates
• Optional: Site visits or vendor presentations
• Board review and final selection
• Contract negotiation with selected vendor

6. SUBMISSION INSTRUCTIONS

Proposal Deadline:

All proposals must be received by [DATE AND TIME]. Late submissions will not be considered.

Submission Method:

• Email submissions to: [EMAIL ADDRESS]
• Subject line: "RFP Response - [SERVICE TYPE] - [COMMUNITY NAME]"
• Alternative: Mail or hand deliver to [MAILING ADDRESS]

Questions & Clarifications:

• Contact person: [NAME AND TITLE]
• Phone: [PHONE NUMBER]
• Email: [EMAIL ADDRESS]
• Question deadline: [DATE - AT LEAST 5 DAYS BEFORE RFP DUE]

Timeline:

• RFP issued: [DATE]
• Questions due: [DATE]
• Proposals due: [DATE]
• Vendor selection: [DATE]
• Contract start date: [DATE]

7. GENERAL CONDITIONS

• This RFP does not constitute a commitment to purchase or contract for services.
• The HOA reserves the right to reject any or all proposals, negotiate with selected vendors, or cancel this RFP process.
• Proposals become property of the HOA and may be subject to public disclosure laws.
• Vendors are responsible for all costs associated with proposal preparation.
• The HOA may request additional information or clarification from any vendor.
• Selected vendor must execute a formal contract approved by the HOA Board of Directors.
• All work must comply with local, state, and federal regulations.
• Vendor shall maintain confidentiality regarding HOA and resident information.