Source Selection

Procedure last approved 3/31/2025 by Board.

Every year that HOA agrees to open up the organization for new bids (be it landscaping, fence repair, etc.) they should follow a formal source selection process [OPTIONALLY blind source selection - ex. Landscaping for 2025].

  1. Community and Board reaches out to companies asking for their bids. [In 2025, we reached out to 14 companies.]
  2. Board will choose a date that these will need to be in by. [HOA decided March, 28, 2025.]
  3. Board compiles bids and their estimates (if not already in the bid) and is recorded internally as being one of the eligable vendors. All other companies that did not should still have their company names retained as having been reached out to though. [In 2025, 6 companies submitted bids/quotes by the deadline.]
  4. Board schedules Board meeting to go over the bids. Before such a meeting any information contractors have added to the bid form needs to be removed if it was not asked to ensure fairness and keep it strictly to the requirements set forth by the Board ahead of time. OPTIONALLY may also redact identifiable information with the company to keep it 100% impartial and strictly to what they offer and how they conduct themselves. [HOA decided to hold Board meeting on March, 31, 2025 and opt for "blind source selection".]
  5. At meeting, all Board Members are presented with a summary page to record notes and their decision as well as the bid forms of each of the vendors. OPTIONALLY may decide to include other information such as communication history, google reviews, or whatever else for the company if Board agrees ahead of time to include it in source selection. [Board agreed before meeting started to opt in to including communication with these vendors to ensure business can be conducted easily and efficiently via email to ensure they will support Board's desire for transparency and records in writing.]
  6. Each Board members ranks the vendors by favorability. If vendor is used by a Board member personally, in alignment with Board ethics, they either can't particiapte at all or just may not put it as their #1, #2, or #3 choice [Board members were granted ability to do the later if they used the contractor in order to not show preference but also not ruin the ranking system. In the end none of those were chosen anyway but just noting].
  7. After Board members finish each of their evaluations, these are all either accumulated or averaged until all vendors are ranked in the order they would be awarded the contract. If any deliberation needs to happen to convince others to break ties, this is the first time Board member may talk about their view of the vendors to one another.
  8. After a winner is decided [Board decided company #3, winner will be notified and presented with a contract signed by the HOA president and be given 7 days to sign AND provide proof of insurance. Failure to do so in that time period or a change of any term they had put in their bid (that is seem as more unfavorable to the HOA) will disqualify them and contract shall be awarded to the next winner in the rank order decided until a vendor signs.
  9. All other vendors that submitted bids shall be notified as a courtesy that they were not chosen but their contact information will be retained and they still may be selected should the awarded vendor failure to sign the contract timely or meet the requirements.
  10. All results are final. No vendor may contest (they are not afforded guarentees and the the right to such like the state or fed does). Additionally, no single Board member may at a later date change their rankings OR act against what the Board in its entirety has decided on the date of that Board meeting.

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