Maintaining an attractive, functional community requires partnering with service providers; the HOA can’t do it all on its own. Cost is often a major factor when it comes to choosing vendors, but it is important that the board looks deeper than that before making its final decision. Kuester Management Group has released a statement to the press regarding due diligence when it comes to selecting who works with the HOA.
“It some communities, there are a wealth of options when it comes to service providers,” says Bryan Kuester, President of Kuester Management Group. “It is the board’s responsibility to find one that best meets the HOA’s needs at the time. Remember – contracts should be reviewed regularly to ensure they are still relevant and align with changing community needs.”
When creating a request for proposal, HOAs should be very clear about their needs and expectations, notes Kuester. The more detail they can provide, the better. This way, vendors know exactly what the board is looking for and whether or not a contract would be feasible. Well thought out requests can narrow down competition.
And while cost is a major factor, it should not be the only consideration. The board should know how much the current budget allows for, but there should be flexibility. “The lowest bid is not always the best choice,” says Kuester. “Compare exactly what each vendor is able to provide. One bid may be lower because they’re not providing the full scope of services you are looking for. Another may be a bit higher because they’re providing more comprehensive service. Read through documents very carefully.”
It is a good idea to compare at least three bids. The HOA should do its research and ensure that the provider has all necessary licenses and insurance – and that these documents are current and in good standing. Check with the Better Business Bureau to read any reviews or ratings and ask for references from current or previous customers. “Listen to what others have to say who have worked with the company,” notes Kuester. “Also, prepare a list of questions and ensure the company is able to provide clear, acceptable answers. If there are issues they are skimming over or you feel they’re not being honest and upfront about, this can be a red flag.”
HOAs should not overlook the valuable resource they have in their property manager. Property management companies like Kuester work with vendors throughout the area and can provide guidance and insight into selecting a reputable company that will meet the association’s needs. A property manager can also help with RFPs and reviewing bids to compare options. Making sense of contracts or proposed agreements can be challenging, but a property manager can guide the HOA in what to look for and help with understanding.
“Do your research and make well thought out decisions when it comes to vendor contracts,” says Kuester. “Don’t be afraid to gather more bids or switch companies if you haven’t found the right fit. And don’t forget to turn to your property manager for assistance in navigating the process.”
For more information about the services and support provided by Kuester Management Group, visit www.kuester.com.
Kuester Management Group, a division of Kuester Companies, works to protect property values and enhance the quality of life in each of its managed communities. Providing a full range of association management services, Kuester Management Group has worked to foster strong, resilient, and unified communities across North and South Carolina. The company is proud to offer on-site property managers, all zealous for building strong communities meant to stand the test of time.
More information is available at www.kuester.com or @KuesterCompany.
Company Name: Kuester Management Group
Contact Person: Bryan Kuester
Country: United States