HOA Board RFP Questionnaire
HOA Association Legal Name
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Association Number of Units
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How many phases are part of the Association?
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Are there differences governing documents, dues or maintenance responsibilities between phases?
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What your was the declaration recorded and have there been any major amendments in the last 5 years?
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How many Board members serve, what are their term lengths and how often does the Board currently meet?
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Are Board meetings held in-person, virtual or hybrid? Do you require management attendance at all meetings?
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List of Community Amenities included as common-element responsibility
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List of Community Amenities included as common-element responsibility
How is the Association currently managed?
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Current HOA Property Management Company
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What is the primary reason for considering a management agent change?
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Rate your satisfaction with current management company
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What is your desired start date for new management services or current contract end date (if any)?
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Please provide the most recent operating budget (or approved budget) and year-to-date financials
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What are the current monthly assessment dues per units (or by phase/size)?
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Have dues increased in the last 3 years? If yes, by how much?
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What is the current reserve fund balance?
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Please provide any recent reserve studies completed and their findings
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What is the current delinquency rate (% of units)?
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Are there any planned or pending special assessments, capital projects or major repairs in the next 12-36 months?
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Do you currently include water/sewer/trash in the master dues?
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Are utilities master-metered?
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What frequency of financial reporting do you require?
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Who currently handles bidding, contract negotiation, invoice approval and payment for major vendors?
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How frequently are routine maintenance issues reported (e.g. weekly pool checks, monthly landscaping inspections)
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Are there any recurring capital or preventive maintenance schedules / cycles already in place?
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Are there any recurring capital or preventive maintenance schedules / cycles already in place?
Do you expect the manager to directly employ on-site staff (e.g. maintenance technician, pool attendant, etc.) or will all work be contracted?
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What is the currently volume of violation notices issues per year (architectural, parking, pet, rental, etc.)?
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Are there any active or recent litigation, disputes or insurance claims involving the Associatoin?
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Will a master insurance policy quote be needed / included in the RFP?
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Please provide a copy of the current master insurance policies (or declarations page) and any recent loss runs.
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What are your expectations for the manager's role in CC&R enforcement and architectural review?
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Do you have any specific Indiana Condominium Act or Horizontal Property Regime compliance issues that need ongoing attention?
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Do you currently use an owner portal/website?
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If yes, what features are required or desired?
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If yes, what features are required or desired?
What are your expectations for owner communications?
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What are your expectations for owner communications?
How many rental units are there currently in the community?
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Are there currently any rental restrictions or approval processes?
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During a management transition, what records (financials, vendor files, violation logs, architectural approvals, meeting minutes) must be transferred and in what format?
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If the manager handles estoppel / resale certificates, what volume do you anticipate (average per month)?
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Which services are must-have vs nice-to-have?
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Are you open to contractor invoice markups? If no, you prefer all vendor costs passed through at cost.
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What performance metrics or KPIs would you like included in the management agreement?
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What performance metrics or KPIs would you like included in the management agreement?
What is the preferred number of years for the initial contract term with auto-renewal?
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Is there any additional information about the community's culture, challenges or Board priorities that would help us tailor our proposal?
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