Project bid tracker. Send RFPs to qualified vendors, collect bids, score against weighted criteria, recommend a winner to the BOD. Auto-creates the awarded contract and onboards the vendor if new.
| Project | Property | Budget | Bids due | Bidders | Stage | |
|---|---|---|---|---|---|---|
| Pool service · annual contract Re-bid · current contract expires Jun 30 |
The Lakes | $8,400/yr | May 5 | 3 of 3 received | ⚖ Scoring | Score → |
| Lobby + common-area paint refresh From 2024 reserve study |
Plaza Tower | $94,000 | May 12 | 4 of 5 expected | 📨 Out for bid | View → |
| Pressure-wash building exterior Q2 routine |
Plaza Tower | $3,800 | May 8 | 2 of 3 received | 📨 Out for bid | View → |
| Fence repair · entry gate Storm damage Apr 22 |
Centerville | $4,200 | May 6 | 3 of 3 received | ⚖ Scoring | View → |
| Annual irrigation system check Spring start-up |
The Lakes · Centerville · Emerald Woods | $2,400 combined | May 15 | Drafting | 📝 Drafting | Edit → |
| Elevator inspection · annual + quarterly Renewing North FL Elevator |
Plaza Tower · Tallahassee Center | $14,200/yr | May 20 | Single-source · justified | 📨 Sole-source bid | View → |
| Roof inspection · 5-year From 2024 reserve study |
Plaza Tower | $8,500 | May 22 | 0 received yet | 📝 Drafting | Edit → |
Weighted scoring. Manager + treasurer score independently · system averages and recommends. Final award by BOD.
| Vendor | Price (40%) | References (20%) | Coverage (15%) | COI / license (10%) | Response time (10%) | Local? (5%) | Total |
|---|---|---|---|---|---|---|---|
| Apex Pool Service Current vendor · $8,720/yr |
36 / 40 | 19 / 20 | 14 / 15 | 10 / 10 | 9 / 10 | 5 / 5 | 93 / 100 ✓ |
| Florida Pool Pros $7,920/yr · cheapest |
40 / 40 | 14 / 20 | 12 / 15 | 9 / 10 | 7 / 10 | 5 / 5 | 87 / 100 |
| Aqua Specialists $9,400/yr |
32 / 40 | 17 / 20 | 15 / 15 | 10 / 10 | 8 / 10 | 3 / 5 | 85 / 100 |
Manager recommendation: Apex Pool. While Florida Pool Pros is $800/yr cheaper, Apex's 4-year track record at The Lakes (zero DOH violations, clean weekly logs) and stronger reference checks justify the marginal price difference. Recommendation memo prepared for May 14 BOD meeting.
| Project | Property | Awarded to | Final price | Awarded | Started |
|---|---|---|---|---|---|
| Annual fire-alarm test | Plaza Tower | Smackdown Fire (3 bidders) | $2,840 | Apr 18 | May 10 |
| Garage waterproof / sealcoat | Plaza Tower | SealRight (3 bidders) | $32,000 | Apr 12 | Sep 2026 |
| Sprinkler-head replacement (2) | Plaza Tower | CoreCity Plumbing (sole-source · existing) | $680 | Apr 15 | Apr 23 |
| 2026 quarterly HVAC filters | Plaza Tower | Reliable HVAC (renewal) | $6,840/yr | Mar 20 | Jan 1 |
Template per service category (pool, paint, HVAC, plumbing, etc.) auto-loads scope of work, mandatory inclusions, COI minimums, response deadline. Manager edits + adds project specifics.
System suggests bidders from existing approved-vendor list + any new vendors who match the service category. Minimum 3 bidders for projects > $5,000 (CAM standard).
One-click distribution: emailed to each bidder with project packet, response deadline, submission portal link. RFP is logged with timestamp + open tracking.
Vendors submit via portal: line-item pricing, timeline, references, COI, license. Auto-validates COI + license at submission.
Manager + treasurer score independently using weighted criteria (price 40%, references 20%, coverage 15%, etc.). System averages. Recommendation memo auto-drafted for BOD.
BOD approves at meeting. System auto-creates the contract from template, sends to vendor for e-sign. If vendor is new, kicks off vendor onboarding for W-9 + COI + license.
