Vendor Evaluation Checklist
Score and compare vendors for landscaping, maintenance, and other HOA services.
About This Template
Selecting the right vendors impacts your community's appearance, safety, and budget. This evaluation checklist provides a structured scoring system for comparing vendors objectively across qualifications, proposal quality, and communication factors.
The checklist works for any service type—landscaping, pool maintenance, janitorial, security, or major contractors. Each vendor is scored on the same criteria, allowing apples-to-apples comparisons even when proposals vary in format.
Using a standardized evaluation protects the board from favoritism allegations and ensures the selection decision is documented. Keep completed checklists in your records to demonstrate due diligence.
What's Included
- Qualifications scoring section (licensing, insurance, experience)
- Proposal evaluation criteria
- Communication assessment
- Reference check documentation
- Price comparison worksheet
- Total score calculation
- Recommendation section
How to Use This Template
- 1Create an RFP with your requirements
- 2Send to at least 3 qualified vendors
- 3Complete one checklist per vendor
- 4Score each section objectively (1-5 scale)
- 5Verify insurance and licensing
- 6Check references and note feedback
- 7Compare total scores and make recommendation to board
Who Should Use This
- Board members evaluating service contracts
- Property managers selecting vendors
- Committees overseeing specific services
- Communities switching management companies
Frequently Asked Questions
Three bids is standard practice. For major contracts, consider 4-5 bids. Fewer than three doesn't provide adequate comparison.
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