CHARLOTTE, N.C. - eTradeWire -- While the board is at the helm of running the HOA, they rely on support from a wide range of other people ranging from an HOA management company to vendors to volunteers. Finding the right businesses to partner with for landscaping, maintenance, pool management, and more is essential to maintaining the community while also controlling expenses. Kuester Management Group has released a statement to the press regarding guidelines for choosing service providers.

"The first step is to decide the scope of work that the association wants completed," says Bryan Kuester, President of Kuester Management Group. "If you're looking at landscapers, exactly what services do you want them to provide? You don't want to be paying for things you don't need or overlook things you do want. Set very clear objectives and expectations so you can relay this to potential vendors and find the best fit."

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Next, look at the governing documents to determine what the vendor selection process entails, says Kuester. Some HOAs may be required to get bids from a certain number of vendors, especially if the cost will exceed a certain limit. There may be restrictions in place as well. Know these before starting a search.

Put together a detailed RFP and budget, then begin prospecting for vendors. Look at what each one has to offer and how that fits with what the HOA needs. Do not feel pressured to accept the first offer – compare options and consider negotiating to create a more favorable and cost-effective agreement. Work with your HOA management company to see if they have any recommended vendors, and how they can help guide the process.

Verify any licenses, certifications, and insurance held by the vendor to ensure that they are properly qualified and have the right protections in place. Reach out to references as well to learn more about their experiences working with the vendor and read online reviews. The Better Business Bureau website can also be a good place to check.

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"Before signing any contracts, it is a good idea to have them reviewed by the association's attorney," says Kuester. "Make sure you understand exactly what you are agreeing to and the conditions. Keep your community manager in the loop, too, as they are likely to be the one overseeing execution of the contract."

ABOUT:

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. More information is available at www.kuester.com or @KuesterCompany.