Contracts

Association Contracts for Vendor Services

Contract Requirements

  • Must be in Writing – Contracts for materials & equipment that cannot be fully performed within 1 year.
  • If contract is 5% of total annual condo budget including reserves – Must obtain competitive bids (unless only source of supply within county).  Don’t have to go with lowest bidder.
  • Bidding Process exemptions – Attorney, engineer, architect, employees & unit owner services.
  • Contracts with a licensed manager may be for a period of up to 3 years.
  • Escalation clauses in management contracts are prohibited.
  • Contracts between association & director – Requires 2/3 board vote.  May be cancelled by majority of members present at meeting.
  • Competitive bids must be kept for one year.

Property Management Agreement Requirements

Per Florida Statute 718.3025(1), No written contract between a party contracting to provide maintenance or management services and an association which contract provides for operation, maintenance, or management of a condominium association or property serving the unit owners of a condominium shall be valid or enforceable unless the contract:

(a) Specifies the services, obligations, and responsibilities of the party contracting to provide maintenance or management services to the unit owners.

(b) Specifies those costs incurred in the performance of those services, obligations, or responsibilities which are to be reimbursed by the association to the party contracting to provide maintenance or management services.

(c) Provides an indication of how often each service, obligation, or responsibility is to be performed, whether stated for each service, obligation, or responsibility or in categories thereof.

(d) Specifies a minimum number of personnel to be employed by the party contracting to provide maintenance or management services for the purpose of providing service to the association.

(e) Discloses any financial or ownership interest which the developer, if the developer is in control of the association, holds with regard to the party contracting to provide maintenance or management services.

(f) Discloses any financial or ownership interest a board member or any party providing maintenance or management services to the association holds with the contracting party.

Standard Construction Contract

Here is a standard construction contract template that assures coverage of important terms and conditions, protecting the association's interests: Standard Contract Template

Standard Vendor Contract Addendum

Here is a standard attorney-prepared vendor contract addendum for attachment to association-negotiated contracts: Standard Contract Addendum

Property Manager Employment Agreement

Here is a sample management employment agreement, provided by Gray Systems, Inc., that spells out typical employment terms. Before using this agreement, it should be reviewed by competent legal counsel for the parties to the agreement: Employment Agreement Contract

Property Management Contract

Here is a sample property management contract, provided by Gray Systems, Inc., that spells out typical contract terms. With modifications, this contract can be used for virtually any type of community association. Before using this agreement, it should be reviewed by competent legal counsel for the parties to the agreement: Property Management Contract

Project Bids

Following is the Association's list of competitive bids for major projects: Project Bid Listing

Vendor Contracts (Examples, not actual data)

Vendor Purpose Cost Start Date Duration Contract Link
Otis Elevator Elevator Servicing $2,500 / Month 1/1/15 10 Years Otis Contract
Comcast Cable TV & Internet $40.00 / Unit 10/9/17 10 Years Comcast Contract
Kings III Elevator Monitoring $430 / Month 8/31/20 1 Year Kings III Contract
Hulett Pest Control $2,100 / Year 6/28/20 1 Year Hulett Contract
Crystal Blue Pool Maintenance $1,200 / Month 10/25/20 1 Year Crystal Blue Contract