8 Step to Bid 2023

8-step, no-regrets guide to better bidding.

Finding the right fit to manage your Texas community.

Step 1: Come together.

Meet with fellow board members to talk openly about the current state of your association and decide whether it’s time for a change. Start with questions like:

• Do we have the resources to manage everything in-house?
• Is our current management enough for our growing community?
• Would such changes simplify daily operations or just complicate things?

Since partnering with new management will impact your community for years to come, consider 7 important factors first.

Quick Look: 7 Factors

Step 2: Identify specific problems (emphasis on “specific”).

When you bring aboard a new management company, you bring aboard a host of resources. But which resources will your community value most? Determine specific needs like:

• Timeliness in financial reporting
• Technology for effective communications
• Customer service availability

Go ahead and prepare a checklist for which your association needs customized solutions.

See the Checklist

Step 3: Don't rush. Explore possible solutions.

Make an informed decision. Luckily, there is a variety of resources available specifically for Texas associations, including:

• Community Association Institute (CAI) resource hub online
• Statewide organizations like the Texas Community Association Advocates (TCAA)
• Local attorneys who specialize in property owner’s association management

Also seek out educational materials that can debunk property management myths.

Fact or Fiction?

Step 4: Time to bid - prepare a Request For Proposal (RFP).

Now that you’ve made it through steps 1-3, it’s time to bid. This requires sending out a request for proposal (RFP) to prospective management companies. An RFP outlines must-haves and dealbreakers identified by your board. Simplify the RFP process by sticking to this format:

Community Section

SummarY Section

submission requirements

SCope of contract

Step 5: Let’s meet up – discovery call and site visit.

Schedule a discovery call and site visit from the prospective management company. When you’re this close to the finish line, here’s how to make the most of both the call and the visit:

Discovery call

SITE VISIT

Step 6: Take a board field trip – visit contender companies’ offices.

Don’t just let them come to you - visit them in their daily work environment. This crucial face-to-face interaction allows your board members to:

• Experience the company culture, meet the staff, and see firsthand how the business operates
• Ask on-the-spot questions
• Get a sense of the company's organization, staffing levels, and technology infrastructure
• Assess if the company will be a good fit for your HOA or COA, and determine if their values align with yours

Seeing how they operate on just another Tuesday can provide valuable insights into the company's ability to handle your community's unique needs effectively and efficiently.

Step 7: Review final proposals and check references.

Before making a final decision, remember: checking a prospective company’s references saves time, money, and headaches in the long run! How?

• Reference checks can provide real insight into a management company's past performance with similar communities.
• Board members can gather feedback on communication style, financial transparency, and responsiveness to concerns.
• They help ensure the selection of a reputable and trustworthy Texas property management company.

Where can you find references?

Step 8: The easiest step - welcome your new management company!

Congratulations on crossing the finish line! You and your fellow board members can take a deep breath – the hard parts are done.

now what?

Your HOA or COA can now enjoy simplified day-to-day operations thanks to your new Texas property management company! Remember a smooth transition always starts with solid communication.

See more on smooth transitions

Looking for a new Texas property management company for your association?

FirstService Residential Texas is happy to have a no-strings-attached conversation on how to simplify your property management.

LEARN MORE HERE