Here are some suggestions for HOAs/Condos on handling issues or problems with a Vendor…
COMMUNICATION! Effective communication is a cornerstone of any important relationship.
1. Look at the Contract. Is the contractor living up to the terms of the contract? Document any things the contractor is not doing pursuant to the terms of the contract.
2. Meet with the manager and/or the President of the Management Company to discuss any problems or issues. It is a good idea to Document in writing all aspects of this meeting. Consider with the head of the company whether a manager change would be a good idea. Define what needs to be fixed or changed and give them a timeline to fix (like 30 or 60 days). Set a time to re-evaluate at the end of that time period.
3. If the problems continue, meet with the contractor one last time and give a final deadline to clean up act.
4. If the relationship is beyond repair, touch base with your attorney to determine how to terminate the contract.
For more information on the process of finding a qualified vendor and the process of requesting bids, check out our firm’s Cheat Sheet, entitled Bidding & Contracting.
We are here to help you! Please reach out to Beth Mulcahy, Esq. at firstname.lastname@example.org for advice on hiring and firing vendors.