Associations & Vendors

A vendor relationship is a board responsibility

Century Village associations depend on outside providers for maintenance, repairs, professional advice, and everyday operations. A good vendor can protect property and reduce disruption. A poorly defined arrangement can create recurring charges, unfinished work, and disputes about who was supposed to do what.

The board should decide what the association needs, approve the arrangement through the appropriate process, and monitor results. A property manager can coordinate proposals, scheduling, documentation, and follow-up within the management contract. Assign those tasks clearly so directors and the manager do not duplicate work or leave gaps.

Who might an association hire?

A community-wide service may be arranged through UCO, WPRF, or another agreement. Review the existing arrangement before promising a vendor work or committing association funds.

A practical selection process

1. Define the job. Describe locations, quantities, standards, deliverables, deadlines, and exclusions. For technical work, ask an appropriate professional to prepare specifications.
2. Compare the same scope. Give prospective vendors consistent information. Ask them to identify assumptions, substitutions, and omitted work.
3. Check qualifications. Verify licenses required for the actual work, business identity, relevant condominium experience, and references.
4. Review insurance. Ask the association’s insurance professional about appropriate coverage and documentation for the job. Check effective dates and relevant exclusions; a certificate is not the policy itself.
5. Check approvals and funding. Identify the required board or owner approvals, procurement rules, and lawful funding source.
6. Record the decision. Document the scope, selected provider, price, and reasons for selection. Identify who may sign and who will coordinate the work.

Practical tip: A Sunbiz listing confirms business filing information; it does not establish a contractor’s professional license or technical competence. Check the credential with the appropriate regulator.

When are competitive bids required?

Florida Statutes section 718.3026 generally requires competitive bids when covered purchases or services exceed 5% of the association’s total annual budget, including reserves. The association does not have to choose the lowest bid.

The statute contains exceptions for specified professional services, employees, emergencies, and a sole county supplier. Associations with ten or fewer units may opt out through the specified owner vote. Check the exact provision and governing documents before relying on an exception.

Even when bidding is not mandatory, competing proposals can help the board understand pricing and available service. Three proposals can be a useful practice; the cited statute does not impose a universal three-bid rule.

Put expectations in writing

Section 718.3026 requires covered contracts to be written, subject to its exceptions. As a practical policy, written agreements also help for small jobs and professional engagements.

Attorney review is especially useful for major construction, management agreements, long commitments, automatic renewals, indemnity provisions, large deposits, and unfamiliar vendor forms. The review can be proportionate to the financial and legal exposure.

If a director or relative has a connection to a proposed vendor, disclose it before selection and obtain guidance on the applicable conflict-of-interest procedure.

Oversee the work—not just the invoice

• Use one authorized contact. Tell the vendor who can give instructions and approve changes.
• Keep a simple service record. Track visits, completed tasks, photographs where appropriate, and unresolved items.
• Control changes. Obtain a written scope and price adjustment before authorizing extra work, except where immediate action is genuinely necessary.
• Verify before paying. Match the invoice to the agreement, approved changes, and completed work. For specialized work, use qualified inspection rather than relying on a director’s visual impression.
• Calendar renewals. Review performance and termination notice dates before a contract rolls over.

Suggested vendor file: Proposals, qualification checks, contract, approval record, insurance documentation, permits, invoices, change orders, warranties, and performance correspondence. Keep records organized under the association’s records procedures.

Good oversight turns promises into results.

If service falls short

Describe the missed requirement using the contract and specific facts. Ask for a written correction plan and completion date. Follow the agreement’s notice and cure procedures, and keep a record of responses.

Before withholding payment, terminating, hiring a replacement at the vendor’s expense, or threatening legal action, review the contract with the association’s attorney. Urgent safety problems may require immediate protective work; document the condition and decisions.

For recurring service, reassess quality, responsiveness, reliability, and total cost. The cheapest invoice can become expensive when work must be repeated.

Official sources & related resources

• Florida Statutes §718.3026 — written contracts, bids, and exceptions
• DBPR official license search

Prepared October 17, 2026. Educational information for Century Village West Palm Beach associations. Apply current law, your governing documents, and qualified advice to the particular contract.

Use a decision gate before signing—and a closeout check before paying

Board Synergy recommended practice Keep a short approval record identifying the selected provider, scope and total commitment, funding source, required votes, conflict disclosures, authorized signatory, and person responsible for monitoring performance.

Florida law Apply §718.3026 where relevant. Governing-document requirement Check additional approval or purchasing rules. Contractual duty Follow the actual scope, notice, cure, payment, and termination provisions; a recommended checklist does not rewrite the agreement.

Connected Board Synergy guides

• Bidding association contracts
• Licensed and insured contractors
• Changing property management companies
• Contractor and manager surveys: a possible future project
• Financial controls
• Conflict of interest

Independent educational guidance. Confirm current regulator information, controlling documents, and the actual agreement for your decision.