For HOA boards and managers

Requirements in, proposals back, one vendor approved.

Willow Creek HOA · 214 homes

Pool maintenance · 2026 season, twice weekly

Blue Harbor Pool CareInsured
Cypress AquaticsSelected
Meridian Pool ServicesInsured
Lakeside Pool GroupInsured

Board: 3 of 4 decisive votes for Cypress Aquatics

Example data

Step 1

What a vendor must carry

Set the insurance a vendor must carry. Only vendors whose documents meet it can propose.

Example data · filled in for this demo, try it yourself

Insurance you require

Enter the insurance limits you require before you publish. Nothing is filled in for you: use the numbers your insurer, lender or management company asks for. Every proposal on this RFP is checked against them, and a vendor whose documented coverage falls short is told by how much.

Set the insurance limits every proposal on this RFP is checked against. VendoRFP reads each vendor’s certificate and shows you what it says beside your limits. It does not certify that a vendor is insured, and a certificate is not the policy. You verify coverage with the carrier before you contract.

General liability (per occurrence)A single incident on the property. A resident hurt by equipment, or damage to a building.

General liability (aggregate)The most the policy pays across every claim in a policy year, however many there are.

Workers' comp / employer's liabilityA vendor's worker injured on your property. Without it their claim can reach the association.

Auto liabilityVehicles driven onto and around the property.

Umbrella / excessSits above the other policies when a claim exceeds them.

Professional liabilityAdvice, design or inspection work rather than physical labor.

Pollution liabilityA spill or release on the property. Pool chemicals, fuel and fertilizer are the usual ones.

Crime / employee dishonestyTheft by someone with access, which matters wherever a vendor holds keys, fobs or gate codes.

Step 2

One request, two ways

Send one request to the contractors you know and to vendors on HOAcrew who serve your area.

Example data

Your request

One request, two ways

Your contractors3 invited
Vendors on HOAcrewPool, your area

Step 3

Every proposal, side by side

Compare proposals side by side, each with its documents already checked.

Example · one RFP, four answers

You publish the RFP

Pool maintenance · 2026 season, twice weekly

Willow Creek HOA · 214 homes

Insured vendors send proposalsin arrival order

Blue Harbor Pool Care
Tuesday and Friday service
Insurance current
$1,640.00
per month
Cypress Aquatics
Twice weekly plus a Saturday check
Insurance current
$1,840.00
per month
You picked this one
Meridian Pool Services
Monday and Thursday service
Insurance current
$1,720.00
per month
Lakeside Pool Group
A certified operator on every visit
Insurance current
$2,120.00
per month

You compare them side by side, pick one, and sign with that vendor.

Prices shown are each vendor’s own price for the service. Sales tax is its own line on the invoice, and paying by credit card adds a card-processing line.

Cypress Aquatics

pool

Insured & verified

General Liability (COI)

Valid through Nov 9, 2026

Workers' Comp

Valid through Dec 9, 2026

Business License

Valid through Apr 8, 2027

What a proposal turns on

General liability
CPO certification

office@cypressaquatics.example (407) 555-0142

Step 4

Your board decides

The vendor you choose joins your approved vendors.

Keep a list of the vendors your community has approved.

Example data

Approved vendors

Cypress Aquatics

Cypress AquaticsApproved by board vote

What Cypress Aquatics sees: On the approved list at 1 community

Bring the vendors you already use

Invite the vendors you already know

Build a request

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Bring your community onto HOAcrew.

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