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Satellite view of an Oregon community: detached houses on curving streets under heavy tree cover, with a school running track in one corner of the frame and rows of apartment blocks along the lower edge.

HOAcrew™ by VendoRFP · Porter services

Common areas cleaned as often as you choose.

Publish the work once and insured janitorial vendors send back proposals.

Start your porter RFP

Example community · real satellite imagery

Service schedule

See every stop on the morning loop.

Build your RFPSee four proposals
A morning of porter service, 6:15 to 7:32

One morning of porter service, as it was recorded. Six stops, from the front entrance at 6:15am to the playground and courts at 7:32am.

  1. 6:15aFront entrance

    Litter picked, beds edged

  2. 6:28aMailboxes

    Wiped down, recycling pulled

  3. 6:40aClubhouse

    Floors, glass, restrooms

  4. 7:05aPool deck

    Furniture reset, deck hosed

  5. 7:20aTrash enclosure

    Swept, pad pressure washed

  6. 7:32aPlayground and courts

    Surface checked, cans emptied

Example schedule. You set the areas and how often. Your vendor plans the loop it runs them in, sends you the schedule, and you accept it on your community calendar. A missed visit is counted against the schedule you accepted.

Four of the six stops

A brick and stone community entrance monument with planted beds around its base

Front entrance

Litter picked, beds edged.

The exterior of a community clubhouse, glass doors under a covered entry

Clubhouse

Floors, glass, restrooms.

A community pool deck with loungers set out along the water

Pool deck

Furniture reset, deck hosed.

A community playground with a soft surface and a shaded structure

Playground and courts

Surface checked, cans emptied.

Service reports

See the report your porter sends after every visit.

The loop and the bag count are required. Receptacles serviced, bulk items, pressure washing, and any open issue go on the same report.

Insurance and a background check on the company, verified before it can propose and tracked after.

Sample recordFiled
A porter servicing a trash receptacle beside a community pool deck, wheeled cart alongsidePhoto logged on site
Porter serviceWed 7:41 AM
On site6:15 AM – 7:41 AMTime on site1h 26m

On the report

Loops walked
6
Trash bags
14
Receptacles
22
Bulk items
1
Pressure wash
Yes
Issues
1 open

A visit cannot be closed without a photo of the finished work.

A covered mailbox pavilion beside a community walk

Wiped down, recycling pulled, every visit.

6fields

On the porter report

What the report form presents for a single visit.

2fields

Filled in before the visit closes

The loop walked and the bag count are required on every report, and the rest go on when the visit turns them up.

1photo

Attached to the finished work

A visit cannot be closed without a photo of the finished work, which is the same rule the plate above states.

What it costs

Publishing a porter RFP costs nothing.

VendoRFP charges nothing to ask for work, compare what comes back and award it, however many communities and however many people you put on the account.

Getting proposals

Compare four proposals side by side.

Example: one scope, four proposals

An example of the comparison view. One posted porter scope of six common areas, three visits a week, draws four proposals from vendors whose insurance has been verified, differing on how often they come, who they send, and what the work covers. Vendors send their own prices with their proposals. Your management team reads all four side by side, signs one, and contracts with that vendor directly.

You publish one scope

Porter service, 6 common areas, 3 visits a week

Trash and recycling · restrooms · breezeways · mail room · pool deck · playground

Verified companies propose on itin the order they arrive
  • Ridgeline Facility Co.Insurance current
    How often
    Twice a week, Mon and Thu
    Who comes
    One porter, rotating
    What it covers
    Trash, restrooms, breezeways
  • Bluestem Building CareInsurance current
    How often
    Three times a week
    Who comes
    Same two porters
    What it covers
    All of the above, plus the mail room
    Your board signed this one
  • Harborline JanitorialInsurance current
    How often
    Twice a week, plus after storms
    Who comes
    One porter, rotating
    What it covers
    Trash, restrooms, storm debris
  • Cedar Gate ServicesInsurance current
    How often
    Three times a week
    Who comes
    Two porters, rotating
    What it covers
    All of the above, plus quarterly pressure washing

Your management team weighs the schedule, the staffing, and what each price covers, then signs one. You contract with them directly.

Each company sets its own price and sends it with its proposal. Sales tax is its own line item on the invoice, and paying by credit card adds a card-processing line.

See pricing

Next

Publish the touch list and the visits a week.

A free account publishes it against your community address. Insured janitorial vendors all read the same list at the same frequency, and send back their proposals.

Start your applicationBuild your RFP

VendoRFP is taking on its first customers, and our team reads every application.

Before you bring it to the board

What boards ask us first.

What does HOAcrew replace?

The insurance-certificate folder, the email chain chasing proposals, the contract PDF nobody can find, the group text with the foreman, and the write-up someone assembles by hand before each board meeting. All five live on one platform.

Five tools become one

Who holds the contract?

You do. You read the proposals side by side, pick one, and sign with that vendor yourself.

What happens when a company’s insurance lapses?

Your board gets an email fourteen days before the date, and again if it lapses. From the day it lapses, that vendor cannot submit proposals at your community until the document is current.

Insurance verified, and tracked throughout

How does the board vote on a proposal?

From the dashboard. Put the proposals to a vote and every board member gets their own link. Nobody has to create an account. The tally and the record are there when it closes.

Do we have to switch vendors?

No. Invite the vendor you already use. They get an account, upload their COI, and their visits get documented like everyone else’s.

What does it cost the association?

Nothing to publish an RFP or collect proposals. VendoRFP charges nothing to ask for work, compare what comes back and award it, however many communities and however many people you put on the account. The price a vendor proposed is the price you pay that vendor. Sales tax is its own line, and paying by credit card adds a card-processing line.

Can the manager run it instead of the board?

Yes. Managers get their own role across every community they run, with per-community permissions for board members. Read-only is one of them.

What do the vendors get out of it?

One worklist, an employee app for check-ins and photo proof, and their own invoicing.

Run a service company? Join VendoRFP for free.