HOAcrew bidding terms

HOAcrew runs a marketplace where communities publish requests for proposals and vendors submit proposals in return. The community reads the proposals and chooses. HOAcrew does not choose for them, does not assign work, and does not manage your crews.

When you spend a proposal credit to open an RFP, HOAcrew shows you the name of the community behind it and the specific parameters of the request. That information is the thing you are paying a credit for, and this agreement is the condition attached to receiving it.

This agreement is between your company and HOAcrew. It is not between you and the community, and it does not change anything in the contract you and the community may later sign.

If the community whose RFP you opened selects your proposal, you agree that the work described in that proposal will be contracted, invoiced and paid through HOAcrew.

You agree not to take that specific job off the platform — not by asking the community to contract directly, not by re-quoting the same scope outside HOAcrew, and not through a related company, a subcontractor arrangement, or an individual acting for you.

This promise applies to the job you opened, and it runs for 18 months from the day you spent the credit.

HOAcrew maintains the platform and the record of the work. Every vendor issues its own invoice into one consolidated view for the community; sales tax and payment processing are always shown as separate line items, and any fee charged by a payment processor is that processor’s, stated separately from anything of ours.

The community name, address and RFP parameters revealed to you are for preparing and delivering your proposal for that RFP. You may share them inside your own company and with a subcontractor you need in order to price or perform the work, on the same terms.

You may not sell, publish or pass that information to another contractor to bid with, and you may not use it to build a prospecting list.

HOAcrew never gives you a customer’s email address or phone number, on any tier, at any point. If you need to reach the community before a contract exists, you do it through HOAcrew. Once a contract exists you deal with the community directly about the work — scheduling, access, site questions — and nothing here is meant to make ordinary job communication awkward.

It does not touch work you already had. If you were already serving this community, or already in a live conversation with them before you opened this RFP, that relationship is yours and this agreement does not reach it. If that is the case, tell HOAcrew and we will note it on the record rather than argue about it later.

It is not exclusivity and it is not a non-compete. You may work for anyone, including this community, on anything that is not the job described in the proposal you submitted.

It does not apply to other communities managed by the same management company, other RFPs you did not open, or any work you win through your own marketing.

It does not survive as a claim on scope the community adds later that was never part of the RFP you opened. New scope is new work, and the community is free to buy it however it likes.

If the community selects another vendor, or closes the RFP without awarding it, the promise in section 2 stops applying to you for that RFP. You are free to pursue that community for that work or any other work by any lawful means.

The confidentiality in section 3 continues for the same 18 months, because the information was still shown to you.

A credit spent on an RFP you did not win is not refunded. It bought you the information and the right to bid, and you received both.

If work covered by section 2 is taken off the platform, HOAcrew may suspend your account and your management-company approvals while the matter is open. That is the consequence with real weight, and it is stated first because it is the one that matters to you.

There is also a money remedy, and it is small on purpose. HOAcrew earns its money on a job that runs here from the subscription the community pays for the platform that job runs on — $25 a month for that one community. That subscription is what pays for the RFP that put the work in front of you, the record the job would have been kept in, and the rail it would have been paid on. It is what a diverted job costs HOAcrew, so it is what the remedy is measured in.

You agree to pay HOAcrew $25 for each whole month remaining in the 18 months described in section 2, counted from the day the work left the platform — at most $450, and less the longer the job ran here first. That figure is HOAcrew’s own published subscription price, taken once over the months left in the promise.

Both of us agree that what a diverted job costs HOAcrew is hard to establish exactly, and that the figure above is a reasonable estimate of it, fixed in advance so neither side has to argue it afterwards. It is the whole of the money remedy. HOAcrew does not claim your revenue, your margin, or any part of your contract with the community.

If you think this has been applied to you in error, write to HOAcrew and say so. An approval is not suspended for longer than it takes to look at the record.

You accept these terms twice: once when you spend a proposal credit to open an RFP, and again once your proposal has been signed by both parties. The second acceptance is the same text, shown again at the moment it starts to matter, so that nobody is bound by something they read once in passing.

Each acceptance is recorded with the person who accepted it, the exact time, the RFP it applies to, and the version of this text — currently 2026-08-08.1, effective 2026-08-08. Editing this page in the future cannot change what you agreed to today; a new version applies only to acceptances made after it.

Every acceptance your company has made is listed in your vendor console under Agreements, at the address /portal/vendor/agreements. Each entry names the date and time, the RFP it was made against, whether it was the credit spend or the acceptance after signature, and the version of this text that was in force at that moment — and the full text of that version can be opened and read there, beside the entry, however many times this page has changed since.