The Condo Board’s Guide to Vendor & Contractor Management

Finding and managing reliable vendors is one of the biggest challenges condo boards face. Overpriced contracts, unreliable service, and unexpected costs can throw off your budget and leave residents frustrated. The key? Smart vendor selection and contract management.

1. How to Find Reliable Vendors (and Avoid Overpriced Contracts)

Not all vendors are created equal. Some overcharge, some underdeliver, and others disappear when you need them most. Here’s how to find the best service providers for your condo:

• Get Multiple Bids: Don’t settle for the first quote—compare options.

• Check References & Reviews: Look at past work and client feedback.

• Ensure They’re Licensed & Insured: This protects your condo from liability.

• Prioritize Experience with Condos: Vendors who understand condo management work more efficiently.

2. Negotiation Tips to Get Better Service for Your Budget

Strong vendor relationships don’t just happen—they’re built through smart negotiation. Here’s how to secure the best deals without sacrificing quality:

• Negotiate Multi-Year Contracts: Longer commitments often come with better rates.

• Ask for Bulk Discounts: If your condo needs recurring services, negotiate volume pricing.

• Avoid Auto-Renewal Traps: Some contracts renew with price hikes—read the fine print.

• Define Service Expectations Clearly: Spell out responsibilities to avoid surprise fees.

3. Red Flags of Bad Contractors & How to Avoid Them

Watch out for these warning signs when hiring vendors:

• Lowball Bids: If it sounds too good to be true, it probably is.

• Vague Contracts: Missing details can lead to extra charges later.

• Poor Communication: If they don’t respond during negotiations, they won’t be reliable later.

• No Written Agreements: Always get everything in writing—no handshake deals.

Final Thoughts: Let Harkoda Handle the Vendor Headaches

Managing vendors shouldn’t be another full-time job. Harkoda takes the guesswork out of vendor selection, contract negotiation, and quality control—so your board can focus on running a great community.