HVAC service for the clubhouse and every shared building.
Send one RFP for filters, seasonal service and repairs. Every HVAC vendor holds current insurance and its EPA 608 certification.
What a visit includes
- Filters and seasonal servicePut the recurring work in the RFP so every vendor prices the same visits.
- Repairs as their own proposalA repair comes back as a proposal your board can read and approve.
- Certified to handle refrigerantA vendor must file its EPA 608 refrigerant certification before it can propose.
- Insured before it proposesA current general liability certificate is on file, and your board is warned before it expires.
See what the technician files after a visit.
Each visit has a report with the arrival time, a checklist and photos of the work.
- Arrival
- Recorded when the vendor checks in
- Work done
- Checklist from the scope
- Open issue
- Flagged to your manager if any
Photos of the unit and the finished work
Before you bring it to the board
What boards ask us first.
What does it replace?
It replaces the certificate folder, the email chain and the group text. Your vendors’ reports, invoices and insurance live in one place.
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 it expires. From the next day, that vendor cannot propose at your community until it renews.
How does the board vote on a proposal?
Put the proposals to a vote from your dashboard. Each board member gets a secure ballot link. The tally is ready when the vote closes.
Do we have to switch vendors?
No. Invite the vendor you already use. They join for free and file their insurance.
What does it cost the association?
It is free for one community, with unlimited RFPs. You pay each vendor its own price. Sales tax is its own line.
Can the manager run it instead of the board?
Yes. A manager can run every community. The manager sets what each board member can see.
What do the vendors get out of it?
A schedule for their crews, a crew app built for check-ins and their own invoicing. All free to join.
What does an HVAC vendor have to file?
A general liability certificate of insurance and its EPA 608 refrigerant certification. VendoRFP checks them before the vendor can propose.
Who prices the work?
Each vendor sets its own price after reading your scope. You compare the proposals side by side.
How do we know a visit happened?
The vendor checks in on arrival and files its photos and checklist. The report is on your dashboard.
Send your HVAC RFP.
Certified, insured vendors read the same scope and send back proposals.