INDIAN LAKE HOMEOWNERS ASSOCIATION

AT DESTIN, INC.

REQUEST FOR PROPOSAL

FOR
COMM UNITY AS S OCIAT ION M AN AGEM EN T

SERVICES

JULY 2016

pg. 1

INTRODUCTION
The Board of Directors (BOD) of the Indian Lake Homeowners Association at Destin, Inc. (ILHOA)
is seeking an experienced Association Management Team, herein also referred to as the
"Management Company", which has a demonstrated track record of personalized service to an
association.
As part of the management team, the Board is seeking a professional hands-on Community
Association Manager (CAM) that becomes fully knowledgeable about Indian Lake, our
procedures, amenities, challenges, and residents. In general, this partner will:

Perform comprehensive oversight and daily operations, to include:

o Planning and executing approved maintenance, repairs, and improvements
of ILHOA common areas
o Development, negotiation and supervising of all outside contracts
o Timely, accurate, and transparent business/accounting operations in compliance
with federal, state, and local statutes
o Administrative services such as providing support for meetings, performing fiscal activities,
proper storage of all material of the ILHOA, etc.
o Communication as required between Management, Board, and residents, in both
electronic and written form as appropriate.
o Quickly addressing residents' concerns and inquiries with knowledgeable responses and
reliable follow-through.
o Interaction with legal / civil authorities and outside agencies / vendors, as
appropriate to support community operation, values, and safety.
Implement process-driven management of our facilities
Conduct strategic planning for our future needs

The ILHOA's primary responsibility is to protect our residents property values by proper
maintenance and improvements of grounds and amenities, enforcement of Covenants, Rules
& Restrictions, community standards and sound fiscal management in a manner that is fair,
consistent, and considerate of our members.
We recognize that a fiscally-conservative process-driven management style, with efficient well
documented procedures and management practices, and effective communication with
residents, can best achieve our multiple goals of sustaining and improving our community's
value and keeping costs (and hence HOA dues) fiscally reasonable, while providing a
cooperative family-friendly environment.
Our strategy hinges on partnering with a company and manager that embraces this same
philosophy, and assists us in achieving the desired balance of cost, effort, and quality.
The selected management team must be able to begin execution no later than January 1,
2017.

COMMUNITY OVERVIEW
Indian Lakes is a premier family-oriented residential community in Destin, Florida consisting
of 291 condominium units for both residential and commercial uses.
Historically, the development of the community occurred as a result of an apartment
Conversion in 2005. The association is operated in accordance with the Declarations of
Condominium, Articles of Incorporation and Bylaws.
The Association has been
professionally managed by contracted management companies throughout its history. The
ILHOA operates under Florida Statutes section 718.
ILHOA recently completed repaving all drive and parking areas and painted all buildings.
The board recently approved retaining the services of an engineering firm to provide a
study on the structures. Brightview provides landscaping services. Reserves have been
fully funded based on annual budgets. We currently have two full-time maintenance men
that provide maintenance and common area cleaning.
The ILHOA is responsible for providing supplementary services to its members, and for
the maintenance and operation of community-owned common areas and equipment
within the community, to include landscaping, pool and fitness center, exterior of all
buildings as defined by its documents.
The Association is directed by a Board of Directors of up to five members with
alternating two-year terms. Board meetings are held quarterly, and the Association's
Annual Member Meeting is held in October of each year.
The Association is responsible for and maintains certain Common Areas facilities (land,
landscaping, structures, and equipment) as described below.

One pool, pool restrooms, Fitness center, gazebo, grills, clubhouse, mail box kiosks,
maintenance shop.
All roads and parking areas (other than covered) throughout the Community are owned
and maintained by the Association
Exterior of all buildings
Retention ponds
Decorative landscape lighting and property lighting
All sidewalks within the property
All signage (stop signs, streets, speed limit signs, entrance)
Various pumps and irrigation equipment throughout the community
All storm water drainage systems
All landscape that exists on any Common Area

PROPOSAL INSTRUCTIONS:

1. Please deliver your proposal not later than 12:00 pm. Central Time, August 4th, 2016.
a. If emailing your proposal, please send the completed proposals simultaneously to:
i. MikeS.npm@gmail.com
ii. nicolemargoj@aol.com
iii. jatompkins2002@yahoo.com
iv. chasidy.npm@gmail.com
v. ben@WeatherbyConsulting.com
b. If delivering your proposal, please deliver it to the clubhouse at Indian Lake.
_____
2. Questions or issues requiring clarification will be submitted in writing via email to Mike
Smith at MikeS.npm @gmail.com Responses will be provided in the same manner.
3. Bidding companies will prepare proposals, quotations, and presentations in a concise,
straight forward manner.
4. Respondents are invited to offer changes to services to make management services
more effective and efficient, as long as these are highlighted in writing in their
proposals.
5. Each proposal must be signed by an official authorized to bind his or her respective
company for one hundred twenty (120) days from the above deadline date.
6. The Association reserves the right to reject, at their sole discretion, any and all proposals.
7. This Request for Proposal, and responses to it, are the property of the Association and
may not be discussed, shared, or viewed in any manner without the expressed written
consent of the Association. Note that items written in the proposal and items agreed to
in writing following subsequent discussions will be considered as part of the proposal
submitted.
8. After proposals have been received, and as part of the decision making process, you may
be selected for a personal interview during the first three weeks of August, 2016. The
individual(s) interviewed must include the personnel the Association will be working with
(the Community Manager, for example). The Association reserves the right to choose
which respondents will be contacted for on-site interviews. These interviews are
anticipated to be on site at Indian Lake.

CONTRACT ELEMENTS AND PROPOSAL REQUIREMENTS:

The Board is seeking a "Best Value" contract and will attempt to balance the
scope and cost of services offered with the benefits associated with contract
content, a minimally acceptable proposal must include pricing and comment for the
following essential services. Additional and expanded services not specified below
will be considered. Bidders are encouraged to recommend additional/expanded
services that, in their professional opinion, add commensurate value to the contract
and/or more appropriately address the community's priorities.
General:

Management Company must be able to begin operations no later than January

1, 2017.
Community Association Management firm will assign a qualified employee, certified
as a Florida CAM, to serve as the CAM for the Association.
CAM should have a minimum of three years experience directly managing a
comparable Owners' Association.
CAM must be capable of conducting all association business and contract
responsibilities.
CAM must maintain office space within a convenient distance of Indian
Lake adequate to accomplish all requirements of this proposal.
CAM must be available to Board and residents during all normal business
hours and must provide emergency contact service during all other hours.
Contractor will carry a minimum of $300,000.00 liability insurance including
workers compensation and provide copies of insurance to BOD at the start of
the contract year.
Proposal Requirements:
1. Initial term of the contract and cancellation clauses
2. Compensation:
a. No on-site CAM
b. CAM on-site minimum of 20 hours per week
c. CAM on-site minimum 40 hours per week
3. Provide a list of standard services provided
4. Staff personnel recommendations and wages (maintenance and common area
cleaners)
5. Reporting Requirements:
a. Provide sample financial statements and frequency provided to the board
b. Provide sample Property Inspection Reports
c. Provide sample of Schedule of Tasks for Maintenance Staff
6. Describe after-hours contact process
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7. Provide proof of Insurance and bonding coverages

8. Describe accounting processes, software utilized and staff
9. Describe training available for board members
10. Describe Experience in the following areas:
a. Disaster/hurricane experience
b. Describe Construction experience
c. How long as company been in business?
d. List of properties currently managed
e. References