Vendor & Contractor Management Flashcards
7 cards from real CCM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Vendor & Contractor Management flashcards as text
When soliciting bids for a major community landscaping contract, what document should a community manager issue to ensure all vendors respond with comparable proposals?
Answer: Request for Proposal (RFP)
An RFP defines the scope of work and evaluation criteria so all vendors submit comparable, apples-to-apples proposals.
Which insurance document must a community manager obtain from every contractor before allowing work to begin on community property?
Answer: Certificate of Liability Insurance
A Certificate of Liability Insurance confirms the contractor carries adequate coverage, protecting the association from claims arising from their work.
A community association's contract with a pool maintenance vendor is expiring in 60 days. What is the recommended first step for the community manager?
Answer: Review current contract performance and decide whether to rebid or renew
Reviewing performance before a contract expires allows the manager to make an informed decision about rebidding, renegotiating, or renewing.
What is the primary purpose of including a 'scope of work' section in a vendor contract?
Answer: To clearly define the specific services, deliverables, and standards expected from the vendor
The scope of work eliminates ambiguity by specifying exactly what services must be performed, reducing disputes over responsibilities.
A board member wants to award a landscaping contract to their personal friend without soliciting other bids. What should the community manager advise?
Answer: Follow the association's procurement policy and obtain competing bids to avoid conflicts of interest
Procurement policies and conflict-of-interest rules require competitive bidding to ensure fiduciary duty is met and avoid self-dealing claims.
What is a performance bond in the context of community vendor management?
Answer: A financial guarantee that a contractor will complete the project as specified
A performance bond is a surety instrument that compensates the association if the contractor fails to complete the contracted work.
How frequently should a community manager conduct formal performance evaluations of ongoing vendor contracts?
Answer: At least annually, and before any renewal or rebid decision
Annual evaluations ensure vendor quality is maintained and provide documented justification for renewal, rebid, or termination decisions.