MHHA Contracts

The following are signed contracts the Board of Directors approved. There are six contracts, or agreements, for the MHHA community.

• Grounds Maintenance - recompeted 2024
• Garbage & Recycling - recompeted 2024
• Management Services - up for recompetition
• Pet Waste - recompeted 2024
• Pest Management - up for recompetition
• Snow Removal - recompeted 2023

The process for soliciting proposals and the selection is a two-phase process.  The goal on any project is to have at least three contractors' proposals for the Board to review.

The Statement of Work
  -- Board members discuss their views on a particular issue that needs addressing.
  -- The Secretary drafts a Statement of Work (SOW) and solicits Board members changes.
  -- The Board votes on the SOW and if it passes, the management agent sends the Request for Proposals (RFP) to suitable contractors.  
  -- When needed, the Secretary will send the RFP to other contractors.  

Contractors' Proposals Submitted to The Board of Directors
  -- Once the companies submit proposals, the Secretary mostly uses a technical review spreadsheet to identify pricing and any other issues that can affect the costs for the HOA or do not meet the minimum standards as outlined in the Statement ofWork.  
  -- The Secretary emails the pricing and the contractors' proposals to the Board of Directors for review and to vote.
  -- Board members submit their votes to the entire Board, for transparency.
  -- If the Board is unanimous in its decision, the contract can be awarded.  
  -- If the Board's vote is not unanimous, it will be scheduled for a vote at the next Board Meeting.
  -- If Board members have not responded, a vote will be scheduled for the next Board meeting.
  -- Board Vote via Meeting:  The Board's simple majority vote will allow for a contract to be awarded.