A start of an interview list.

[Amy Schottenfels]

Hi guys. Here’s my list of condo management companies. Some compiled thanks to AI and one recommended by a friend. This is all compiled in a

google doc. Please use it to edit. I can have AI write an email to the companies. I think we should plan a meeting and chose some non-trustees to join in the process. We need more people involved and this might be a good way. 

Recommended PM Company::

https://mediatemanagement.com/

AI recommendations:

https://www.allbrightrealty.com/hoa-management

https://bostoncondominiummanagement.com/

https://www.brigsllc.com/condos

https://jbutlerpropertymgmt.com/condominium/boston-condominium-management-services/

From the last search:

Matt Kesner

All-Bright Real Estate

1247A Commonwealth Ave

Allston, MA 02134
Office: 617-783-9151

Ma...@AllBrightRealty.com

Amy Schottenfels  •  aschot...@gmail.com  •  617.308.5074

I asked AI to set up an RFP form. Here it is:

REQUEST FOR PROPOSAL

Condominium Management Services

Saint Paul Arms

150 St. Paul Street Brookline, MA 02446 

40 Units

INTRODUCTION

Our condominium association is seeking a professional property management company to provide comprehensive management services for our building. We are looking for a partner who will take the time to understand our building's unique needs, provide dedicated on-site management, and implement a proactive preventative maintenance program.

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COMPANY INFORMATION

1. Company Background**

- Company name and years in business

- Number of properties currently managed

- Number of condominium associations managed in Brookline/Greater Boston area

- Total number of units under management

- Professional certifications and affiliations

- References from current clients (minimum of 3)

PROPERTY MANAGER ASSIGNMENT

2. Dedicated Property Manager

a) Assignment Process

   - Describe your approach to assigning dedicated property managers to condominium associations

   - What is your typical property manager-to-building ratio?

   - How do you match property managers to specific buildings?

b) Meet the Proposed Manager

   - Will we have the opportunity to meet our proposed property manager before signing a contract?

   - What is the proposed manager's experience and background?

   - How many other properties would this manager be responsible for?

c) Supervision and Support

   - How is the property manager supervised within your organization?

   - What is the management structure above the property manager?

   - What training and professional development do property managers receive?

d) Backup Coverage

   - Who serves as backup for our property manager during vacations, sick days, or emergencies?

   - How is continuity of service maintained during transitions?

e) After-Hours Communication

   - How do you handle after-hours calls and emergencies?

   - What is your response time guarantee for emergency situations?

   - Is there a 24/7 hotline? If so, who answers these calls?

ON-SITE PRESENCE

3. Property Manager Site Visits

a) What is the frequency of scheduled on-site visits you propose for our building?

b) What activities are typically conducted during on-site visits?

c) How are site visits documented and reported to the Board?

PREVENTATIVE MAINTENANCE

4. Maintenance Programs 

a) Preventative Maintenance Approach

   - Describe your preventative maintenance philosophy and programs

   - How do you develop a preventative maintenance schedule for a new building?

b) Scheduling System

   - What software or system do you use to track and schedule preventative maintenance?

   - How are maintenance tasks prioritized and tracked?

   - How do you ensure preventative maintenance schedules are followed?

c) Building Assessment

   - What is your process for conducting an initial building assessment?

   - How do you identify and prioritize building systems that need attention?

CUSTOMIZED SERVICE

5. Understanding Our Building

a) How do you customize your service to understand each building's specific systems and needs?

b) What is your onboarding process for a new building?

c) How do you document building-specific information (equipment, systems, vendor relationships, etc.)?

d) How do you ensure this knowledge is retained and transferred if there is staff turnover?

RENTAL UNIT MANAGEMENT

6. Rental Services

a) Do you provide rental management services for individual unit owners?

TECHNOLOGY AND OWNER ACCESS

7. Software and Owner Portal

a) What property management software do you use?

b) What features are available to unit owners through your online portal?

   - Financial information and statements

   - Document access (meeting minutes, budgets, policies)

   - Maintenance request submission

   - Payment options

c) Is there a mobile app available?

d) How is data security and privacy protected?

COMMUNICATIONS

8. Communication Protocols

a) Regular Communications

   - How do you manage routine communications with the Board of Trustees?

   - What is your typical response time for non-emergency inquiries?

   - How do you communicate with unit owners?

   - What reports does the Board receive and how frequently?

b) Emergency Communications

   - Describe your emergency communication protocols

   - How are building emergencies escalated and managed?

   - How do you communicate with unit owners during building emergencies?

c) Board Meetings

   - Do you attend Board meetings? If so, how frequently?

   - Do you prepare meeting materials and agendas?

   - Do you take and distribute meeting minutes?

FINANCIAL MANAGEMENT

9. Billing and Accounting Systems

a) Accounting Software

   - What accounting software do you use?

   - Is it specifically designed for condominium management?

b) Financial Reporting

   - What financial reports do you provide monthly?

   - What financial reports do you provide annually?

   - When are monthly reports typically delivered?

c) Accounts Receivable

   - How do you handle condo fee collection?

   - What is your process for managing delinquent accounts?

   - How are late fees applied and tracked?

d) Accounts Payable

   - How are vendor invoices processed and approved?

   - What is your payment schedule for vendors?

   - How do you handle emergency expenditures?

e) Budget Process

   - Describe your annual budget preparation process

   - How involved is the Board in budget development?

   - When do you typically begin the budget process for the following year?

f) Reserve Studies

   - How often do you recommend updating reserve studies?

CAPITAL PROJECTS AND VENDOR RELATIONSHIPS

10) Capital Projects

a) Project Management Experience

   - Describe your experience managing capital improvement projects for condominium associations

   - What size projects can you manage in-house vs. requiring outside project management?

b) Project Process

   - How do you help the Board develop project scope and specifications?

   - How do you manage the bidding process for capital projects?

c) Project Oversight

   - How do you supervise contractors during capital projects?

   - What is your site visit frequency during active projects?

   - How do you ensure work meets specifications and quality standards?

   - How do you handle change orders and cost overruns?

d) Project Communication

   - How do you keep the Board informed of project progress?

   - How do you communicate with unit owners about projects that may impact them?

   - What documentation and reporting do you provide during and after project completion?

e) Do you have established relationships with licensed contractors (plumbers, electricians, HVAC, etc.)?

f) How do you select and vet vendors?

g) Do you receive preferred pricing from vendors?

h) Can the association continue working with existing vendors if preferred?

i) How do you manage and oversee vendor contracts and performance?

 SERVICES AND FEES

11. Management Services

a) Provide a detailed list of services included in your base management fee

b) What services are considered additional and billed separately?

c) Provide your fee structure:

   - Monthly management fee (flat rate or per unit)

   - Setup/transition fee

   - Rental management fees (if applicable)

   - Any other fees

d) What is the term of your management contract?

e) What are the termination provisions?

TRANSITION PROCESS

12. Onboarding

a) If selected, describe your transition process from our current management company

b) What is your typical timeline for transition?

c) What support do you provide during the transition period?

d) How do you ensure continuity of service during the transition?

ADDITIONAL INFORMATION

13. Additional Questions

a) What differentiates your company from other property management firms?

b) How do you measure and ensure client satisfaction?

c) What is your client retention rate?

d) Have you ever been terminated by a client? If so, please explain the circumstances.

e) Please provide any additional information you believe is relevant to our selection process.

SUBMISSION REQUIREMENTS

Please submit your proposal including:

1. Responses to all questions in this RFP

2. Company background and credentials

3. Proposed management agreement/contract template

4. Fee schedule

5. Sample monthly financial report

6. List of current clients with contact information (minimum of 3 references)

7. Proof of insurance (general liability, errors & omissions, fidelity bond)

8. Any marketing materials or additional information about your services

**Submit proposals to:**

[Contact Name]  

[Email Address]  

[Phone Number]

**Deadline:** [Date and Time]

Thank you for your interest in managing our condominium association.

Amy Schottenfels  •  aschot...@gmail.com  •  617.308.5074