Vendors and Contracts Subcomittee meeting 5.26.26

 

Meeting Date: Tuesday, 5/26/2026 Time: 5:00 PM Location: Clubhouse Game Room

Next Meeting: Saturday, 6/20/2026 Time: 8:30 AM

Chair: Harris Mathis

Co-Chair: Lisa Fearon

Member: Michelle Ramsey

Member: Jim Koisa

Mission: To review vendor performance and evaluate existing vendor contracts and service

agreements to ensure quality, cost-effectiveness, and alignment with homeowner priorities after

turnover. Contracts will include, but not limited to, landscaping, management company, pond

maintenance and service agreements. Review of contracts will include length of contract and

termination clauses. Create competitive bidding checklists and recommend changes if needed.

Meeting Notes:

 The committee discussed finalizing a comprehensive table of current contracts listed on the

Leland portal. The table will include vendor name, length of agreement, cost, and termination

clauses.

 Michelle Ramsey noted that UniFirst Corp has a five-year agreement. Although this is a minor

vendor, the committee agreed to evaluate service quality and cost for clubhouse mat services.

 The committee discussed identifying additional agreements and vendors that may not be listed

on the Leland portal.

 Blue Stream Fiber is not currently listed as a vendor on Leland. It is understood that there is no

direct cost to the HOA. However, it appears that during the development phase, Lennar may

have entered into a bulk telecommunications agreement, potentially limiting competition

through control of conduit infrastructure. This matter will be referred to the Legal Subcommittee

to review Lennar’s rights under HOA Declaration Section 26.

 The committee agreed to review HOA insurance agreements using the same approach applied

to vendor service contracts.

 Jim Koisa recommended developing a Request for Information (RFI) checklist for competing

vendors. This comparison should include services provided, years in business, and Cost.

Based on RFI responses, the committee will shortlist approximately 4–5 vendors and issue

Requests for Proposal (RFP). Recommendations regarding vendor changes or additions will

be based on contract terms and service evaluation.

 Request for Proposal (RFP) that will include terms for a contract. Our recommendation for a

change, or an additional vendor, will be based on their contract agreement and a background

valuation of their service satisfaction.

Homework assignment:

 Conduct a detailed review of the contract with Dixie Landscape LLC, focusing on service

performance relative to contractual requirements.

 Identify potential risks, including missing or insufficient Workers’ Compensation coverage.

Information:

 Contracts should include insurance provisions requiring the HOA to be named as an Additional

Insured when vendor operations may expose the HOA to liability.

 Additional insurance status must be documented via policy endorsement; a Certificate of

Insurance (COI) alone does not provide coverage.

 The Dixie Landscape LLC contract (Section 10) requires Commercial General Liability

coverage and Additional Insured status but does not explicitly require Workers’ Compensation

/ Employers’ Liability coverage.

Recommendation for Standard verbiage clause

“Per our vendor insurance requirements, please provide a current Certificate of Insurance (COI) for

Workers’ Compensation covering all employees performing work at The Timbers at Everlands, and (if

applicable) COIs for any subcontractors prior to work/renewal.”