Service-Provider Tips: First in a Series of Print 'Em Out Checklists

1. Are they licensed or certified and experienced in their field of expertise?

2. Do they have worker's compensation, liability, and property damage insurance coverage? What are the limits and are they sufficient? You may require that they add you as an "additional insured" on their liability insurance as part of the contract.

3. How long have they been in the business?

4. Have they had any complaints lodged against them? Don’t just take their word for it. Check with local business bureaus.

5. Do they have adequate references? If a large firm can only give you three, you might be wary. Have these questions ready for the reference checks. "How long have they worked with this contractor?" "What is the largest contract the contractor has completed?" Be sure to ask open ended questions. "What is the best thing about the contractor?" "What challenges have you had in working with the contractor?"

6. Will they handle permits for the project, as required?

7. Who will supervise the project? Having one point of communication can help reduce problems and increase the response time when problem solving. If the job involves entering individual homes, who will be working on the project?

8. Are employees bonded?

9. What is the timeframe for starting and finishing the job? If the project is large in scope, are interim payments tied to phased completion dates? Is there a penalty clause for not meeting project deadlines?

10. How are retainers or progress payments billed, approved, and made?

Additionally, ask yourself if you're satisfied with the level of communication and response in the bidding and interview process. If not, don’t assume it will get better if you award the contract. Trust your experience and give intuition some weight. Mutual respect, prompt responses and good communication are keystones to success.

Gayle J. Hasley is principal consultant of the Florida firm CAM*Pro , a maker of software for community-, homeowner- and condominium-association management, and has been a longtime board member and officer who consults with other boards. This checklist is adapted from her article "Choosing a Vendor" at the Community Associations Network website.