Compliance & Governance

Record contracts and competitive bids

Keep active HOA contracts and vendor bids on file, compare bids by project with the low bid flagged, and let the built-in one-year window post recent bids to members per HB 1203.

Last updated August 25, 2026

The Contracts feature keeps two records Florida HB 1203 names by hand: your current executory contracts and the bids received within the past year. Both stay visible to the whole board instead of living in one person’s phone, and the one-year member window matches the statute automatically.

Where to find it

Open Contracts in the admin dashboard. It has two views: Active Contracts and Recent Bids.

Active contracts

Click Add Contract and enter the vendor, the amount, the start date, the end date, and an optional category.

When a contract ends or you change vendors, use Terminate. Terminating marks the contract terminated - it is never deleted - so the record stays on file with a “Terminated” chip. Use the Show terminated contracts toggle to keep the active list clean while preserving history.

Recent bids

Click Add Bid and enter the project, the bid amount, and the date received. Bids are grouped by project and sorted lowest first, with the cheapest in each group flagged as the low bid - the comparison you need when the board is choosing a vendor.

Each project group shows how many of its bids are currently visible to members, so you always know what the community can see.

Awarding the winning bid

When the board picks a winner, click Award on the winning bid. HomeHerald opens a contract form already filled in from that bid - vendor, amount, category, notes, and the bid document itself. Set the effective date, add an end date if the work has one, and click Award & create contract.

That one click does three things at once:

  • Creates the contract under Active Contracts, carrying the project name and the bid’s PDF, so nothing gets retyped.
  • Stamps the winning bid Awarded, with who awarded it and when. Clicking the Awarded chip jumps straight to the Active Contracts tab.
  • Marks the other bids on the same project Not selected, if you leave that checkbox on. Every bid stays on file either way, so the board minutes and the member record stay honest.

A project can carry more than one award. If you award a second bid on a project that already has one, HomeHerald asks first and then lets you through - useful when the work is split between two vendors.

To reverse an award, open the awarded bid and click Undo award. The bid goes back to open and the other bids lose their “Not selected” marks. The contract the award created stays under Active Contracts so no record disappears without you seeing it - terminate or remove it there if you no longer want it.

The one-year member window

HB 1203 asks you to show members the bids received in the past year. HomeHerald handles the date math: residents see bids from the past twelve months, and older bids stay on file for the board only. You never have to manually add a bid to publish it and remove it later to stay within the rule.

When the board publishes a contract or bid (the “List in Documents” toggle on the record), it appears for residents under Documents, the members-only records hub. Only the file and title are shared - vendor notes stay on the admin side.