Every Contract and Bid on File, Where the Whole Board Can See It
Included on every plan. 14 days free, no credit card.
The landscaping contract auto-renewed at a 12 percent increase because nobody remembered the cancellation window. The roofing project went to the contractor a board member happened to know, and six months later a homeowner asks to see the other bids - bids that were texted to one person and never written down. Self-managed boards lose money and lose trust in the same gap: contracts and bids that live in one person’s phone instead of the association’s records.
HomeHerald’s Contracts feature puts both on file, visible to the whole board, with the transparency rules Florida already expects baked in.
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Two Records the Statute Names by Hand
Florida HB 1203 is unusually specific here. It requires associations with 100 or more parcels to post, in the members-only portal, a list of all current executory contracts and - after bidding closes - a list of bids received within the past year. Conflict-of-interest contracts get called out separately.
Most document folders cannot tell you which bids fall inside the last twelve months. HomeHerald can, because contracts and bids are real records here, not loose PDFs.
Two Records, One Place
The Contracts tab has two views: Active Contracts and Recent Bids.
Active Contracts
Add a contract with the vendor, the amount, the start date, the end date, and an optional category. When a contract ends or you switch vendors, you terminate it - and terminating marks it terminated rather than deleting it. The record stays on file with a “Terminated” chip, because a contract you signed is part of your association’s history whether or not it is still in force. A “Show terminated contracts” toggle keeps the active list clean while preserving everything for retention and for the next board.
Recent Bids
Bids are grouped by project and sorted lowest amount first, with the cheapest in each group flagged as the low bid. When your board is choosing a roofer or a landscaper, the comparison you need is right there - no spreadsheet, no forwarded emails, no “which quote was lower again?”
Each project group shows how many of its bids fall inside the past twelve months, so you always know which ones the statute is asking about.
The One-Year Member Window, Made Simple
HB 1203 asks you to show members the bids received in the past year. In HomeHerald, each contract and bid has a List in Documents toggle: one tap publishes it to members, one tap takes it down. Every record stays on file for the board whether or not it is listed.
Listing is in your hands, not automatic. A bid or a terminated contract stays listed until you unlist it, so once a year, use the twelve-month count on each project to unlist bids that have aged out and any contracts you have terminated. That keeps what the community sees to what the statute intends: current commitments and recent competitive bidding.
When your board lists a contract or bid, it appears for residents in the community Documents area - the same members-only records hub that holds your governing documents, meeting minutes, and insurance. The listing carries only the file and its title; your notes and internal details are not part of it.
Why Bid Transparency Pays for Itself
Competitive bidding is not just a compliance checkbox. When residents can see that the board took three bids on the clubhouse roof and chose the lowest qualified one, the special assessment to pay for it stops feeling like a backroom decision. The low-bid flag and the project grouping turn “trust us” into “here is the record,” which is the difference between a contentious meeting and a quick approval.
For the full map of which records HB 1203 requires and where each one lives in HomeHerald, see the Florida HB 1203 compliance guide.
Pricing
Contracts and Bids are included on every HomeHerald plan at every price point. No add-on, no per-record charge.
14 days free, no credit card. Cancel any time.