Every Contract and Bid on File, Where the Whole Board Can See It
Free for 50 Properties. No Credit Card Required.
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.
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 express “show members the last twelve months of bids and hide the rest.” 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 are currently visible to members, so you always know what the community can see.
The One-Year Member Window, Built In
HB 1203 asks you to show members the bids received in the past year. HomeHerald enforces that window automatically: 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 a year later to stay within the rule - the system does the date math.
Terminated contracts and stale bids never reach members. What the community sees is exactly what the statute intends: current commitments and recent competitive bidding.
When your board publishes 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. Only the file and title are shared; vendor notes and internal details stay on the admin side.
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, including the Free tier (up to 50 properties). No add-on, no per-record charge.
Free for 50 properties. No credit card. Cancel any time.