How to Become an HOA Preferred Vendor in Florida: Applications, Insurance & Winning Contracts

What Florida condo and HOA boards and managers usually ask vendors for, the state rules on bids, contracts and conflicts, and how to get your company in front of associations.

General information for Florida associations. This isn't legal advice. Check your governing documents and ask your association's attorney about your situation. Last reviewed October 2026.

Florida associations hire vendors for everything from landscaping and pools to roofing and engineering. Many management companies and associations keep a list of vendors they're comfortable inviting to bid, often called a "preferred vendor" or "approved vendor" list. Here's how those lists usually work, what you'll be asked for, and the state rules that shape how associations buy.

How associations choose vendors

• The board decides. The association's board approves contracts. A licensed community association manager often gathers bids, checks paperwork and makes a recommendation, but the board votes.
• Written contracts are required. Florida requires association service contracts to be in writing, for condos (s. 718.3026) and HOAs (s. 720.3055).
• Bigger jobs must be bid. A condominium association must get competitive bids when a contract will cost more than 5% of its total annual budget, including reserves. For an HOA, the threshold is 10%. Neither is required to accept the lowest bid. There are exceptions: professional services such as attorneys, accountants, engineers and managers are exempt; so are emergencies and a sole source of supply in the county; and condos with 10 or fewer units can opt out by a two-thirds owner vote.
• No state "approved vendor" registry. Preferred lists belong to individual management companies and associations, and each sets its own requirements.

What a vendor application usually asks for

Requirements vary by management company and by trade, but these are commonly requested:

• A certificate of insurance (COI) for general liability, often naming the association, and sometimes the management company, as additional insured. Ask what limits they require before you quote, because the limits can affect your price.
• Workers' compensation: a certificate, or proof of a valid exemption. Florida's workers' comp law (Chapter 440) treats construction and non-construction businesses differently, so check what applies to you with the Division of Workers' Compensation.
• Commercial auto coverage if your vehicles will be on association property.
• State licenses where your trade requires one. Boards and managers look these up on DBPR's license search (contractors, community association managers, elevator companies), with FDACS (pest control) or the State Fire Marshal (fire protection). Our license-check guide shows where each lookup lives.
• A W-9, a local business tax receipt, and references from associations you serve now.
• A signed vendor agreement covering things like indemnification, safety rules and invoicing.

Conflicts of interest: read this if a board member is connected to your company

If a director or officer, or one of their relatives, owns part of your company or would contract with the association, Florida law requires disclosure. For condominiums, that triggers specific procedures: the deal must be listed on the meeting agenda with the contract attached, and it needs approval by two-thirds of the other directors present (s. 718.3027). HOA directors and officers must also disclose activity that could reasonably be seen as a conflict (s. 720.3033). Raise any connection up front. Hiding it can sink the contract.

How to win (and keep) association work

• Answer the bid you're given. Price the exact scope in the request, itemize it, and list exclusions. Boards compare bids side by side, and a bid that changes the scope is hard to compare.
• Have your paperwork ready. A current COI, license and W-9 on file makes you easy to invite next time.
• Plan for board meetings. Big contracts are approved in open meetings, sometimes in the evening. Offer to attend and answer questions.
• Make the manager's job easier. Clear schedules, photos of completed work, and invoices that match the contract get you invited back.
• Meet managers where they gather. Local Community Associations Institute (CAI) chapters and Florida management-industry events are where managers and board members meet vendors.