Feature
Why did we pick this vendor, answered in one click.
Scope templates for 35 service categories, identical scopes to every bidder, sealed bids, a levelling table, a scoring rubric locked before opening, and an award that cannot happen without the required quotes.
Board reality
Why this is hard for a volunteer board
A board gets three quotes for three different scopes, picks one, and a year later cannot explain why. The snow contract auto-renewed because nobody knew the notice deadline.
The mechanism
How the butler handles it
- Step 1
Your policy sets the quote count
The procurement policy sets the quote count per spend band, and the statutory threshold is computed from your adopted budget and shown in dollars. - Step 2
Every bidder gets the same scope
Generate the request from a scope template, invite vendors, answer questions to everyone at once, and let a director photograph a handwritten quote left on the door. The butler reads it into the comparison. - Step 3
The award carries its justification
Award with the rubric and the written justification, which is mandatory when the winner is not the lowest. The permanent bid record attaches to the contract and to every payment under it.
Record output
What it produces
The policy engine and a vendor directory with a compliance vault for insurance, additional insured, WSIB, licences, W-9 and bonding, with auto-suspension on lapse.
A verified bank-change workflow, a related-party check and a vendor portal.
Request generation, a bid levelling table, an AI difference summary, reference checks and the award decision.
The contract register with 120, 90, 60 and 30-day cancellation alarms, service verification with geofenced check-ins, and Florida's bid-list posting.
Rules pack
Ontario and Florida
Each jurisdiction is a rules pack, and the citation travels with the obligation.
Florida condominiums must competitively bid contracts above 5% of the total annual budget including reserves, and HOAs above 10% under s.720.3055. The butler computes the figure from your budget, applies the exemptions, and posts the bids-received list.
Board questions
Questions boards ask
Can we award to a vendor who is not the lowest?
Yes, with a written justification that becomes part of the permanent record and is owner-visible.
What if a director is related to a bidder?
The related-party check flags it, the director is recused, and the minutes say so.
What if a vendor's insurance lapses?
Work orders and payments to that vendor are blocked until it is cured, and you are warned 60, 30 and 7 days before.
Set your corporation up this afternoon
Scope templates for 35 service categories, identical scopes to every bidder, sealed bids, a levelling table, a scoring rubric locked before opening, and an award that cannot happen without the required quotes.