CONTRACTS & RECORDS

Northern Virginia Management, Inc. will work closely with the Board to develop and maintain specific and comprehensive specifications on file for all contracts. To ensure that contracts will provide Sample Homeowners Association with outstanding services and at current value, Northern Virginia Management, Inc. recommends that they be competitively bid on a regular basis. Northern Virginia Management, Inc. will aid the Board in writing contract specifications for competitive bidding; assemble bid documents with specific information about the required repairs, improvements, or property maintenance; submit recommendations to the Board; and assist the Board in evaluating contractor bids and proposals.

Northern Virginia Management, Inc. will establish and maintain a computerized list of contracts, including the name of the contractor, a brief description of services to be performed, and the commencement and expiration dates. Northern Virginia Management, Inc. will notify the Board 90 days in advance of the expiration or rollover deadlines. Northern Virginia Management, Inc. recommends that only contracts with specific termination dates be executed and rollover deadlines not be considered.

Northern Virginia Management, Inc. will establish and maintain a computerized list of warranties, including company name, description of item or service, terms of warranty, and expiration date. Northern Virginia Management, Inc. will notify the Board 60 days in advance of expiration of warranties.

Northern Virginia Management, Inc. will review existing and new maintenance contracts as required or directed by the Board, including annual maintenance contracts for landscaping, cleaning, trash hauling, and other recurring matters. Northern Virginia Management, Inc. will also inspect work in progress on a regular basis to ensure that it is being done efficiently and in accordance with contract specifications.