Ask each bidder to map its proposal to the same locations, objectives and acceptance checks.
Give bidders the same starting information
Share the association’s list of affected spaces, the current problems, known equipment and intended phases. Include a marked site plan when available. State the retention goal, the roles that need access and any operational restrictions on installation.
If one proposal assumes new cable and another assumes existing cable can be reused, the totals are not directly comparable. Ask what was inspected, what reuse depends on and how any unresolved condition will be handled before approval.
Separate the equipment from the installation scope
| Category | Questions for each proposal |
|---|---|
| Views and openings | Which locations and purposes are included? What remains outside scope? |
| Equipment | Are models, quantities, storage and credential allowances identified? |
| Cabling and network | Are pathways, terminations, power and connection work included? |
| Door and gate work | Who handles the physical hardware and coordination? |
| Handoff | What will be demonstrated, documented and delivered? |
| Ongoing costs | Which services, subscriptions or support arrangements are optional or required? |
Ask for practical demonstrations
Ask how the manager will add a resident, revoke a credential, find a recorded event and export a clip. Review how the system would be administered after a property-manager change. A proposed feature is more useful when the board understands the task it supports.
For UniFi-based proposals, confirm the exact camera, reader, console and software configuration supports the functions being quoted. Product-family names alone do not describe every hardware capability or project requirement.
Make pricing assumptions explicit
Request an itemized scope that separates equipment, installation, infrastructure and any ongoing service. Ask how the quote addresses difficult access, unknown cable condition, disposal of replaced equipment, finish repairs, additional credentials, parts and tax.
This guide does not publish a universal per-camera or per-door installed price. Access conditions, cable routes, existing hardware and recording requirements materially change the work. Use a site-specific scope to decide what the association is buying.
Define acceptance and support
Agree on what will be checked before the project is accepted: the listed views, day and night framing, recording, access schedules, user roles and documented manager training. Ask which records and credentials will be handed to the association.
Clarify who receives support requests, what the installation warranty covers and how future visits or system changes are charged. Keep the proposal, approved changes, final equipment list and support information in the association’s project file.
Bring this to the board
Your planning checklist
- Same brief supplied to every bidder
- Scope and exclusions compared line by line
- Infrastructure and trade responsibilities identified
- Initial and ongoing costs separated
- Acceptance, documentation and support agreed