Great vendor relationships aren’t just convenient—they’re strategic. The right partners keep common areas safe and beautiful, protect reserves by doing work right the first time, and respond quickly when it matters most. At Eclipse Community Management, we’ve built our operating model around those truths: fair competition, rigorous vetting, zero conflicts of interest, and full transparency for boards and homeowners.

As an Accredited Association Management Company (AAMC®), Eclipse is held to Community Associations Institute (CAI) ethics and practice standards that elevate how we source, select, and oversee vendors—every single time. These standards include taking all necessary steps to avoid any perception of favoritism during vendor selection and contract negotiation.

Ready bench, better outcomes. Eclipse maintains a network of 1,200 vetted vendors spanning every common HOA/condo trade, from paving and roofing to pond management and specialty engineering, so boards aren’t starting from scratch when a need arises.

Always trustworthy. Eclipse does not provide in-house services so that conflicts of interest can be avoided. Working with a management company that also sells in‑house maintenance services can create an inherent conflict of interest. When the quality of that work is questioned, the association manager is caught in a difficult position – torn between their duty to the association and their obligation to their employer. This dual role can also introduce financial pressure: managers may be incentivized to generate additional or unnecessary work orders to drive management company profits, which runs counter to a board’s responsibility to control expenses and protect reserves. For boards seeking transparency and objective advice, this structural conflict makes it harder to ensure decisions are based solely on what’s best for the community. For these reasons, Eclipse only provides management services and relies upon partnered vendors to complete necessary maintenance.

What AAMC® means in practice

CAI’s AAMC® designation isn’t just a logo—it’s a promise that your manager operates under a published code of ethics and best practices designed specifically for community associations. In day‑to‑day vendor work, that translates into:

• Clear, competitive processes. Scope definition, apples‑to‑apples bids, and board‑driven decisions.
• Conflict‑free advise. No gifts or “in‑kind” perks from vendors and no in‑house service lines competing with the marketplace—so we can be an objective buyer’s agent for your association.
• Financial transparency. Work orders, invoices, check images, and approvals are visible to boards in real time through our portal.

Our fairness & transparency guardrails

• No kickbacks. Our agreements prohibit any arrangements that could compromise independence.
• No gifts. We decline gifts and perks so selection is about value, quality, and performance—period.
• Independent specialists. We don’t sell landscaping, maintenance, or other ancillary services in‑house, enabling objective bidding and oversight.
• Ongoing vendor maintenance. We maintain current W‑9s and insurance certificates and regularly refresh our vendor list to keep quality high.

Our vendor‑vetting framework

1. Pre‑qualification – We verify the essentials (W‑9, COI with appropriate limits, licensing where applicable, safety record, HOA experience).
2. Competitive sourcing – We build a scoped RFP and solicit proposals from qualified firms—incumbents and new entrants alike.
3. Board control + legal review – We summarize bids in a comparable format and route final contracts to association counsel when appropriate.
4. Transparent execution – Work orders, invoices, and approvals flow through your board portal for full visibility.
5. Performance management – We track quality, response time, and communication and adjust our vendor selection based on results.

CAI‑aligned tips for your next vendor decision

Community Association Institute (CAI) provides resources for board members that reinforce a few simple habits:

• Right‑size your bidding. Routine services like landscaping and pool maintenance benefit from multiple competitive proposals; complex projects may warrant more.
• Read and understand the contract. Be explicit about scope, service levels, warranties, response times, and termination rights.
• Protect the association. Require appropriate insurance and indemnification from the vendor, avoid long auto‑renewals, and calendar notice deadlines.
• Follow an ethical process. Disclose and manage any conflicts and refuse gifts or perks from prospective or current vendors.

The bottom line

Great vendor relationships don’t happen by accident. They’re the result of clear standards, ethical guardrails, and disciplined execution—the very things our AAMC® accreditation, internal policies, and technology are built to deliver. If your board wants a clean, competitive path to better service, our team is ready to help. Reach out to us today!