Page 11 - HMS -- Windward RFP -- updated 2017-04-19 1502

vii. Demand letter send by Attorney – if no response, lien is filed.
viii. Covenant Process Graphic example:

7. Support Services
a. Maintain and Coordinate the Community Management Calendar with all regular Board,
Community and Management items identified including monthly, annual and periodic
items requiring Board attention. Yes
b. Community-wide mailings Yes
i. Frequency RESPONSE: As needed, per contract
ii. How processed? Addressing? Stuffing? Stamping RESPONSE: Mailing
services are handled in-house by HMS staff
iii. Cost? RESPONSE: HMS charges time and materials for mailings outside the
contracted volume.
c. Office Supplies
i. Cost RESPONSE: HMS does not charge for Office Supplies.
d. Web Services
i. Availability? – We presently use Association Voice – if change is necessary,
discuss implications.
RESPONSE: HMS has reviewed the Association Voice website and believes
that maintaining the current site is the best course of action at this time.
Members can be referred (linked) to HMS website for the purpose of making
assessment payments. All other services would remain as currently
implemented.
e. Preparation of Training & Policy/Procedures Manuals for all critical operations Yes
f. Administrative Assistance – Provide sufficient support or part-time coverage at the local
community office (within 3 miles) so that at least one person (not the Manager) is
present during normal weekday working hours – i.e. coverage for property inspections,
off-site meetings etc.)
RESPONSE: While HMS would have a specific support Administrator assigned to work
with Windward, the HMS office is staffed by several administrative and accounting
personnel who would be available to assist Windward residents and vendors as
necessary.

8. Contract Administration: Response: Yes, contract administration is a part of HMS
services.

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