Page 7 - HMS -- Windward RFP -- updated 2017-04-19 1502

The following are HMS’ responses to Windward’s RFP:

1. Association Management:
a. General Office: Provide a full-time office for the receipt of mail, visitors, occasional
business-related meetings, and telephone calls.
Response: HMS is located at 1260 Old Alpharetta Rd, in the Windward Business
Center, less than 0.2 miles from Windward, and less than 3 miles from Lake Windward
Club’s facilities. These offices house our staff of over 25 individuals, conference/training
room, and 5,000 square feet of storage.
b. Phone: Provide telephone coverage during regular business hours five days a week.
Response: HMS offices are open Monday through Friday from 9 AM until 5 PM.
c. Fax: Provide a fax line for the organization.
Response: HMS has both a general fax number and direct fax numbers for each staff
member.
d. Voice Mail: Provide separate lines for each person who works on Windward
management.
Response: HMS has both direct voice numbers and integrated voice messaging for
each staff member. HMS can provide a unique number for Windward residents use.
e. Email: Provide one general e-mail address for WINDWARD business, plus individual
addresses for each person responsible to WINDWARD.
Response: HMS maintains an in-house email server which can be configured to
accommodate a variety of email addresses.
f. Legal Support: Provide legal advice and have access to legal services as requested
and necessary (fees paid by WINDWARD - Nowack Howard Law Firm currently on
retainer).
Response: HMS does not provide legal advice to our clients, as providing legal
services is contrary to state law. However, we do share our knowledge on legal matters
which we have gained from professional education.
g. Emergency Cell #: As needed for community issues during weekends or nights.
Response: HMS has both a general emergency phone number through our office main
phone line, and our on-call staff have cell phones, as does each staff member servicing
Windward.

2. Board & Committee Meetings & Support
Management Company should plan to organize and attend a number of regularly scheduled
meetings as follows:
a. Monthly Board Meeting (presently 6 PM on 4th Wednesday) but subject to annual
schedule review.
i. Manager to arrange facility & prepare a monthly report for the Board.
Response: HMS office conference room can seat 32 classroom style, 6 at small
conference table or 24 in large rectangular conference table configuration. HMS
staff will prepare necessary board meeting materials each month and distribute in
advance of the meeting.
ii. If meeting space not available at Management Office, coordinate for appropriate
meeting space proximate to Windward (not applicable)

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