As the year winds down, you’re probably finalizing budgets, planning for upcoming projects, and preparing for vendor renewals. But before you hit “renew” or “replace,” it’s worth asking: how well did your vendors actually perform in 2025?
Enter the vendor scorecard—a simple but powerful way to evaluate vendor performance across all your communities. It helps you make data-driven decisions, back up recommendations to boards, and ensure you’re starting 2026 with the right partners in place.
Here’s how to build and use one before the new year hits.
📊 1. Choose Your Evaluation Criteria
Why it matters: Consistent scoring across vendors allows for objective comparison.
Common criteria to include:
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Responsiveness: Were they easy to reach and quick to reply?
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Reliability: Did they show up as scheduled and complete the work?
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Quality of Work: Was the service consistently up to community standards?
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Professionalism: How did they interact with residents and staff?
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Cost Alignment: Did their pricing match the value delivered?
Use a simple 1–5 scale for each area, and include space for comments or specific examples.
🧾 2. Review Vendor History and Records
Why it matters: Your evaluation should be based on facts—not just feelings.
What to pull:
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Work order records and completion times
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Missed appointments or rework issues
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Invoices vs. budgeted amounts
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Incident reports or resident complaints
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Any “above and beyond” performance worth noting
This helps you identify trends and keep evaluations fair across vendors and communities.
🧑💼 3. Include Team & Board Feedback
Why it matters: You may not have seen every vendor interaction firsthand—but someone on your team probably did.
Who to ask:
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On-site maintenance staff
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Resident services teams or front desk personnel
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Board members or committee chairs (especially for high-touch vendors like landscapers or janitorial crews)
You don’t need to survey everyone—just gather a few key insights that reflect broader sentiment.
🔄 4. Compare Vendors Across Communities
Why it matters: If a vendor serves multiple properties, performance should be consistent—or you should know why it isn’t.
Tips:
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Use a shared scorecard format to track vendor performance across your entire portfolio
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Identify which communities rated vendors highest or lowest
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Use findings to address service inconsistencies or renegotiate contracts
This also helps if you’re consolidating services in 2026.
✏️ 5. Use the Scorecard in Renewal Conversations
Why it matters: Boards appreciate data-backed recommendations—not just “gut feel.”
What to bring to renewal meetings:
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A one-page scorecard summary per vendor
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High-level findings with notes on service wins or issues
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A recommendation: renew, renegotiate, or replace
Scorecards show that you’re managing vendor relationships with intention—and build trust that your renewal decisions are thoughtful and justified.
✅ Start 2026 with the Right Partners
A well-maintained vendor scorecard helps you close out the year with clarity and confidence. You’ll know exactly who’s performing, where improvements are needed, and which vendors deserve more—or less—of your communities’ trust in the new year.