HOA gate and access-control quote checklist

Use one scope for every bidder. Print this page or save it as a PDF from your browser; fill in the property details and ask vendors to state the exact model and cost of each proposed component.

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Property / association Location Prepared by Date

Check the items that apply, record answers and have bidders explain exclusions in writing. This is a planning tool; installation and safety requirements depend on the specific site.

1. Existing gate and traffic

Document gate type, opening width and operator make/modelRecord daily traffic and peak-season vehicle queuesIdentify pedestrian and vehicle entrances separatelyList recurring failures, accidents and service historyNotes

2. Resident, guest and vendor entry

State number of homes or units and rental turnoverSelect resident credentials: card, fob, remote, mobile or vehicle tagDescribe guest approval, temporary access and after-hours helpDefine vendor schedules, revocation and administrator rightsNotes

3. Equipment and site conditions

Specify exact controller, reader and intercom modelsCheck mounting, rain, salt exposure, sunlight and drainageConfirm existing wiring, power, internet or cellular signalList required network, cellular and subscription servicesNotes

4. Gate safety and outage plan

List compatible photo eyes, edges and vehicle detectionDocument emergency access and manual releaseExplain power and network outage behaviorDescribe safety testing and acceptance criteriaNotes

5. Cost and handover

Itemize equipment, labor, permits if applicable and exclusionsList monthly or annual software, data and support feesState warranty, training and ongoing maintenance termsDeliver credentials, administration access and final diagramsNotes

Proposal comparison

Item	Bid A	Bid B	Bid C
Upfront total
Annual recurring cost
Exact platform and models
Warranty and service
Exclusions / questions

Want an independent conversation about the scope? Send the property and the equipment information through the project brief.

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