Compare Vendor Proposals Apples-to-Apples

If you’ve ever sat through a board meeting trying to explain the difference between three vendor proposals that “look the same,” you’re not alone. For community association managers across Northern Virginia, the Washington, DC metro area, and Atlanta, reviewing vendor bids is a regular part of the job—but it’s rarely straightforward.

When it comes to services like pet waste management, proposals can vary widely in what they include, how they’re priced, and how the work actually gets done. That’s where things can get tricky and why it’s so important to know how to make a true apples-to-apples comparison.

At CoPS on Doody, we work with HOA managers, apartment property teams, and local governments every day, and we've seen how easily details can get lost in translation. So, we’ve put together a simple, human-friendly checklist (and a free template) to help you confidently compare bids and make a recommendation your board will understand and support.

Start by Defining What You Actually Need

Before you even look at proposals, get clear on what you’re asking vendors to do. For example:

1. Are you looking for weekly service? Twice per week? Seasonal adjustments?

2. Do you need both pet waste station service and common area cleanups?

3. Are bags and liners included, or do you have to purchase those separately?

4. Will the vendor install or repair pet waste stations if needed?

Clarifying this up front makes it easier to spot who’s meeting your needs and who’s just quoting the bare minimum.

What to Look for in a Pet Waste Proposal

Here’s a breakdown of what should be included in a comprehensive, transparent proposal:

Service Frequency: How often will they show up? Is the frequency fixed or flexible?

Scope of Work: Does it include bag restocking, trash removal, waste pickup from common areas, and station cleaning?

Supplies Included: Are dog waste bags and trash can liners provided as part of the service?

CoPS on Doody always includes USDA-certified 38% bio-based bags and liners—no extra supply invoices, no surprises.

Proof of Service: Will they provide photo logs, digital tracking, or service reports?

Customer Support: Can you reach a real person if something’s missed? How quickly will they fix it?

Pricing Clarity: Is it flat-rate? Per-station? Per-visit? Are there fees for extra services?

Contract Terms: Month-to-month? Annual? Auto-renewal clauses?

Experience and References: Have they worked in communities like yours in Alexandria, Reston, Marrietta, or Silver Spring?

Use the Right Tool to Make the Case

We’ve created a simple Vendor Comparison Template that you can drop into your board packet. Just enter the details from each vendor and use the checklist to see how they stack up.

You’ll be able to clearly show:

1. Where gaps exist

2. Who includes more value

3. Why your recommendation makes sense

This is especially helpful when board members want to go with the lowest price but don’t realize what’s missing until problems start.

Want the free template? Just ask, we’ll send you a copy ready to plug and play.

Helpful Tips for Talking to the Board

Once you’ve filled out your comparison, here are a few ways to frame your recommendation:

• Use “value” language: “This option includes bags, liners, and full service for a flat monthly rate—so there are no unexpected costs.”

• Tie it back to past issues: “This provider offers photo proof of service, which addresses the complaints we’ve had about missed cleanings.”

• Highlight time savings: “By outsourcing to a specialized vendor like CoPS on Doody, our maintenance team can focus on higher-priority projects.”

The Bottom Line

Not all pet waste service proposals are created equal and the lowest price doesn’t always mean the best value. When you use a structured, thoughtful comparison process, you make it easier for your board to make an informed decision and for your residents to enjoy a cleaner, better- managed community.

CoPS on Doody is proud to serve communities throughout Metro DC, Northern Virginia, Atlanta, and surrounding counties. If you’d like a customized quote, a sample comparison sheet, or help preparing for your next board meeting, we’re happy to help.

Need the comparison template or want a side-by-side from us?

Let us know, and we’ll send it your way! No pressure, no pushy sales tactics. Just good information to make your job easier.