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The Real Woodtrace HOA

Records Sought

Bid / procurement corroboration (competing-bid allegation)

The competing bids, timestamps, and communications that would confirm or refute the attributed competing-bid allegation.

All record groups

Why we’re looking for this

A homeowner statement alleges a competing bid was shared. That claim is attributed hearsay until corroborated. These records — especially original files with timestamps — would confirm or refute it on evidence.

What it’s referenced to

  • Finding: weak financial controls (procurement integrity)
  • The HOA's procurement and conflict-of-interest policies
  • MDZ proposals and any competing bids for the relevant projects
Open related finding: Weak financial controls

What producing it would establish

Whether an MDZ proposal was submitted or revised after competing prices became available.

What its absence means

The bid-sharing claim is an unverified allegation; without the original files and timestamps it can be neither confirmed nor dismissed.

Specific records requested (12)

  • Every competing bid and proposal for the relevant projects
  • Original electronic files and submission timestamps
  • Bid-solicitation notices and submission deadlines
  • Communications transmitting or discussing bid amounts
  • Communications between ▒▒▒▒▒▒, ▒▒▒▒▒▒, MDZ, management, and other directors
  • Bid-comparison sheets and vendor-selection criteria
  • MDZ proposals and revisions, including timestamps (was an MDZ proposal submitted or revised after competing prices became available?)
  • Conflict disclosures and annual conflict questionnaires
  • Minutes, recordings, voting records, and written consents
  • Invoices, payment approvals, checks, receipts, and proof of completion
  • Testimony/written statements from individuals with firsthand knowledge
  • The HOA's procurement and conflict-of-interest policies
EVIDENCE✦
TRANSPARENCY✦
ACCOUNTABILITY✦
GOVERNANCE✦
PRESERVE THE RECORD✦
EVIDENCE✦
TRANSPARENCY✦
ACCOUNTABILITY✦
GOVERNANCE✦
PRESERVE THE RECORD✦
EVIDENCE✦
TRANSPARENCY✦
ACCOUNTABILITY✦
GOVERNANCE✦
PRESERVE THE RECORD✦
EVIDENCE✦
TRANSPARENCY✦
ACCOUNTABILITY✦
GOVERNANCE✦
PRESERVE THE RECORD✦