Build a Smarter Strata RFP for Your Condo Resort
Choosing a condo resort manager used to be mostly about who could fill rooms. Now strata councils are juggling rising costs, owner expectations, and guests who book on their phones and expect hotel-level service. A casual RFP with a few high-level questions is not enough anymore, especially in busy resort markets.
A structured, weighted scorecard gives your council a clear way to compare condo management services in BC and Alberta. Instead of arguing over gut feelings, you can score each proposal on what actually matters for your building, your owners, and your guests. This is especially helpful in destinations like Canmore, Osoyoos, and the Okanagan, where options are many and the stakes are high.
Below, we share 25 criteria you can use in your next RFP, grouped into five pillars: governance, compliance, owner reporting and revenue, technology, and guest experience. Each one includes a suggested weight, so you can build a 100-point tool that is ready to use before your next peak ski or holiday season.
Governance and Alignment
Start by checking how each manager will work with your council, not just how they will sell your rooms.
Key criteria to score:
Strategic fit and resort vision, 10 to 12%
Strata governance expertise, 8 to 10%
Board communication and transparency, 6 to 8%
Conflict of interest management, 4 to 6%
Long-term asset planning, 4 to 6%
Local market knowledge in BC and Alberta, 4 to 6%
Ask each manager to explain how their strategy fits your resort type. Are you family-focused, luxury, adventure-driven, or catering to long-stay snowbirds? Look for a clear plan to balance revenue goals with a livable, respectful community.
On governance, ask for:
Experience with strata-led condo resorts and mixed-use properties
Sample meeting schedules, reporting formats, and escalation paths
How they involve council and committees in decisions
Good communication is non-negotiable. Score how they plan to keep you informed with dashboards, strategy reviews, and annual planning. Ask how they handle difficult topics like noise, renovations, and amenity access across different ownership groups.
Conflict of interest policies matter when it comes to related vendors, brand partnerships, and rate parity. Ask how they disclose relationships and protect the strata’s financial interests.
For long-term planning, check their approach to reserve studies, capital projects, and keeping amenities at resort standard over 10 to 20 years. Ask for examples of major refurbishments or repositioning work they have managed.
Finally, weigh their local market knowledge. A manager with real Western Canada experience will understand mountain, lake, and coastal demand patterns and how to adjust strategy by season.
Compliance, Risk, and Trust
Your manager is a key partner in keeping the resort safe, legal, and trusted by owners.
Weighted criteria to include:
Regulatory and strata law compliance, 8 to 10%
Health, safety, and risk management, 8 to 10%
Financial controls and audit readiness, 6 to 8%
ESG and community impact approach, 4 to 6%
Crisis and reputation management, 4 to 6%
Ask how they stay current with the Strata Property Act, municipal bylaws, and tourism rules for short-term rentals. Score how proactive they are about updating councils when regulations shift.
On safety, request:
Written safety protocols and staff training plans
Incident response steps for injuries, disturbances, or facility issues
Risk strategies around pools, hot tubs, gyms, and outdoor spaces
Financial controls should cover trust accounts, revenue reconciliation, and vendor payments. Ask about their documentation standards and how they support audits for other condo-style resorts.
For ESG and community impact, look at:
Energy and water saving practices
Waste and recycling programs
Local community partnerships
Reputation and crisis plans matter in a region that can see wildfires, smoke, storms, or travel delays. Ask how they handle guest communication when things go wrong, and how they manage online reviews and social channels in a calm, timely way.
Owner Reporting and Revenue Optimisation
A good condo resort manager protects both owner trust and long-term revenue.
Key criteria and suggested weights:
Revenue management and seasonality strategy, 10 to 12%
Distribution and channel mix, 6 to 8%
Owner statements and transparency, 6 to 8%
Fee structure and performance incentives, 6 to 8%
Benchmarking and continuous improvement, 4 to 6%
On revenue management, ask for specific examples from similar ski, lake, and shoulder season markets. How do they handle dynamic pricing, length of stay rules, and group business? How do they balance prime dates between owner use and revenue goals?
For channel mix, check:
Target share for direct bookings, OTAs, wholesale, corporate, and group
Experience with drive markets in Alberta and nearby provinces
Approach to US and international guests
Owner reporting should be clear and easy to understand. Ask for sample statements that show:
Net revenue by season and channel
Clear fee breakdowns
Any reserves or owner charges
Also, ask about online owner portals for real-time statements, booking calendars, and tax reports.
Fee structure should align your success. Score higher for models that reward net revenue and guest satisfaction, not just total volume.
On benchmarking, look for use of RevPAR, occupancy, ADR, and GOPPAR against similar Western Canadian resorts. Ask how they test and adjust offers around long weekends, school breaks, and holidays.
Technology and Guest Experience
Operations and guest satisfaction now depend heavily on the right technology and service culture.
Use these criteria and weights:
Integrated tech stack and data access, 8 to 10%
Digital guest journey and self-service, 6 to 8%
Service standards and brand consistency, 6 to 8%
Owner and guest feedback loops, 4 to 6%
Local partnerships and experience design, 4 to 6%
Ask for an overview of their tech stack, including PMS, CRS, channel manager, revenue tools, CRM, housekeeping, and maintenance systems. Score how well these pieces connect and how easily you can view performance and operational KPIs.
Digital guest tools can ease pressure on front desks, especially during busy winter or summer weekends:
Mobile check-in and keyless access options
Digital concierge and messaging tools
Simple checkout flows
Service standards should be written and practical. Ask about response time targets, housekeeping quality checks, amenity checks, and seasonal services like ski storage or summer gear. Score how they keep a consistent resort brand while working with different unit types and owner finishes.
Feedback loops are key. Ask how they collect, track, and act on comments from both guests and owners. Do they share themes and improvements with the strata council?
Lastly, local partnerships can elevate both rates and experience. Score how well they work with ski hills, wineries, golf courses, and wellness partners to build packages that fit your resort’s positioning.
Putting the Scorecard to Work for Your Strata Council
To turn these pillars into a real tool, set up a spreadsheet with all 25 criteria and your chosen weights, totaling 100 points. Have each council member score every proposal on a simple scale, then compare totals side by side. Including a small owner advisory group can help balance investor and resident perspectives.
Timing also matters. Launch your RFP 9 to 12 months before a major season change so a new manager has time to onboard, train staff, tune systems, and adjust strategy before high demand periods. When possible, visit properties they already manage during both the peak and shoulder seasons so you can see their standards in real conditions.
At Bellstar Hotels & Resorts, we work with condo-style resorts, vacation rentals, and independent hotels across Western Canada, so we see every day how a clear, weighted RFP process can reduce friction and build long-term alignment between councils, owners, and managers. A smart scorecard will not make your decision for you, but it will help your strata focus on what matters most for your resort and your community.
Unlock Stress-Free Condo Management For Your BC Property
Partner with Bellstar Hotels & Resorts to protect your investment and enhance the experience for every owner and guest. Explore our tailored condo management services in BC to see how we can simplify operations, boost revenue, and maintain your property to high standards. If you are ready to discuss your property’s unique needs, contact us and our team will follow up with a personalized plan.
