The Ultimate Vendor Evaluation Guide
60+ Critical Questions Property Managers Must Ask Before Upgrading Building Infrastructure
If you’ve ever signed a contract for security systems, access control, or IT infrastructure and later thought “I wish I’d asked about that…” you’re not alone.
After working with hundreds of residential buildings across the GTA, we’ve compiled the ultimate vendor
evaluation checklist, the questions that separate future-proof solutions from systems that’ll be obsolete in 3 years and good vendors from great ones.
Why These Questions Matter
The infrastructure decisions you make today will impact your building for the next 10-15 years. The wrong
choice doesn’t just mean wasted money – it means security vulnerabilities, frustrated residents, escalating
maintenance costs, and potential board liability.
This guide is organized into seven critical categories. Print this article. Share it with your board. Use it for every infrastructure decision you make.
Section 1: System Architecture & Future-Readiness
The foundation of any modern building system is its architecture. Understanding how it’s designed today
determines whether you’ll be upgrading or replacing in 3 years.
1 Is this a cloud-only, on-premise-only, or hybrid system? What are the pros and cons of your approach?
2 If internet goes down, will our building still be secure and operational? (Critical question!)
3 Can we access our data locally AND remotely, or are we forced to choose one?
4 Is the system AI-ready? Can we add AI analytics without replacing all the hardware?
5 What happens to our footage/data if your cloud service experiences downtime?
6 Do we own our data, or are we locked into your cloud storage subscription forever?
7 How is the processing handled – locally on-site, in the cloud, or both?
8 What’s the expected lifespan of the equipment, and can it be upgraded without full replacement?
9 Can this system evolve with emerging technologies (facial recognition, predictive analytics, etc.)?
10 If we want to add AI capabilities in 2-3 years, what’s involved? New cameras? New server?
11 What cybersecurity measures protect both the on-site equipment AND cloud connections?
12 How is our data encrypted during transmission between on-site and cloud systems?
13 What bandwidth does your system require? What happens if our internet is slow?
14 Can the system learn and adapt (AI/machine learning), or is it static?
15 Do you offer hybrid architecture that gives us local control PLUS cloud benefits?
Section 2: Data Control & Accessibility
Who actually owns and controls your building’s data? This seemingly simple question has profound implications for your long-term costs and operational independence.
16 Where is our video footage actually stored? (Our server? Your cloud? Both?)
17 Can we control how long footage is retained, or is that dictated by your cloud limits?
18 If we cancel your cloud service, do we lose all our historical data?
19 Can we export and own our data at any time without special fees?
20 Who else has access to our data? (Your technicians? Third parties?)
21 Is our data stored on shared servers or dedicated infrastructure?
22 Can we access our system if YOUR company experiences technical issues?
23 What’s the latency between on-site events and cloud accessibility?
24 Can residents access certain features via app while maintaining building security?
25 Do we have redundancy? If cloud fails, does the on-site system continue recording/functioning?
26 Can we search footage locally without relying on internet connectivity?
27 Are there limits on cloud storage, and what happens when we hit them?
Section 3: AI & Advanced Analytics
Artificial intelligence isn’t just buzzword hype anymore, it’s becoming essential for modern building
management. But not all AI is created equal, and not all systems can support it.
28 Does your system currently include AI analytics, or can it be added later?
29 What AI capabilities are available now? (Facial recognition, loitering detection, object classification, etc.)
30 Do AI features require cloud processing, or can they run on local hardware?
31 If AI runs in the cloud, what happens during internet outages?
32 Can the system distinguish between residents, visitors, delivery people, and potential threats?
33 Does the AI learn our building’s patterns to reduce false alarms?
34 Can we get predictive maintenance alerts? (Equipment about to fail, unusual patterns, etc.)
35 How much does AI capability cost now, and what will it cost to add later if not included?
36 Does your AI comply with Canadian privacy laws? How do you handle biometric data?
37 Can we customize AI rules for our specific building needs?
Why AI-Ready Infrastructure Matters
Adding AI capabilities to a system that wasn’t designed for it often means replacing cameras, upgrading
servers, and paying for complete system overhauls. An AI-ready system lets you activate features as you
need them without ripping out hardware.
Section 4: Internet Dependency & Reliability
In an era of increasing cloud reliance, this is the section that separates robust systems from potential disasters. Remember the Rogers outage of 2022? Your building’s security shouldn’t depend on perfect internet connectivity.
38 What percentage of system functionality do we lose if internet goes down?
39 Can doors still unlock? Can cameras still record? Can we still view footage locally?
40 How much of your system requires constant internet connectivity to function?
41 What happens during Rogers/Bell outages? (Real question for Canadian buildings!)
42 If your cloud servers go offline, what’s our backup plan?
43 Can we use the system during installation before cloud connectivity is configured?
44 How much bandwidth does your system consume during normal operation? During high activity?
45 Do you recommend on-site backup storage, and is that included or extra?
■ Red Flags to Watch For
- “You don’t need on-site storage, cloud is totally reliable” (What about Rogers outages?)
- “Our cloud has 99.9% uptime” (That’s still 8.7 hours of downtime per year)
- Vague answers about what happens during internet outages
- “Just use your phone as a hotspot if internet goes down” (Not a solution for 200-unit buildings)
Section 5: Vendor Lock-in & Flexibility
Today’s perfect vendor could be tomorrow’s problem if you’re trapped in their ecosystem. These questions
reveal how much control you’ll really have.
46 If we’re unhappy with your cloud service, can we switch to a different cloud provider?
47 Are we locked into annual cloud subscription increases we can’t control?
48 Can the system operate independently of your company if needed? (What if you’re acquired, go bankrupt, etc.?)
49 Can other vendors service the on-site equipment, or must we use you forever?
50 What happens to our system if you discontinue support for our model?
51 Can we take footage/data off-site for long-term archival without ongoing subscription fees?
52 Are we dependent on your proprietary hardware, or can we use industry-standard equipment?
53 If we outgrow your platform, can we migrate our data and configurations elsewhere
Section 6: Total Cost of Ownership
The sticker price is only the beginning. Understanding the true 5-year cost is critical for board presentations and budget planning.
54 What’s the total 5-year cost? (Include hardware, installation, monthly fees, upgrades, storage, etc.)
55 How much do cloud storage costs increase as we add cameras or retain footage longer?
56 Do cloud subscription fees increase annually? By how much?
57 What happens if we need more storage – can we add local capacity, or must we pay for more cloud?
58 Are AI features included, or will we pay separately when we want to activate them?
59 What costs are truly one-time vs. recurring forever?
60 If we choose a hybrid system, what’s the cost difference vs. cloud-only, and what do we gain?
✓ Calculate the Real Cost
A system that costs $30,000 upfront with $200/month cloud fees ($42,000 over 5 years) might be more
expensive than a $50,000 hybrid system with minimal ongoing costs ($55,000 over 5 years) and you get
better functionality, data ownership, and no internet dependency.
Section 7: Support & Maintenance
The best system in the world is worthless if you can’t get support when you need it. These questions reveal what happens when things go wrong.
61 If there’s a problem with cloud access, how quickly can you resolve it?
62 If there’s a problem with on-site equipment, what’s your response time?
63 Can we troubleshoot and reboot local equipment ourselves, or must we call you?
64 Do you provide 24/7 support for both cloud and on-site issues?
65 What happens if your cloud platform undergoes maintenance during a critical incident at our building?
66 How often do you update firmware/software, and can we control when updates happen?
67 Can we perform basic maintenance without internet connectivity?
68 Who monitors system health – us, you, or both?
69 What redundancies exist if your support team is overwhelmed during a major outage?
70 Do you provide training for both the local system AND cloud platform features?
The Hybrid Advantage: Why Smart Buildings Choose Both
As you go through these questions with vendors, you’ll notice a pattern: Pure cloud systems create
dependencies and recurring costs, while pure on-premise systems lack flexibility and advanced features.
The best modern systems use a HYBRID approach that combines the reliability of on-site infrastructure with theflexibility of cloud connectivity:
✓ Benefits of Hybrid Architecture
- On-site server = Your building stays operational during internet outages
- Cloud connectivity = Remote access, automatic backups, and flexibility when you need it
- AI-ready infrastructure = Add capabilities as technology evolves without replacing everything
- Local data control = You own your footage and aren’t held hostage by subscription fees
- Future-proof = Adaptable to emerging tech without complete overhauls
- Cost predictability = Lower ongoing costs compared to cloud-only solutions
- Best of both worlds = Security and reliability PLUS modern features
Additional Questions for Hybrid Systems
71 How seamlessly does your on-site system sync with cloud when connectivity is restored after an outage?
72 Can we prioritize what data goes to cloud vs. stays local only?
73 What AI processing happens locally vs. in the cloud, and can we choose?
74 Do we get the best of both worlds, or just the limitations of each?
75 Can we adjust the balance between local and cloud over time based on our needs?
More Red Flags to Watch For
■ Warning Signs During Vendor Conversations
- “You don’t need on-site storage, cloud is totally reliable”
- “AI features can be added anytime” without specifying cost or hardware requirements
- “Cloud-only is the future” (Then why do banks, hospitals, and government facilities use hybrid?)
- Vague answers about what happens during internet outages
- Increasing cloud costs that aren’t capped or clearly disclosed
- Inability to access your own data without their platform
- Pressure to sign quickly without time for thorough evaluation
- No references from similar-sized buildings in your area
How to Use This Checklist
Implementation Strategy
- Ask these questions to EVERY vendor their answers will reveal their system’s weaknesses
- Pay special attention to internet dependency questions, this is where cloud-only systems fail
- Calculate 5-year total cost – cheap upfront often means expensive forever
- Think about 2027, not just 2026, will this system adapt or become obsolete?
- Don’t accept “trust us” as an answer, get specifics in writing
- Take notes on every answer, vague responses like “industry standard” aren’t answers
- Compare vendors side-by-side, create a spreadsheet with their responses
- Get everything in writing, verbal promises don’t count
- Trust your gut, if something feels off, it probably is
Bonus Questions by System Type
For Access Control Systems
76 What happens when a resident loses their fob/card? What’s the cost and replacement process?
77 How quickly can we deactivate credentials in an emergency (lost card, security threat)?
78 Can we set up time-based access restrictions (contractors only during business hours)?
79 Does it integrate with our intercom/buzzer system for visitors?
80 Can we issue temporary credentials remotely (for contractors, movers, etc.)?
For CCTV Systems
81 What’s the actual retention period for video footage with our proposed storage?
82 Can we access footage remotely and export it easily for police/insurance?
83 What resolution are the cameras, and will they capture usable images at night and in various weather
conditions?
84 Can we add more storage later without replacing the entire system?
85 How many simultaneous users can view live or recorded footage?
For IT Infrastructure
86 How does this integrate with our property management software and communication systems?
87 What network security measures are included?
88 Can residents use building WiFi without compromising system security?
89 What happens if we upgrade our internet provider or plan?
90 Do you provide ongoing network monitoring and optimization?
What You Get With a mycondolink Assessment
Complimentary Building Infrastructure Assessment Includes:
- Objective evaluation of your current systems (even if we didn’t install them)
- Honest roadmap for upgrades with no pressure, no obligation
- Side-by-side comparison of cloud-only vs. on-premise vs. hybrid solutions
- Help you create vendor comparison spreadsheets using these questions
- Written assessment report you can present to your board
Final Thoughts: Your Building Deserves Better
Infrastructure decisions are some of the most important choices a property manager makes. The wrong system doesn’t just waste money, it creates ongoing headaches, security vulnerabilities, and resident dissatisfaction for years to come.
By asking these 90+ questions, you’re not being difficult, you’re being thorough. You’re protecting your building, your residents, and your reputation.
Print this guide. Share it with your board. Use it in every vendor conversation.
Because your building deserves a system that works with you, not against you, today and for the next decade.
mycondolink | 2020 Winston Park Drive, Suite 200 | 647-367-2277 | info@mycondolink.com