How association RFPs work, and how to respond to one

A board is a group of volunteers spending money that belongs to every owner. When a decision is challenged, the record of how the board chose a vendor is its defense: comparable proposals, a recorded discussion and a vote. Some states also require competitive bids above a set share of the budget; in Florida it is 5 percent of a condominium’s annual budget and 10 percent of an HOA’s.

For a business, that means the proposal is read twice: once by the manager building the comparison, and once by board members who are not in your trade. Write for both.

1. The project enters the budget

   Most large jobs are planned a year or more ahead: a reserve study or a structural inspection flags a roof, a repaving or a painting cycle, and the board funds it in the annual budget.

2. The manager writes the scope

   The community association manager drafts the request, often from the reserve study or an engineer's specification for structural or building-envelope work. Good requests state quantities, materials, the start window and the insurance required.

3. Vendors are invited, or the request is posted

   Many requests go only to the approved vendor list. Others are posted publicly to reach more bidders. Either way there is a deadline, and often a site walk.

4. Questions are answered for everyone

   A well-run request answers bidder questions in writing and shares the answers with every bidder, so all proposals price the same work.

5. The manager builds a comparison

   Proposals are put side by side, usually in a bid tabulation spreadsheet: price, scope differences, exclusions, warranty, schedule and insurance.

6. The board votes at a noticed meeting

   The board as a body awards the contract by a recorded vote at a properly noticed meeting. No single director or manager can award it alone.

7. Contract, certificate and notice to proceed

   The winning vendor signs the written contract, sends a certificate of insurance naming the association, and starts when the association issues notice to proceed.

Price matters, but rarely alone. Managers and boards weigh whether the proposal covers the full scope, whether the business has done similar association work, the warranty, the schedule, and whether the licence and insurance are already on file. A complete proposal at a middle price often beats an incomplete low one, because the low one cannot be compared without guessing.

1. Price exactly the scope in the request

   A board can only compare proposals that cover the same work. If you recommend something different, price the request as written first and put your alternate on a separate line.

2. Break the price into line items

   Match the request's line items where it has them. Mobilization, materials, labor, permits, disposal and contingencies on separate lines are easier to compare than one lump sum.

3. State exclusions and assumptions plainly

   Unknown conditions, permit fees, after-hours work and anything you are not including. An exclusion found after the vote becomes a change order the board resents.

4. Give a schedule the manager can plan around

   Start window, duration, working hours, and what residents will see: closures, noise, parking, water or elevator outages.

5. Attach the paperwork with the proposal

   Licence, certificate of insurance at the limits requested, W-9, warranty terms and references from other associations. A missing document can disqualify an otherwise winning proposal.

6. Submit before the deadline, then follow up once

   Late proposals are usually not considered. After submitting, confirm receipt with the manager and ask when the board will vote.

No public requests are open right now. Associations post as projects come up in their budget cycle; set opportunity alerts for your trade and area to hear when one is posted.

See every open request

Requests on Common Elements are filed under these service categories. Each link opens the board filtered to that trade.

• Roofing
• Waterproofing
• Concrete restoration
• Painting
• Pressure washing
• Hurricane protection
• Landscaping
• Tree service
• Irrigation
• Reserve study (SIRS) / engineering inspection
• Accounting (audit / review / tax)
• Banking (operating / reserves / lockbox)
• Bookkeeping / financials-only
• Pest control
• Pool service
• Fence and railing
• Paver and concrete
• Seawall and dock
• Asphalt and sealcoat
• Plumbing
• Electrical
• HVAC
• Elevator
• Cleaning
• Security
• Fire and life safety
• Towing
• Signage
• Property management
• Real estate / legal
• Insurance
• General contractor
• Engineering
• Architecture
• Other