How HOA Boards Can Master the RFP Process and Attract Better Bids
Introduction
When HOA boards or property managers need contractor bids, the Request for Proposal (RFP) is often treated as an afterthought. Too often, boards use generic templates that leave out critical details — resulting in confusing bids and risky contractor matches.
The truth? A strong RFP is your most powerful tool for attracting qualified contractors and ensuring fair pricing. At Reeves Construction Advisors, we help HOAs write RFPs that protect budgets and build confidence.
Why RFPs Matter for HOAs
A well-written RFP does three things for your board:
- Levels the playing field — all contractors bid on the same specs.
- Screens unqualified vendors — licenses, insurance, and experience required up front.
- Creates transparency — boards can explain decisions clearly to homeowners.
Common HOA RFP Mistakes
- Requirements too vague (“replace pavement”)
- No phasing or timeline guidance
- Forgetting insurance/warranty requirements
- No request for similar project references
Framework: 5 Things Every HOA RFP Must Include
- Detailed scope of work
- Contractor qualifications
- Bid format requirements
- Project timelines and milestones
- Selection criteria
Case Example: Parking Lot Resurfacing
An HOA received five bids ranging from $110K to $180K. With no consistent RFP, comparisons were impossible. Reeves rewrote the RFP, requiring line-item breakdowns and HOA-specific experience. New bids returned within a $15K spread, enabling the board to confidently select the best value contractor.
Conclusion + Call to Action
An RFP is more than paperwork — it’s your community’s roadmap to fair bids and successful projects.
👉 Let Reeves help your board craft RFPs that attract the right contractors and deliver the right results. Book a consultation today and put our expertise to work for your HOA.
