RFP Checklist for Property Managers: Avoid Costly Mistakes

The 15-Minute Habit That Saves Weeks Later

Property managers juggle a thousand tasks. But one of the highest-ROI habits takes just 15 minutes: running a pre-flight check before sending out an RFP.

Skipping this step is what leads to addendums, confused vendors, frustrated boards, and re-bids that waste months. Running it avoids all that — and ensures bids come back apples-to-apples.

Here’s the checklist Reeves Construction Advisors uses before any RFP leaves the office.

The RFP Pre-Flight Checklist

1) Scope & Evidence

• Verify quantities against site maps and reserve studies.
• Attach current site photos with notes on conditions.
• Define outcomes clearly (repairs, replacements, warranties).

2) Bid Structure

• Separate base bid from alternates.
• Include unit prices where appropriate.
• Attach a standardized bid form (so vendors all fill in the same boxes).

3) Vendor Alignment

• Confirm walkthrough date, time, and attendance sheet.
• Publish Q&A deadline (7 days before bids are due).
• Issue addendum no later than 48 hours after questions close.

4) Schedule & Impacts

• Confirm working hours and seasonal limits.
• Identify phasing requirements (occupied vs. unoccupied areas).
• Document access restrictions (gates, pools, parking).

5) Qualifications & Risk

• Require licenses and insurance certificates.
• Request references on comparable projects.
• Note bonding or warranty requirements.

6) Decision-Making

• Set evaluation criteria (price, experience, schedule).
• Publish bid due date, time, and recipient.
• Require vendors to include payment schedule, invoicing method, any mobilization payment, and punch list/final payment timeline.
• Map out board review and approval schedule.
• Confirm with legal whether the management company provides the contract template and must review proposals before issue.

Lesson: Whether you use maps or spreadsheets, always double-check that every building and common area is included — clubhouses, pool houses, garages, sheds, even dumpster enclosures.

Templates You Can Lift

Want to simplify your next RFP? Here are a few templates Reeves uses that you can adapt right away:

• Bid Form: Base + Alternates + Unit Prices
  Organize your bids so you can compare proposals line by line. Include:

  • A base bid for the core scope every vendor must price.
  • Alternates for optional items or add-ons (“Include pool fence painting,” “Add clubhouse siding,” etc.).
  • Unit prices for recurring repairs (e.g., cost per linear foot of fascia board replacement).

  This structure ensures bids are apples-to-apples — not guesswork.

• Questions Timeline: Due 7 Days Prior, Addendum 48 Hours Later
  A clear communication schedule keeps vendors aligned:

  • Vendors submit clarifying questions no later than 7 days before the bid deadline.
  • The HOA or manager issues a final addendum within 48 hours, so all bidders get the same answers.

  This simple rule prevents last-minute confusion and protects the board from claims of unfair treatment.

• Walkthrough Agenda: Sign-In Sheet, Safety Briefing, Scope Highlights
  Every pre-bid walkthrough should follow a standard flow:

  • Sign-in sheet for attendance and transparency.
  • Safety briefing to set site expectations (access limits, PPE, etc.).
  • Scope highlights led by the PM or consultant to clarify tricky conditions.

  This ensures every vendor sees the same conditions — and you get bids based on facts, not assumptions.

Don’t gamble with your timeline

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