Gathering quotes from contractors typically ranks among one of the more tiresome chores an HOA board engages in. It can be difficult to determine if the quotes are “apples to apples,” hard to truly see all the services provided by a contractor, and almost impossible to determine from the quote whether or not you will be dealing with a reputable contractor. For these reasons, it is very beneficial to spend time creating a request for proposal document and to also have a process in place to check a contractor’s reputation.

What are RFPs?

A request for proposal (RFP) is a request, often made through a bidding process, by a Community Manager or self managed Board of Directors who would like a quote for a particular service. It is submitted early in the procurement cycle, either at the preliminary study or procurement stage.

When is It Appropriate to Request an RFP?

An RFP is typically created and received back before the annual HOA budget is due for the following year or in some cases, several years in advance, although that is typically completed by having a reserve study completed.

Why are RFPs Important When Selecting a Contractor?

Without an RFP, it may be more difficult to compare and decide which contractor to go with because in many situations the bids are not “apples to apples.” An RFP is the most appropriate way to be sure each contractor is bidding on the exact same services. Without the parameters of an RFP, your quotes will be difficult to compare.

What Should HOAs Include in Their RFPs?

If an HOA decides to create an RFP, they should include any specific obligations that they may have. Some obligations may include but are not limited to: contractor quote & agreement, contractor proof of insurance, contractor license, and a check of the Better Business Bureau (BBB). However, there is no need to get a quote for insurance claims with RFPs because the insurance companies set those amounts already.

What Services Does Association Reconstruction Have to Offer?

Storm Damage Monitoring Service – At Association Reconstruction, we have a storm damage monitoring service that can add your HOA to our list. Once you are on our list, if a massive storm rolls though we will immediately come to inspect your property to look for any damage that may have occurred.

24/7 Emergency Response Service – We have an emergency response team active 24/7 in case something happens to your home whether that is early in the morning, during the day, or in the middle of the night. Our flexible restoration crews will work with your association to first triage your buildings to ensure no further damage to your home occurs.

Roofing or Siding Replacement Quotes – We do more than insurance work. Contact us to receive a quote to replace your roofs or siding.

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