An HOA request for proposal (RFP) is a document drafting by a building association or owner that formally requests a bid for services or materials. An RFP is commonly used on projects of all sizes as a way of detailing the work they desire. As an association looking for services for your community, it is important that your RFP conveys your association’s desires as clearly as possible.
In this post, we’ll talk about the things you need to include in your HOA RFP.
Two Main Parts of RFP
Data are easier to understand and appear to be clearer when they’re broken down into several parts. An RFP should have two main parts:
- The first part should have a summary or a brief overview of the desired work and general expectations such as a time frame, desired methods, and any special instructions.
- The second one should lay out the submission requirements for any contractors who submit a proposal. This is the part where you should include details as specific as possible.
- Your RFP is also a chance for you to know more about the contractor. Here are some things you can ask:
- Ask them to explain in detail how they will successfully complete the project, and make sure they prove that they are properly qualified for the job.
- Ask for proof of proper licenses, adequate workers’ compensation, and certificates of insurance for general liability. Make sure that they are able to do the job on an operational and legal level.
- Ask for Examples of related jobs they successfully completed to get a sense of their experience and what they can do for your association.
What to Include in Your RFP
When you create HOA RFP, you should indicate a clear deadline you want all proposals to be turned in, and the date you will make a decision. It is important that you’re specific in every detail. To sum it up, here are some vital details you should include.
- Problem where help is needed
- Scope of the project
- Sample work
- References if any
No matter what project you are planning to execute, HOA or not, every successful project starts with proper planning and a solid baseline. Your RFP serves as the baseline of your project and it’s also a way to provide your contractor with a clear understanding of what you want. The more specific and informative is your RFP, the higher the chance of your project being successful.