RFP: the three most important letters for a vendor in our industry. When I arrived in this community association world, I had never owned a property, never been a part of a Home Owners’ Association, and was naive to the size and scope of this industry. I clearly remember when I first heard those letters, and how I sat there prefunded and too prideful to ask.
I was able to piece together the first two words. Request For Puppies? Too cute. Request for Pancakes? Too delicious (especially the banana variant– shout out to my dad, the banana pancake master). Request for Parasite? Too gross. I took a deep breath, punched my pride in the gut and asked.
Proposal: the word struck me as incredibly formal, and perfect for such legit communication. So formal in fact, that in my thirteen years, in all my dealings with hundreds of homeowners and hundreds of their personal items to paint, only once did someone use the word “proposal” when asking for extra work. They usually just asked for a number, a price, a cost, quote, bid, or estimate. “Proposal” is our word and I propose we give it a little purpose.
Writing a Request for Proposal, or an RPF, is a crucial step in securing the best services and products for HOAs. An effective RPF not only outlines the needs of the HOA but also sets the stage to attract skilled vendors who can deliver quality results. Here’s a guide for HOA managers to craft an effective RPF:
Key Components:
Project Overview and Background: Start by providing a brief description of the HOA and the specific needs that prompted the RPF. This could include information on the community’s size, location, and any relevant history or previous projects that relate to the current need.
Scope of Work: Clearly define the project scope by detailing the services or products required. For example, if the RPF is for landscaping services, specify the areas to be serviced and types of services expected, like mowing, pruning, and seasonal planting.
Objectives and Goals: Clearly outline what the HOA aims to achieve through this project. Whether it’s enhancing curb appeal or improving facility functionality, being specific about objectives will help vendors propose solutions that align with your goals.
Proposal Deadline: Set a clear and reasonable deadline for submission.
Format Requirements: Specify the desired format and length of the proposal.
Contact Information: Provide a point of contact for vendors to ask questions.
Vendor Qualifications and Experience: Include a request for information on the vendor’s qualifications and past experience relevant to the project, including contractor board licenses, insurances, etc.
Budget and Pricing Structure: Ask for detailed pricing including itemized costs.
Timeline: Request a projected timeline for project completion.
Tips and Stuff:
Email is Better than a PDF: If the information can be written in the body of an email, choose this over a PDF, especially when giving gate codes or addresses. Many a time I have pulled up to a gate and cannot get a PDF to open because the service is bad. I always tell myself I will print it out before I leave, but until that finally happens…
Use GPS Addresses Over Cross Streets: Cross streets are a bit confusing sometimes, but if you can’t use the address of a clubhouse or leasing office, it’s better to provide the name of the street with no house or unit number. This way, no individual homeowner will end up with his or her address on the contract.
Board Preferences: Sometimes the board loves a certain paint manufacturer or has a preference for the time of day that we start working.
Due Date and Meeting Date: A meeting date can help us map the timeline of the opportunity. It will also make sure we don’t have to nag you. We know how busy managers are. The last thing you want is a vendor filling up your inbox.
Guard Gate: Add our contractors to the list and provide a manager’s phone number if possible. I always try to charm my way through, but it still hasn’t worked…
Community Heads Up: It’s good to send out an email to let residents know that there will be vendors wandering around the community. Especially if we need to look at areas close to peoples’ homes.
Although there are a few guidelines to follow, we are excited to read any RPF. Including these key components and following these tips will streamline the process and help us focus on the most important part: providing you with a quality service. Now that you know the basics of Requests For Proposal, let’s go eat some banana pancakes!
Ainsley Davis 