How to Choose the Best Contractors for Your HOA or Condo Association

Hiring the right contractors is one of the most important responsibilities for HOA and condo association boards. Whether you're looking for landscaping, roofing, or major repairs, the right vendor helps protect your community's budget and property value. Because vendor relationships involve legally binding contracts and agreements, it’s essential to take a smart, structured approach when selecting contractors.

Here are key steps to follow when hiring contractors for your association:

Step 1: Create a Request for Proposal (RFP)

Start by collecting all the necessary documents and details about the project. This step is crucial for comparing vendors fairly and getting accurate bids. Aim to request quotes from at least three vendors to get a sense of competitive pricing in your market.

Your RFP should include:

• Bid specifications, including contract terms and deadlines

• Job requirements, such as hours, cleanup procedures, and licenses

• As many project details as possible to minimize ambiguity

• Space for vendors to ask follow-up questions, if needed

The more specific your RFP, the more accurate and comparable the bids will be.

Step 2: Manage the Bidding Process

Once you receive bids, carefully review each one to confirm it meets your expectations and matches the scope outlined in your RFP. Here’s what to look for:

• Check for alignment with your project details. Don’t assume anything

• Review references using platforms like Google Maps and the Better Business Bureau

• Verify insurance and licensing by collecting original certificates and confirming all required permits

• Eliminate bids that don’t meet your standards, then compare the remaining ones

Watch out for unusually low or high bids. They might indicate a misunderstanding of the project, which could lead to poor results.

Step 3: Negotiate and Review the Contract

Once you’ve selected a contractor, they will submit a contract outlining their responsibilities, scope of work, and pricing. Before signing:

• Negotiate terms, including potential discounts for long-term partnerships

• Have your association attorney review the contract to ensure it's balanced

• Only sign once the terms are clear, fair, and in writing

Step 4: Monitor the Contractor’s Work

After signing the contract, continue managing the process to protect your association’s interests:

• Check in regularly on project progress

• Schedule payments according to project milestones

• Inspect work before final payment, using licensed professionals when necessary

Important safety note: A board member should never climb onto a roof or perform inspections themselves. Leave all site evaluations to qualified contractors.

Final Thoughts

Selecting the right contractor doesn’t have to be stressful. By following these steps, your board can make confident, informed decisions that protect your association and its residents.

Remember, as a board member, you have a fiduciary duty to your community. Always prioritize transparency, value, and professionalism.

If your association needs help with vendor selection, bidding, or contract review, contact your property manager to learn how Sustainable Comfort can support your board.