To compare HOA bids apples to apples, give every contractor the same written scope and require each bid to state the same things: scope, materials, exclusions, schedule, insurance, license, warranty and payment terms. Then put the answers side by side in one table. Price only means something once you know every bidder priced the same work.
Key takeaways
- Bids differ because each contractor makes different assumptions, not only because of price.
- One written, line-item scope is the fix. Everyone prices the same work.
- The lowest number often leaves something out. Read the exclusions first.
Why do HOA vendor bids come back in different formats?
Ask several contractors to "bid the stair repairs" and you will get very different documents: a single lump sum, a page of line items, an email with a number and a start date.
The formats differ because the assumptions differ. Each contractor decided how much to repair, which materials to use, whether prep and paint are included, and what happens if hidden damage turns up. You cannot compare the totals, because they are not totals for the same job.
How do you write one scope that everyone prices?
An HOA request for proposal does not need to be long. It needs to remove guesswork. Include:
- Locations and quantities. Which buildings, which areas, how many.
- The work. A line-item scope in plain language, one line per task.
- Material standard. A named product or a clear description, with "or equal" if substitutes are allowed.
- Site rules. Working hours, access, parking, resident notices and cleanup.
- Bid format. Pricing by line item, with alternates and unit prices for hidden conditions shown separately.
- Dates. Site walk, question deadline, bid due date and board meeting.
Hold a site walk, and send answers to any bidder's question to all bidders in writing. If you do not have enough detail to write the scope, ask a contractor for a site walk with photos and a line-item scope to start from. Check your governing documents and board policies for any bidding procedures your association follows.
What must each bid state?
If a bid is missing any of these, ask for it before the bid goes in the board packet.
- Scope. What is included, line by line, matching your request.
- Materials. Manufacturer and product, not just "paint" or "sealant".
- Exclusions. What is not included, and how extra work is priced.
- Schedule. Start window, duration, phasing and working hours.
- Insurance. A current certificate of insurance.
- License. The Arizona Registrar of Contractors (ROC) license number and classification. Anyone can look up a license on the ROC website.
- Warranty. What is covered, for how long, and who to call.
- Payment terms. Deposit, progress payments and what triggers final payment.
How do you compare HOA bids in one table?
Put the criteria down the side and add one column per bidder. Fill each cell from the bid itself and mark anything missing as "not stated". Read price last.
| Criteria | What to record for each bidder | What to watch for |
|---|---|---|
| Scope | Lines matched, left out or added. | Lump sums with no breakdown. |
| Materials | Manufacturer and product for each main item. | Generic descriptions. |
| Exclusions | Each exclusion and how extra work is priced. | Prep, repairs or permits left out. |
| Schedule | Start window, duration and phasing. | No dates given. |
| Insurance | Current certificate received: yes or no. | Promised later, not provided. |
| License | ROC number, classification and status. | Classification that does not fit the work. |
| Warranty | Coverage and term as written. | Verbal promises only. |
| Payment terms | Deposit, progress payments, final payment trigger. | Large payment before work starts. |
| Price | Total, with alternates and unit prices listed separately. | A total you cannot trace to the scope. |
Why does the lowest price alone mislead?
A low bid can be a good bid. It can also be low because it left out prep, assumed a lesser material, excluded repairs that are obviously needed, or made no provision for hidden conditions. Those gaps tend to come back as change orders after the board has voted.
Before you compare totals, adjust for scope. If one bidder excluded something the others included, ask for a price to add it. Good HOA contractor selection weighs price together with scope, schedule, documentation and how the contractor communicates.
How do you present the comparison to the board?
- Lead with a one-page summary: the project, the scope and the comparison table.
- Note every difference that affects price, in one sentence each.
- Attach the full bids, insurance certificates and site photos.
- Add a short background on each bidder, like the one on DHR's about page.
- If your role includes a recommendation, give it with reasons. If not, present the facts and let the board decide.
Frequently asked questions
How many bids should an HOA get?
Your governing documents or board policy may set a number, so check those first. Either way, every contractor should price the same written scope.
How do I verify a contractor's license in Arizona?
Contractors in Arizona are licensed by the Arizona Registrar of Contractors. Ask for the ROC license number and look it up on the ROC website.
Should the board always choose the lowest bid?
Not automatically. First confirm the low bid covers the same scope, materials and exclusions as the others, then weigh price with schedule, warranty and documentation.
How DHR Contracting makes bids easy to compare
DHR Contracting is a licensed, bonded and insured general contractor in Chandler (Arizona ROC 355423, KB-1 Dual Building Contractor). Every bid starts with a site walk and photos and comes as a written, line-item scope with pricing, phasing and schedule, timed for your next board meeting. See how we prepare board-ready bids for HOA managers.
