Are You Really Getting the Best Value from Your RFPs?
By Sean Davis | DHA Construction Management
As a current HOA board member of 12 years and a civil engineer with over 30 years in construction and project management, I’ve lived both sides: sitting in board meetings approving projects and managing the bids, contractors, and execution. I’ve seen communities work hard to handle maintenance and repairs—only to leave serious money on the table because of avoidable RFP pitfalls.
Here are three frequent hazards and quick ways to avoid them:
Backlog Saturation Contractors with full schedules inflate prices (think asphalt bids in peak summer vs. winter). Fix: Time RFPs for off-seasons—November–February for paving, for example—when backlogs are low and pricing is aggressive.
Bidding Misalignment Bidders push whatever solution matches their equipment or strengths (mill & overlay vs. chip seal vs. full replacement), making apples-to-apples comparison impossible. Fix: Specify the exact scope in the RFP—e.g., “Price mill and overlay of 25,000 sq. ft. of 6-inch asphalt.”
Competitive Drift Your long-time “go-to” contractor starts strong but gradually raises margins as comfort sets in—or competitors improve and undercut them. Fix: Always get multiple bids. Rule of thumb: 2+ for <$5K projects, 5+ for <$25K. For larger jobs, broadcast widely via platforms like iSqFt or BuildingConnected—and consider a construction manager to define the work precisely and reach more qualified bidders.
The goal? Fair, competitive pricing that delivers real value for your community—without the extra stress.
That’s exactly why I founded DHA Construction Management—to take on the heavy lifting for HOA boards, residents, and managers on those challenging construction projects, so everyone gets better outcomes with far less headache. As a Service-Disabled Veteran-Owned Business and CAI member, we’re built to serve communities like yours.
Have you run into any of these RFP issues in your own community? Drop a comment—I’d love to hear your experiences and share practical insights.
Sean Davis, PMP Civil Engineer | Current HOA Board Member (12 years) | DHA Construction Management Broomfield, CO | 303-257-0652 | www.dhaconstructionmanagement.com
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