Why do HOA painting projects go over budget?

Mostly wood rot repair. Once scraping starts, contractors find more rot, and without unit prices in the contract it's billed at whatever rate they choose. Put repair unit prices on the bid form and require before-and-after photos.

How long should an exterior paint warranty be?

Terms vary by contractor and product; multi-year workmanship warranties are common for full repaints. Get the warranty in writing and compare what each one covers, not just the number of years.

Should the HOA specify the paint brand?

Specify the product line or an equivalent standard. If each bidder picks a different paint, you are comparing different jobs.

Exterior painting RFP template

What should an exterior painting RFP include?

An exterior painting RFP should list the buildings and surfaces, the prep standard (pressure washing, scraping, caulking, priming bare wood), the paint product and sheen by surface, number of coats, how wood rot repair will be priced (unit rates, not 'as needed'), resident notification and protection, cleanup, and the warranty — with a pricing schedule broken out by building.

Download the exterior painting RFP

Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.

Download Word (.docx)

What's in this RFP

Every section is pre-written for exterior painting — edit the [bracketed] fields for your property and send it to at least three contractors.

Cover sheet — property, site walk, question and proposal deadlines, contact.
Scope of work — 8 exterior painting items, written so every bidder prices the same job.
Contract term & schedule.
Pricing schedule — 7 line items with units, so the bids come back itemized and comparable.
Qualifications — license, insurance, references, plus 3 exterior painting-specific asks.
Exclusions, submission checklist, and evaluation criteria.

Scope of work

Pressure wash all surfaces to be painted
Scrape and sand loose or failing paint; spot-prime all bare wood and metal
Caulk all gaps at trim, windows, doors, and penetrations with [paintable elastomeric] sealant
Wood rot repair and replacement at unit rates (see pricing schedule) with photos before and after
Apply [one coat primer where needed and two finish coats] of [manufacturer, product line] in [colors/sheen] on [siding, trim, doors, railings, stairs]
Protect landscaping, windows, walkways, vehicles, and fixtures; remove all masking daily
Resident notification at least [72] hours before work at each building
Daily cleanup; final walk-through and punch list

Pricing schedule

Bids that come back as one lump sum can't be compared or held to the scope. The template asks every contractor to price these lines:

Line item	Priced
Painting — Building [1] (repeat per building)	per building
Wood rot repair — trim (up to 1×6)	per linear foot
Wood rot repair — siding	per square foot
Fascia / soffit replacement	per linear foot
Door painting (both sides)	per door
Railings / metal	per linear foot
Extra-work labor rate	per man-hour

Qualifications to require

Active contractor license(s) for the work in this jurisdiction (copy attached)
Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate — confirm with your insurance agent], auto liability, and workers' compensation, naming [Association/Owner] as additional insured
Three references from similar properties in the last three years, with contact names
Years in business and the name of the on-site supervisor or account manager
EPA Lead-Safe (RRP) certification for pre-1978 buildings
Manufacturer's specification or product data sheet for the proposed paint
Photos and references from multi-building residential projects

What a complete exterior painting bid includes

A price per building, so you can phase the work or compare buildings
The exact paint product, sheen, and number of coats
Unit prices for wood rot repair — the line that decides the final cost
Written warranty with years and what it covers (peeling, blistering)

Red flags when the bids come back

Wood repair 'as needed' or 'time and materials' with no unit price
'Two coats' with no product named — or a contractor-grade product
No surface-prep standard in writing
One lump sum for the whole community

How the bids will be evaluated

The RFP tells bidders up front how they'll be judged — which discourages lowballing by leaving work out:

Total cost on the pricing schedule, compared on full scope (nothing excluded)
Completeness — every scope item priced, with no allowances, 'TBD', or 'by others'
Qualifications, references, and experience with similar properties
Schedule, staffing, and responsiveness
Warranty and contract terms

When the proposals arrive, line them up in the free bid comparison template and check each one with the 20-point bid review checklist. Rather not write the RFP at all? Bid Builder drafts one from your photos and notes and collects the bids for you.

This template is general information, not legal advice. Have your association counsel review contract terms and your insurance agent confirm coverage requirements before use.

More free RFP templates

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Common questions

Why do HOA painting projects go over budget?: Mostly wood rot repair. Once scraping starts, contractors find more rot, and without unit prices in the contract it's billed at whatever rate they choose. Put repair unit prices on the bid form and require before-and-after photos.
How long should an exterior paint warranty be?: Terms vary by contractor and product; multi-year workmanship warranties are common for full repaints. Get the warranty in writing and compare what each one covers, not just the number of years.
Should the HOA specify the paint brand?: Specify the product line or an equivalent standard. If each bidder picks a different paint, you are comparing different jobs.