HOA property management RFP template
What should an HOA management company RFP include?
An HOA management RFP should describe the community (units, amenities, budget), the services required — financial management, collections, vendor and maintenance management, board meeting support, communications, compliance — the expected staffing and response times, a full fee schedule including every extra charge, technology and owner portal, the transition plan, and how proposals will be scored.
Download the hoa management services RFP
Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.
What's in this RFP
Every section is pre-written for hoa management services — 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 — 9 hoa management services items, written so every bidder prices the same job.
- Contract term & schedule.
- Pricing schedule — 8 line items with units, so the bids come back itemized and comparable.
- Qualifications — license, insurance, references, plus 4 hoa management services-specific asks.
- Exclusions, submission checklist, and evaluation criteria.
Scope of work
- Financial management: monthly financial statements, budget preparation, reserve tracking, accounts payable, and assessments collection
- Collections and delinquency process consistent with governing documents and applicable law
- Vendor management: bidding, contract administration, insurance certificate tracking, and work-order follow-up
- Property inspections [monthly / quarterly] with written reports
- Board support: meeting notices, agendas, attendance at [number] meetings per year, minutes, and annual meeting
- Owner communications, owner portal, and response times for owner inquiries
- Architectural review and covenant-compliance administration
- Records retention and owner records requests
- Transition: takeover of records, bank accounts, vendor contracts, and owner data
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 |
|---|---|
| Base management fee | per door per month |
| Additional board meetings | per meeting |
| Resale / estoppel certificates | per certificate (paid by whom?) |
| Collection letters and fees | per action (paid by whom?) |
| Project management of capital projects | % or flat fee |
| Copies, postage, and mailing | per item or pass-through |
| Start-up / transition fee | one-time |
| All other fees not listed | itemize |
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
- Professional designations held by the proposed community manager (e.g., CMCA, AMS, PCAM) and state license if required
- Fidelity bond / crime insurance and errors & omissions coverage amounts
- Portfolio size per manager and the backup when the manager is out
- Sample monthly financial package and sample inspection report
What a complete hoa management services bid includes
- Every fee on one schedule — base fee plus all ancillary and pass-through charges
- The named manager, their portfolio size, and their backup
- Sample financials and inspection reports
- A written transition plan with dates
Red flags when the bids come back
- A low base fee with many unlisted ancillary fees
- No named manager until after signing
- Long auto-renewal terms or termination fees
- Unclear ownership of records and data at termination
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.
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Compare my bids freeCommon questions
How do HOA management fees compare?
- Base fees are usually per unit (per door) per month, but the total cost depends on ancillary fees — extra meetings, collections, resale certificates, project management, mailing. Ask every company to fill in the same fee schedule so you can compare total annual cost.
What should the board ask in management interviews?
- Who the manager will be, how many communities they handle, how fast owners get answers, what a monthly financial package looks like, and how the transition will be run.
Should our attorney review the management contract?
- Yes. Have association counsel review the management agreement — especially term, termination, fees, and records ownership — before signing.