What is a Request for Proposals (RFP) for an HOA?

An RFP is a formal document an association issues to solicit competitive bids for a project or service. It is more comprehensive than a scope of work alone - a complete RFP includes the scope of work, pricing format, bid submission instructions, evaluation criteria, vendor qualifications, insurance and licensing requirements, and submission deadline. Florida condominium associations are required to obtain competitive bids for contracts exceeding a statutory threshold under F.S. § 718.3026. HOAs under Chapter 720 are not subject to the same mandatory threshold but have a fiduciary duty to act prudently, and soliciting competitive proposals is universally considered best practice.

How is an RFP different from a scope of work?

A scope of work (SOW) describes what work the vendor is expected to perform - the materials, methods, quantities, and specifications. An RFP is the complete bid package: it includes the SOW plus pricing format instructions, evaluation criteria, vendor qualifications, insurance and licensing requirements, submission deadline, and submission instructions. All RFPs contain a scope of work, but a scope of work alone is not an RFP. When the association is formally soliciting competitive proposals for a significant project, a full RFP provides legal clarity and consistency that a bare SOW does not.

What should a Florida HOA RFP include?

A complete Florida HOA RFP should include: (1) Project overview - association name and type, trade category, brief description; (2) Detailed scope of work - what work is required, existing conditions, phasing; (3) Timeline - site walk date, questions deadline, bid submission deadline, project start and completion windows; (4) Budget parameters - range if disclosed, payment terms, retainage; (5) Insurance and licensing requirements - CGL minimums, Workers' Compensation, bonding, Florida contractor license under F.S. § 489; (6) Vendor qualifications - references, subcontractor disclosure, drug-free workplace; (7) Evaluation criteria - how proposals will be scored; (8) Submission instructions - contact, format, deadline. Including a reservation-of-rights clause (the right to reject any or all proposals) protects the association.

How many bids should a Florida HOA get?

Under F.S. § 718.3026, Florida condominium associations must obtain competitive bids for contracts exceeding the statutory threshold (the greater of $2,500 or 5% of the total annual budget), with limited exceptions for professional services and declared emergencies. The statute does not specify a minimum number of bids - it requires a competitive bidding process. Best practice for both HOAs (Chapter 720) and condominiums is to solicit at least three bids for any significant project. Fewer bids mean less competitive pricing and weaker documentation of the board's fiduciary process.

What insurance should an HOA require from vendors in an RFP?

At minimum: Commercial General Liability (CGL) coverage of at least $1 million per occurrence, with the association named as an additional insured on the vendor's policy; Workers' Compensation coverage as required by Florida law; and, for higher-risk work such as roofing or structural repair, an excess or umbrella policy. Some boards also require professional liability (errors and omissions) for design-build or engineering services and a performance or payment bond for large contracts. The specific minimums should be reviewed with the association's insurance agent and counsel before issuing the RFP.

Can the HOA reject all bids after issuing an RFP?

Yes - and the RFP should say so explicitly. Best practice is to include language in the RFP reserving the association's right to reject any or all proposals, to waive informalities, and to accept the proposal deemed most advantageous to the association. This language is standard in public procurement and protects the board from being bound to award a contract when all proposals are above budget, unsatisfactory, or when the scope of work needs revision. The board should document the reason for rejection in meeting minutes to protect the record of fiduciary process.

Tool · Florida §718.3026 - Competitive Bids

RFP Builder

Build a complete HOA RFP request for proposals for any Florida HOA or condo project. This 5-step wizard produces a formal bid package covering scope, timeline, budget parameters, insurance requirements, and evaluation criteria - then lets you download it as a PDF or post it directly to Common Elements to receive bids from verified vendors.

Statute citations and Florida-specific requirements reviewed by the Common Elements editorial team, which includes a Florida-licensed community association manager (LCAM) and insurance broker - Florida Licensed Community Association Manager, 2-20 & 6-20.

Project

Scope

Timeline & Budget

Requirements

Evaluation & Contact

Step 1 of 5

Step 1 - Project

Trade Category*

Association Type*

Project Title*

Association Name*

Brief Project Description*

2–3 sentences. This will appear in the RFP introduction.

Post this RFP on Common Elements

Submit your completed RFP to the Common Elements marketplace and receive competing bids from verified Florida vendors - side-by-side comparison included.

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HOA RFP frequently asked questions

What is a Request for Proposals (RFP) for an HOA?: An RFP is a formal document an association issues to solicit competitive bids for a project or service. It is more comprehensive than a scope of work alone - a complete RFP includes the scope of work, pricing format, bid submission instructions, evaluation criteria, vendor qualifications, insurance and licensing requirements, and submission deadline. Florida condominium associations are required to obtain competitive bids for contracts exceeding a statutory threshold under F.S. § 718.3026. HOAs under Chapter 720 are not subject to the same mandatory threshold but have a fiduciary duty to act prudently, and soliciting competitive proposals is universally considered best practice.
How is an RFP different from a scope of work?: A scope of work (SOW) describes what work the vendor is expected to perform - the materials, methods, quantities, and specifications. An RFP is the complete bid package: it includes the SOW plus pricing format instructions, evaluation criteria, vendor qualifications, insurance and licensing requirements, submission deadline, and submission instructions. All RFPs contain a scope of work, but a scope of work alone is not an RFP. When the association is formally soliciting competitive proposals for a significant project, a full RFP provides legal clarity and consistency that a bare SOW does not.
What should a Florida HOA RFP include?: A complete Florida HOA RFP should include: (1) Project overview - association name and type, trade category, brief description; (2) Detailed scope of work - what work is required, existing conditions, phasing; (3) Timeline - site walk date, questions deadline, bid submission deadline, project start and completion windows; (4) Budget parameters - range if disclosed, payment terms, retainage; (5) Insurance and licensing requirements - CGL minimums, Workers' Compensation, bonding, Florida contractor license under F.S. § 489; (6) Vendor qualifications - references, subcontractor disclosure, drug-free workplace; (7) Evaluation criteria - how proposals will be scored; (8) Submission instructions - contact, format, deadline. Including a reservation-of-rights clause (the right to reject any or all proposals) protects the association.
How many bids should a Florida HOA get?: Under F.S. § 718.3026, Florida condominium associations must obtain competitive bids for contracts exceeding the statutory threshold (the greater of $2,500 or 5% of the total annual budget), with limited exceptions for professional services and declared emergencies. The statute does not specify a minimum number of bids - it requires a competitive bidding process. Best practice for both HOAs (Chapter 720) and condominiums is to solicit at least three bids for any significant project. Fewer bids mean less competitive pricing and weaker documentation of the board's fiduciary process.
What insurance should an HOA require from vendors in an RFP?: At minimum: Commercial General Liability (CGL) coverage of at least $1 million per occurrence, with the association named as an additional insured on the vendor's policy; Workers' Compensation coverage as required by Florida law; and, for higher-risk work such as roofing or structural repair, an excess or umbrella policy. Some boards also require professional liability (errors and omissions) for design-build or engineering services and a performance or payment bond for large contracts. The specific minimums should be reviewed with the association's insurance agent and counsel before issuing the RFP.
Can the HOA reject all bids after issuing an RFP?: Yes - and the RFP should say so explicitly. Best practice is to include language in the RFP reserving the association's right to reject any or all proposals, to waive informalities, and to accept the proposal deemed most advantageous to the association. This language is standard in public procurement and protects the board from being bound to award a contract when all proposals are above budget, unsatisfactory, or when the scope of work needs revision. The board should document the reason for rejection in meeting minutes to protect the record of fiduciary process.

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