How Condo and HOA Boards Can Compare Construction Bids
To compare construction bids, a condo or HOA board should first confirm that every contractor priced the same work, quantities and conditions. Then compare exclusions, allowances, unit prices, schedule assumptions and completion obligations. The lowest number on the first page is not a useful comparison when the proposals describe different projects.
Use the worksheet below with your owner's representative, design professional and property manager before selecting a contractor. It is designed for an association reviewing a repair or capital project, not as a substitute for engineering judgment, contract review or the board's approval process.
Start with one common bid package
Ask the project team to identify the current drawings, specifications, repair locations and written clarifications that every bidder should use. Record the revision dates. Request written confirmation that each proposal includes those documents rather than assuming everyone worked from the same information.
When one bidder raises a question that changes the common scope, have the project team issue the clarification consistently to participating bidders. Do not rely on different board members giving separate verbal instructions. Keep optional upgrades separate from the required work so a preferred finish or added feature does not distort the base comparison.
A bid-comparison worksheet for the board
Create one column for each contractor and use these seven rows. In every cell, record what the proposal actually says and where the answer appears.
Compare this | Ask every bidder to confirm |
Scope and quantities | Drawing versions, locations, repair quantities, measurements and exclusions. |
Materials and preparation | Specified products, preparation, repair details and proposed substitutions. |
Access and protection | Staging, lifts, barriers, temporary protection, cleanup and restoration of disturbed areas. |
Permits and testing | Who arranges and pays for permits, testing, inspections and any third-party services. |
Price assumptions | Base price, allowances, unit rates, alternates, taxes and proposal expiration. |
Schedule and staffing | Start conditions, duration, crew availability, supervision and resident access restrictions. |
Completion obligations | Punch-list work, warranty documents, maintenance information and final cleanup. |
Use clear labels: included, excluded, allowance, optional, or not stated. A blank answer should mean unresolved, not free. Keep the original proposals attached so the comparison can be traced back to its source.
Keep different types of pricing separate
AIA Contract Documents' A101 instructions distinguish the contract amount, alternates, allowances and unit prices. That is a useful organizing approach, not a claim that your association uses that agreement. Your actual contract determines how each item is handled.
Base bid and alternates
Identify the amount offered for the common required scope. Show optional additions or deductions separately, including their expiration dates and conditions. Avoid comparing one contractor's base price with another contractor's price after adding an optional upgrade.
Allowances
For every allowance, ask what the amount covers and what remains outside it. Does the proposal include installation, delivery, taxes and contractor markups elsewhere? How will the eventual cost be documented and reconciled? Do not compare two allowance amounts as though they promise the same completed work until their assumptions match.
Unit prices
A unit price states a price for a defined unit of work. AIA's unit-price guidance explains the importance of anticipated quantities, actual measurements and the owner-contractor agreement. For comparison, ask the team to apply the same assumed quantities to each bidder's rates, while clearly labeling those quantities as assumptions rather than guaranteed final quantities.
Also ask what is included in each unit rate, how the work is measured, who verifies the measurement and whether quantity limits apply. A low rate is not directly comparable to another rate that includes different preparation or associated work.
Do not turn an exclusion into an invented price
Consider a hypothetical roof-replacement comparison. Contractor A includes a stated quantity of deck replacement. Contractor B provides an allowance for it. Contractor C excludes it. The board cannot resolve that difference by adding a guessed amount to Contractor C's proposal and declaring the bids equivalent.
Instead, ask the design professional to clarify the repair basis and request written pricing or consistent assumptions from the bidders. Keep any unresolved exposure visible. If the project team develops a planning estimate, label it separately from contractor-committed pricing. A comparison worksheet is a decision aid, not an amendment to someone's offer.
Compare how the work will be delivered
Ask who will supervise the work and whether the proposed crew is available for the stated start. Request a sequence that explains which areas remain usable, how access will be coordinated and what must happen before the next phase starts. Include the property manager in discussions about notices, parking, access and temporary closures.
Check references for comparable work in occupied communities. Have the appropriate advisors review contractor qualifications, licensing, insurance and any proposed bonding arrangements. Record unanswered questions instead of treating a polished proposal as proof that these checks are complete.
Five questions before selecting a contractor
Are all bidders pricing the same documents, locations and assumed quantities?
Which required items remain excluded, unpriced or dependent on an allowance?
What could change the price, and how will quantities and additional work be documented?
Are the proposed schedule, supervision and resident-access arrangements supported?
Can the final scope, accepted options and written clarifications be carried into the agreement?
Make the decision package match the agreement
Present the board with the comparison, written clarifications, qualifications review, unresolved items and the reasons supporting the recommendation. Keep technical review, commercial evaluation and authorization separate. Ask association counsel to confirm applicable bidding requirements, governing-document restrictions and the proper approval process.
Before signature, have the responsible project professionals and counsel reconcile the selected proposal with the agreement. Identify accepted alternates, remaining exclusions, the document versions and any negotiated pricing basis. Do not leave important clarifications only in meeting notes or an email that never becomes part of the agreed documents.
How HCMC supports a clearer bid review
Hodge Construction Management & Consulting works as the association's owner's representative and construction advisor. HCMC's scope-development services focus on coordinating requirements with the design team, while budget development keeps anticipated costs connected to the evolving scope.
HCMC helps organize contractor procurement, proposal review and project coordination so the board receives a clearer basis for its decisions. The board retains its decision-making role, design professionals address technical requirements, contractors perform their contracted work, and counsel advises on legal issues.
For the broader planning process, read The Community Association Construction Project Guide. Preparing to compare bids for your community? Contact HCMC to discuss owner's representation and construction oversight.
Prepared for HCMC with AI assistance using its published service information and linked primary references. The example and cover image are illustrative, not a client case study. This is general construction-management information, not project-specific legal or engineering advice.
Comments