Use a Structured Tender Process for Contractors

Introduction

Hiring contractors without a proper vetting process can be one of the most expensive mistakes a property or HOA board can make. Poorly chosen contractors often cause project delays, substandard work, and unexpected cost overruns. This isn’t just theory—we’ve seen it happen.

In one case, a residential community faced a leaking roof that had caused extensive damage to top-floor units over several years. The initial contractor selection was rushed, leading to work delays and ballooning costs. Owners and board members were frustrated, and the repair project seemed never-ending.

We stepped in and implemented a structured tender process:

1. Due diligence – Every contractor was thoroughly vetted. References were checked, past projects reviewed, and work quality verified.

2. Competitive quotes – Multiple bids were requested and compared to ensure value for money.

3. Clear specifications – Detailed project scope, timelines, and expectations were documented to avoid ambiguity.

4. Close supervision – We worked hand-in-hand with a structural engineer to monitor progress and ensure repairs were completed to standard.

5. This structured approach transformed a chaotic project into a success. The roof was repaired efficiently, internal refurbishments were restored, and the board maintained control over costs and timelines.

For any property or HOA, a well-managed tender process isn’t just a formality—it’s a safeguard for quality, accountability, and financial protection. It prevents surprises, protects residents, and ensures that every project is completed correctly the first time.