Step 1: define the project before pricing
Give each bidder the same roof plans or areas, condition report, repair history, specifications, known constraints, alternates, schedule requirements, resident protections, and expected closeout documents. State which unknown conditions should be priced as allowances or unit rates.
Step 2: build the comparison matrix
Tear-off, deck, insulation, drainage, flashing, ventilation, penetrations, accessories.
Named systems, quantities, substitutions, manufacturer requirements.
Price basis, allowances, payment, schedule, change-order rules.
Licensing, insurance, warranties, safety, resident communication, cleanup.
What each bidder did not include and who owns the missing work.
References, sample reports, inspection plan, and closeout package.
Step 3: issue clarifications consistently
When one bidder identifies a material ambiguity, decide whether every bidder needs the same clarification. Record revised assumptions and dates. Do not let private conversations quietly change the scope.
Step 4: evaluate more than the total
Compare completeness, qualifications, execution plan, warranty path, schedule, resident impact, and project controls alongside price. A low number with major exclusions or undefined allowances may not be the lowest project cost.
Minnesota timing: for association activities on or after January 1, 2027, Minnesota's competitive-bidding provision generally requires a minimum of three written competitive bids before covered contracts for property maintenance, construction, repair, or reconstruction services with an estimated cost exceeding $50,000. Review the enacted law and your facts with association counsel.
Step 5: preserve the decision record
Keep the issued scope, invitations, proposals, clarifications, verification documents, evaluation matrix, conflicts review, board materials, and recorded decision together. The file should let a future board understand what was compared and why the decision was made.
Need one scope before three bids?
Hoyt can document current exterior conditions and prepare a clear, reviewable bid for your association's process.
Build a Three-Bid Scope