A multifamily siding RFP should define one identical project for every contractor to bid — the building, the existing conditions, the required scope, the bid format, the timeline, and the evaluation criteria. Its single most important job is to fix the scope so the bids you get back are comparable. When the RFP names a rot-repair allowance, a water-resistive barrier, and flashing as required line items, any bid that quietly drops them stands out the moment you line the proposals up. Leave those items vague and you get three numbers describing three different projects, with the low one almost always the most incomplete.
This page gives boards and managers a section-by-section RFP template tuned for Twin Cities multifamily.
What is an RFP and why use one?
An RFP (request for proposals) is a written document that tells every contractor exactly what you want bid and how to bid it, so their responses can be compared on the same basis. For a six-figure, occupied-building siding project, an RFP replaces a casual “send me a quote” — which produces three documents describing three different projects — with a structured request that produces three comparable proposals. It’s the foundation of a defensible decision.
For boards, the RFP is also a fiduciary tool: it documents that you solicited bids fairly and on equal terms, which matters at the annual meeting and protects against challenges from owners. Community association managers typically draft and run the RFP on the board’s behalf, but the board owns the scope decisions inside it.
Reviewed against public source material from Ben Juncker and Craftsmans Choice, without presenting their contractor credentials as this sites own.
What sections does a siding RFP need?
A siding RFP needs sections covering the property, the existing conditions, the scope of work, the required bid format, the project timeline, contractor qualifications, and the evaluation criteria. Each section removes a specific ambiguity that would otherwise make bids drift apart. The table below is the skeleton:
| Section | What to include |
|---|---|
| Property overview | Address, number of buildings, units, stories, approx. siding area |
| Existing conditions | Current siding material, age, known problems (rot, swelling, leaks, failed stucco, hail) |
| Scope of work | Material(s), tear-off, rot/sheathing allowance, WRB, flashing (incl. kick-out), trim, disposal, access |
| Resident logistics | Occupied-building requirements, access/parking, notice expectations |
| Bid format | The required itemized line items (see below) and alternates for phasing |
| Timeline | RFP issue date, site-visit window, questions deadline, bid due date, target start |
| Qualifications | Licensing, insurance, multifamily experience, references |
| Evaluation criteria | How bids will be scored (scope completeness, price, references, schedule) |
For the material section, point contractors to your chosen option(s) from the choosing siding material pillar.
How do you write the scope of work?
You write the scope of work by listing every component of the job as a required, separately-priced line item — not as a single lump sum. The scope is where comparability is won or lost: if you ask for “remove and replace siding,” you’ll get incomparable lump sums; if you require each component itemized, you get bids you can normalize side by side. Specify the material and profile exactly, and require an allowance for the rot you can’t see until tear-off.
Required scope line items to name in the RFP:
- Material and profile (exact manufacturer, product, color)
- Full tear-off and disposal
- Sheathing/rot-repair allowance (state a unit price and an assumed quantity so bids are comparable)
- Continuous water-resistive barrier (Minnesota requires one layer of No. 15 asphalt felt or an approved equivalent behind the cladding)
- All flashing, explicitly including kick-out flashing — which Minnesota requires to be installed when re-siding existing buildings
- Trim, fascia, soffit, and transitions as applicable
- Access equipment (scaffolding/lifts) and protection
- Resident-communication and access plan
- Permit responsibility and inspection coordination
- Warranty terms (labor and material, stated separately)
- Clearly separated alternates for phased work
This is the same line-item set detailed in what a real siding bid must include.
How should you handle the rot you can’t see?
Handle hidden rot with a stated allowance in the RFP — a defined unit price (e.g., per sheet of sheathing or per linear foot of framing) and an assumed baseline quantity — so every bid prices the unknown the same way. Hidden sheathing and framing damage is nearly universal on aging Twin Cities buildings, especially behind failed stucco or LP/hardboard, and it’s the most common source of mid-project change orders. Pricing it as an allowance upfront converts a surprise into a budgeted, comparable number.
If you leave rot out of the RFP, the lowest bid will simply exclude it, win on price, and then bill it as a change order once the wall is open — when you have no leverage. By contrast, a stated allowance means every contractor shows the same baseline, you can compare their unit prices for overages, and the board can budget a contingency it understands. This single move prevents the classic “low bid that balloons.”
What timeline and evaluation rules should you set?
Set a timeline with a mandatory site-visit window, a deadline for written questions, a firm bid-due date, and a target construction window — and state your evaluation criteria so contractors know it’s not lowest-price-only. A mandatory site visit ensures every contractor actually saw the building’s access and conditions before pricing, which dramatically reduces “I didn’t know about that” change orders. The questions deadline lets you issue one written addendum to all bidders, keeping everyone on the same information.
State evaluation criteria explicitly — for example: scope completeness, total price for the same complete scope, multifamily references, schedule fit, and warranty. Making it clear that the most complete bid wins (not merely the cheapest) signals to good contractors that you’ll actually read their scope, and it gives the board a documented, defensible basis for the award. See comparing siding bids line by line for how to score them.
Frequently asked questions
Q: Who writes the RFP — the board or the manager? Usually the community association manager drafts and runs the RFP, but the board owns the scope decisions inside it (material, allowances, warranty expectations). On self-managed associations or apartment ownerships, the treasurer/owner or a hired consultant drafts it.
Q: Should the RFP specify the siding material? Yes, specify the exact material and profile so every contractor prices the same product. If you want to compare materials, request the same scope priced for two named materials as separate options — don’t leave the material open, which makes bids uncomparable.
Q: How many contractors should I send the RFP to? A common practice is three to five qualified contractors who actually do occupied multifamily work. Pre-screening for that experience matters more than volume — five bids from single-family remodelers are less useful than three from genuine multifamily crews.
Q: How do I price the rot I can’t see yet? Use a stated allowance: a defined unit price and an assumed baseline quantity in the RFP, so every bid prices the unknown identically and overages are billed at a pre-agreed rate. This is the main defense against a low bid that balloons into change orders.
Want a second set of eyes on your RFP before it goes out? A siding bid scope review checks that your scope language will actually produce comparable bids.
Last updated: 2026-06-27. Part of hiring and bidding.