Getting three bids for a community repaint sounds simple, until you're comparing proposals that use different product specs, scope definitions, and guarantee terms. As an HOA board member or property manager in Indianapolis, understanding what separates a strong painting contractor proposal from a weak one can save your community tens of thousands of dollars and months of headaches.
1. Is the Scope Written in Units. Not Just Vague Descriptions?
The most common trap in painting proposals is vague scope language. Watch out for language like "paint all building exteriors" without specifying: How many buildings? Which surfaces? What's the linear footage of trim?
A strong proposal will specify: number of buildings, surfaces included (siding, trim, shutters, doors, railings, garage doors), surfaces explicitly excluded, and anything that would trigger a change order. If two bids come in at very different prices, check whether they're scoping the same job. Apples to oranges scope is the most common reason bids look wildly different.
2. Are Paint Products Specified by Name and Sheen?
Paint is not paint. There is a meaningful quality difference between a $25/gallon interior latex and a $65/gallon exterior acrylic. A contractor who says "premium paint" without specifying the product name, series, and sheen is leaving you to guess what you're getting.
For exterior commercial repaints in the Midwest, look for:
- Sherwin-Williams Emerald Exterior or Duration, industry standard for HOA work, 10+ year life expectancy under normal conditions
- Satin or Semigloss sheen on trim for washability
- Flat or low luster on siding to reduce heat absorption and UV fade
Every proposal you compare should name the exact product line and sheen. If a contractor won't specify, that's a yellow flag.
3. How Many Coats Are Included, and Where?
Most quality exterior repaints require a full prime coat on bare or previously failing surfaces plus two finish coats. Some contractors bid one coat as standard, which will show lap marks and fail prematurely in high UV areas.
Ask explicitly: "How many coats of primer and finish coat are included for surfaces with peeling or bare wood?" A contractor should acknowledge that bare wood repair may be additional, with a clear per unit cost, not just a blanket "two coats, all surfaces" claim.
4. Is Surface Prep Spelled Out?
Poor surface prep causes more premature paint failures than any other factor. Great paint won't bond to dirty, chalky, or peeling surfaces. A thorough proposal should specify:
- Pressure washing (PSI and whether it's included)
- Scraping and sanding of peeling areas
- Caulking of gaps, seams, and penetrations
- Priming of bare wood, repaired areas, and stain blocks
- Wood repair or replacement scope (what's included, what's extra)
If a bid doesn't mention surface prep at all, assume it isn't happening, or assume you're comparing an incomplete proposal to a thorough one.
5. What Is the Communication Structure During the Project?
For multi building community repaints, communication isn't a nice to have, it's operational. Your residents will ask questions. You need to know which buildings are being painted when and who to call when a resident has a concern.
Ask every contractor: "How will you communicate schedule and progress during the project?" Look for:
- A designated project manager, not "the owner will handle it"
- Scheduled progress updates (weekly or per phase)
- A resident communication plan or template they'll share with you
- A clear escalation contact if issues arise
At Beacon Painting, every community project includes a phase by phase progress schedule and a designated point of contact. We provide a resident notification template you can send before each phase begins, and we document each building's completion with a dated inspection report.
6. What Does the Warranty Actually Cover?
Most painters offer a "1 year warranty", but what does that mean in practice? Read the fine print:
- Does it cover peeling due to substrate failure or only workmanship?
- Does it require the client to report issues within a specific window?
- Is warranty work handled by the same crew or subcontracted out?
- Is touch up paint color matched to the original product?
A strong contractor will offer a written workmanship warranty with clear terms. Be suspicious of broad verbal warranties without documentation.
7. Is the Contractor Insured for Commercial Work?
General residential painting contractors carry different insurance than commercial contractors. For community and HOA work, verify:
- $1M+ General Liability, minimum for multi family work
- Workers' Compensation, covers crew injuries on your property
- The policy covers commercial painting, not just residential
Ask for a Certificate of Insurance naming your HOA or management company as an additional insured. Any reputable contractor will provide this within 24 hours. If they push back or delay, walk away.
8. Do They Have CAI Membership or Multi Family References?
The Community Associations Institute (CAI) is the professional association for HOA and condo community vendors. Membership signals that a contractor has committed to professional standards for community association work. Beyond CAI membership, ask for 2 to 3 references from property managers or HOA boards for similar scale projects, then call them. Ask specifically about communication, timeline adherence, and how punch list items were handled after completion.
The Bottom Line
A complete HOA painting proposal should answer all of these questions without you having to ask. If one proposal is significantly more detailed than the others, that detail isn't overhead, it's a signal about how the project will be managed.
Beacon Painting specializes in full building repaints for HOA communities and multi family properties across Indianapolis, Carmel, Fishers, and Westfield. We're CAI members, fully insured for commercial work, and provide written project schedules, progress reports, and resident communication templates on every community project.
Request a detailed bid for your community, and see what a complete proposal looks like.