How RealManage Helps HOA Boards Navigate Complex Capital Projects

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Major capital improvement projects are among the most complex decisions HOA boards make. Whether it’s repainting buildings, replacing asphalt, restoring property after a storm, or renovating community amenities, these projects involve significant investments, multiple contractors, and critical decisions that can affect a community for years to come.

Most HOA board members are volunteers. While they’re committed to serving their communities, construction management, insurance claims, and large-scale restoration projects aren’t part of their day jobs.

To better support communities through every stage of these projects, RealManage recently introduced Community Asset Services (CAS)—a coordinated approach that brings together Construction Services, Insurance Services, claims, and restoration under one organization. Instead of working with separate teams, HOA boards and community association managers now have a single point of coordination to help navigate capital improvement projects, insurance claims, and property restoration.

The Paloma community in Florida is a great example of how Community Asset Services helps HOA boards confidently navigate complex capital improvement projects while protecting their community’s investment.

Getting a Project Back on Track

Paloma, a residential community in Florida, found itself in a difficult position after a large exterior painting project took an unexpected turn.

The community had hired a contractor to complete a major capital improvement painting project, but the relationship deteriorated, ultimately leading to the contractor’s termination and a legal dispute. Although the matter was eventually settled, five residential buildings remained unfinished.

Recognizing the challenges, Community Association Manager Tara Covell connected the board with RealManage’s Community Asset Services team, which engaged its Construction Services experts to evaluate the project and develop a path forward. The board needed an experienced partner who could evaluate the project, develop a clear path forward, and help them make informed decisions every step of the way.

The Board’s Challenge: When Every Bid Told a Different Story

Projects like Paloma’s are more common than many HOA boards realize.

One of the biggest challenges during a capital improvement project is determining whether contractor proposals are truly comparable—or simply different because each contractor interpreted the project differently.

Contractor proposals often vary widely in scope, pricing, warranties, timelines, repair allowances, and materials. Without construction expertise, it can be difficult to identify what’s included, what’s missing, and which proposal delivers the best long-term value.

In Paloma’s case, the board faced several obstacles:

• No clearly defined scope of work.
• No formal bid process.
• Broken communication with the original contractor.
• Proposal prices ranging from approximately $60,000 to $118,000, making it difficult to determine which contractor offered the best overall value.

Selecting the right contractor requires far more than comparing prices. It requires understanding exactly what each proposal includes, what it leaves out, and how those differences could affect the project’s cost, quality, and long-term success.

Bringing Clarity to Complex Decisions

One of the greatest values RealManage’s Community Asset Services brings to communities is access to specialized expertise. In Paloma’s case, that expertise came from the Construction Services team, which helped the board understand what they were actually buying.

Instead of simply collecting proposals, the Construction Services team standardized every bid against the same scope of work, interviewed each contractor to better understand their approach, evaluated staffing plans, project schedules, warranties, and contractor qualifications, and identified the differences that influenced both pricing and project outcomes.

The findings were presented in a comprehensive bid review, along with recommendations that helped the board confidently move into contractor interviews and final negotiations.
“Our goal isn’t simply to help boards compare prices,” said David Hils, Construction Services Manager at RealManage. “We help them understand the scope, identify potential risks, and select the contractor that’s best positioned to deliver a successful project.”

That expertise gave the Paloma board the confidence to move forward.

“Navigating proposals that ranged from $60,750 to $118,000 was incredibly daunting, but David’s clear, organized comparison gave us the clarity we needed to make an informed decision,” said Ali Molavi, a Paloma board member.

Construction Services support didn’t end after the contractor was selected. The team continued working alongside the board throughout construction to help keep the project on schedule, maintain quality standards, and address issues before they became larger problems.

That ongoing support includes:

• Quality control throughout construction.
• Regular project communication and progress updates.
• Invoice reviews to ensure billing aligns with completed work.
• Coordination between contractors, management, and the board.
• Assistance with warranty questions after the project is complete.

Helping Communities Protect, Improve, and Preserve Their Assets

If your community is planning a capital improvement project, evaluating contractor proposals, recovering from property damage, or navigating an insurance claim, Community Asset Services can help you move forward with confidence.

Choose RealManage as your management partner. Request a proposal today.

Frequently Asked Questions

What is Community Asset Services (CAS)?
Community Asset Services (CAS) is RealManage’s coordinated organization that brings together Construction Services, Insurance Services, claims, and restoration under one team. Its mission is to help protect, improve, and preserve the communities we serve by giving HOA boards and community association managers easier access to specialized expertise and coordinated support.

How does Community Asset Services help HOA boards with capital improvement projects?
For capital improvement projects, CAS engages its Construction Services team to develop a clear scope of work, evaluate contractor proposals, compare bids on an apples-to-apples basis, assess qualifications and warranties, and provide project oversight from planning through completion.

When should an HOA contact Community Asset Services?
HOA boards and community association managers should contact CAS when planning a major capital improvement project, evaluating contractor bids, recovering from storm damage, navigating an insurance claim, or restoring community property. Engaging CAS early helps communities make informed decisions and reduce project risk.