The Orchards
PUBLIC TRANSPARENCY
1
Identify Need
2
Scope & Budget
3
RFP & Bidding
4
Evaluate Bids
5
Committee Review
6
Board Vote
7
Award & Execute
8
Completion & Audit
Infrastructure Transparency Engine
REQUEST FOR
PROPOSAL
Every infrastructure project over $10,000 goes through this engine. Competitive bids, community visibility, structured evaluation. No more single-vendor decisions behind closed doors. Every homeowner can see every bid.
RFP Modules
📋
ACTIVE
RFP Builder
Define scope, invite contractors, set evaluation criteria and timeline.
📈
READY
Bid Comparison
Side-by-side contractor bids. Scoring, pricing, timeline comparison. Full transparency.
📖
READY
Project History
Every past project — what was bid, who won, what was paid. Full audit trail.
🗳
AFTER BIDS
Community Vote
Homeowner advisory vote on projects over $25,000. Non-binding input for board decision.
🔍
AFTER AWARD
Completion Audit
Post-completion inspection, photo documentation, final cost vs. bid analysis.
📊
ONGOING
Vendor Scorecard
Contractor performance tracking. Quality, timeliness, cost accuracy. Builds institutional knowledge.
📋
RFP Builder
Define the project, invite contractors, set scoring criteria. Everything is visible to all homeowners.
Project Details
Project SAMPLE
Tributary Erosion — Phase 2
Estimated Budget
$240,000
Funding Source
Supplemental Assessment + Reserve
Oversight Committee
Infrastructure Committee
Board Sponsor
TBD — Board Vote Required
Threshold
> $10K — Full RFP Required
Scope of Work
Invited Contractors — Minimum 3 Required
DMS (Incumbent — Completed Phase 1 Rip Rap)
INVITED
Andreas Engineering
PENDING
Open Slot — Competitive Bid Required
+ ADD CONTRACTOR
Bid Structure
📃
Sealed Bid
All bids submitted sealed. Opened simultaneously. Standard for public works.
🔄
Two Round
Technical review first. Shortlist. Then best-and-final pricing.
💬
Negotiated
Board negotiates directly with qualified contractors. For complex projects.
Evaluation Scoring Weights
Total Price
35%
Technical Approach
25%
Past Performance
20%
Timeline / Delivery
20%
Weights are configurable per project. Must total 100%. All scoring visible to homeowners after evaluation.
Project Timeline
RFP Issued
Day 0
Q&A Window
14 Days
Bids Due
30 Days
Board Decision
45 Days
Issue RFP — Open for Competitive Bidding
All invited contractors notified. RFP published to community portal. 30-day bid window. Full transparency.

Community Oversight Policy

Per the Infrastructure Spending Oversight resolution, all projects exceeding $10,000 require:

  • Minimum 3 competitive bids from qualified contractors
  • Published scope and bids visible to all 429 homeowners
  • Infrastructure Committee review and recommendation
  • Board vote at an open meeting with published rationale
  • Post-completion inspection and final cost vs. bid report
Project Flow
1
Need Identified
2004 Court Resolution
2
Scope & Budget
Andreas Report: $240K
3
RFP & Bidding
Competitive bids open
4
Evaluate Bids
Scoring & comparison
5
Committee Review
Infrastructure Committee
6
Board Vote
Open meeting decision
7
Award & Execute
Contract + work begins
8
Completion Audit
Final inspection & report
Transparency Checklist
✓
Scope published to community
✓
Budget estimate disclosed
○
Minimum 3 contractors invited
○
Bids received and posted
○
Committee recommendation
○
Board vote at open meeting
○
Award rationale published
○
Completion audit filed
$127,100 Spent
In 2024-2025, $127,100 was spent on infrastructure projects. Competitive bid documentation has not been located — a formal records request has been submitted. If competitive bidding was not conducted, an estimated 20% savings through open bids would be $25,420.
Every dollar visible.
Every bid public.
Every decision accountable.
This is what community self-governance looks like. No middleman. No hidden vendors. Just transparency.
Powered by Quaigbot
🟢
RFP ISSUED
BIDS ARE OPEN
RFP published to community portal. Contractors notified. 30-day bid window active. Every homeowner can see every submission in real time.