And that’s exactly why projects blow up with change orders.
The root issue isn’t always the contractor.
It’s the way the RFP is written.
In my opinion, definition and clarity are strong tools in obtaining good prices and services.
Most RFPs fail in two areas:
The 2 Q’s: Qualify + Quantify
1. Qualify — What is the actual goal?
This is where things break down early.
Too many RFPs focus on the task, not the objective.
Example:
“Re-caulk the building”
But what’s the real goal?
- Stop active leaks?
- Extend lifecycle?
- Improve appearance?
Those are very different outcomes—and they require different approaches.
If the objective isn’t clearly defined, you can complete the work… and still fail the project.
A simple way to pressure-test this:
Invert the problem.
Instead of asking:
“How do we fix this?”
Ask:
“How does this fail even after we complete the work?”
If the building still leaks after caulking, what else could be wrong?
- Failed flashing
- Substrate cracks
- Transition issues
This kind of thinking (popularized by Charlie Munger) exposes what’s missing before the job starts.
One more thing most people overlook:
Let contractors provide input.
Not all of it will be useful—but sometimes it’s the best insight in the entire process.
And it costs you nothing.
“The people closest to the work know the most about the work.”
— W. Edwards Deming
2. Quantify — Define the scope clearly
The tighter the quantities and process, the tighter the bids.
If scope is vague, pricing will be inconsistent.
And that leads to:
- Apples-to-oranges comparisons
- Gaps in coverage
- Change orders later
You can:
- Have a third party define quantities and the standard of what is being performed
or - Require contractors to submit quantities and their process of performing the work with their pricing
Either way—clarity wins.
“A problem well defined is a problem half solved.”
— Charles Kettering
Where projects really get into trouble
It’s usually one of these:
- Scope wasn’t clearly qualified
- Quantities weren’t defined
- Assumptions were made on both sides
And now you’re negotiating mid-project.
“A lack of clarity creates chaos. And chaos is expensive.”
One practical takeaway
Don’t assume the contractor will “do it right.”
Define the standard.
- Spell out prep requirements
- Define acceptable methods
- Require adherence to manufacturer guidelines
As the saying goes:
You don’t get what you expect—you get what you inspect.
Why this matters
This is exactly why I see bids come in 20–30% off.
Not because of bad intent—
but because of missing clarity.
If you’re dealing with this now
I’ve been reviewing a lot of proposals lately and seeing the same patterns over and over.
If you want a second set of eyes, I’m happy to take a look.
Or if you prefer, I built a simple tool that helps structure RFPs and flag gaps in bids.
No cost—just something I wish more owners had.
Check it out at www.leakfixes.com
Jay Sanders