How defensible is your next capital project?
Find the gaps in how you bid, who approved the change orders, and whether the file would survive an owner challenge — plus the scope, selection, and closeout standards to close them.
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Written for boards running $500K–$5M roof, facade, elevator, and plumbing projects
The problem: capital projects fail in the setup, not the roofing
A $500K–$5M project runs 6–18 months and outlasts at least one officer's term. Vague scope, verbal approvals, and a record trapped in personal inboxes are what turn a routine job into a dispute.
Bids you can't actually compare
Three roofers give you "a number" against different scopes — one excludes flashings, another caps hidden-condition allowances. The low bid is only low because it covers less, and you find out mid-project.
Change orders approved on a phone call
The superintendent hits wet decking and someone says "do what you have to do." The written change order and its price show up weeks later — after the work, and sometimes after the payment.
The record leaves when the president does
The scope, the signed contract, and the vendor history live in one officer's inbox. At turnover — or when an owner or insurer asks what happened — you have fragments, not a file.
What's inside
Practical, implement-today guidance across scope, bidding, contracts, change orders, board turnover, and dispute-ready closeout.
A bid-to-payment lifecycle the whole board can follow
Six steps from scope lock to closeout, with exactly what must exist in the file at each stage so the next board — or the next dispute — never has to reinvent the story.
Scope and selection that produce comparable bids
How to write a scope a stranger could bid, name a committee that recommends while the board still votes, and document why you picked the vendor you did.
A change-order workflow, not a vibe
Written notice, a price or time-and-materials cap, and a board decision before extra work proceeds — plus a running change-order total tracked as a board-level number.
A closeout packet that survives an owner challenge
The warranties, as-builts, change-order log, lien waivers, and final accounting to collect before you release retainage — the file you can hand counsel, an insurer, or a new director.
Make your next capital project defensible
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