Capital projects with a record your board can defend · Hire Tod

A capital project is a year of decisions

Bids that don't line up

Three contractors, three different scopes, and the low bid turns into change orders.

Decisions in the minutes, somewhere

Who approved what, and when, is scattered across emails and meeting notes.

Owners asking questions

A special assessment, and everyone wants to see how the contractor was chosen.

Deadlines that don't move

Milestone repairs have a clock, and the project can't stall between meetings.

The whole project, in the board's own stages

01

The board's stages, start to warranty

Direction, scope, funding, bids, selection, construction, closeout and warranty — the project always shows where it stands.

One project, every stage
Everyone sees where it stands
Warranty tracked after closeout

Roof replacement · Bldg CExample

Board directionAuthorized · May 12 meeting
Budget and fundingApproved · reserve study
Bids4 of 4 in · leveled
Contractor selectionBoard vote
Construction

02

Decisions on the record

A step that needs the board can't move until the decision is written down — who decided, and when.

Who decided, and when
Recorded before the step moves
A history owners can be shown

Decision · budget and fundingExample

Decided: Approve $1.2M, special assessment
By: Board vote, 5–0
When: May 12 noticed meeting

Project moved to RFPRecorded

03

Every bid on the same scope

The engineer's spec, photos and documents go out as one package. Bids come back leveled, line by line.

One package to every bidder
Leveled line by line
Exclusions flagged before you pick

Bids · roof replacementExample

Bidder A: $1,140,000
Bidder B: $1,185,000
Bidder C: $1,060,000 · excludes decking

3 bids, same scopeLeveled

04

Contractors checked before they bid

We read each contractor's license from the state registry and check their insurance before they see the package.

License from the state registry
Insurance checked
Public record read

Pro recordExample

State licenseActive · read from the state registry
InsuranceCertificate checked · general liability
Public recordRead before any job is offered

05

Construction in view

Every job under the project, its schedule and its payments in one place, through closeout.

Jobs, schedule and payments together
Payments against approved work
Closeout and warranty

Construction · Bldg CExample

MobilizationNotices sent
Tear-off · sections 1–3
Payment 2 · $280,000Waiting on approval
Closeout

Book a setup call

What changes

TodayWith Hire Tod

BidsDifferent scopes, hard to compareOne package, leveled bids

Board decisionsIn minutes and emailsRecorded before the step moves

ContractorsTaken on their wordLicenses read from the registry

The projectSpread across the manager, the engineer and the boardOne record everyone sees

We set it up with you

01
A 30-minute call
With the board's point person and your manager.
02
We load the project
The engineer's report, the scope, the budget and the board's stages.
03
Bids go out
One package to checked contractors, bids back leveled.

Questions

Does this replace our engineer?: No. Your engineer's spec is the bid package, and they keep the stamp and the sign-off on payments.
We already have a management company.: Your manager runs the project here, with a record the board can see.
Does it replace our association software?: No. Keep it for accounting and owners. Hire Tod runs the capital project.
How are contractors checked?: We read each contractor's license from the state registry and check their insurance before they see the package.

Capital projects with a record your board can defend.