Engagement methodology

Six-Stage Engagement Process.

The full six-stage process is documented here: timeline, ownership matrix, deliverables at each stage, and the personnel assigned to your project. Boards and property managers reviewing this page before initiating an RFP make better-informed selection decisions.

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The full process

6 Steps. Every Deliverable Named.

Read the whole thing before you decide whether we're worth a phone call. That's the point.

Day 0

Intake

You submit the quote form: property type (HOA townhome, condominium, apartment), unit count, ZIP code, current roof system if known, and a couple photos if you have them. We auto-pull satellite imagery to get a rough square footage before we ever call you. You get a confirmation email within 5 minutes. No one will call you before you've agreed to a call.

The intake form is intentionally short — 8 fields. If your project is a storm-damage insurance claim, check that box and we'll route your intake to the claims workflow. Residential properties (single-family homes) are not in our scope; that's handled by a separate partner track.

Deliverable: Project file opened, intake confirmation email, rough satellite sq-ft estimate.
Day 0 — Day 1 · ~15 min

Pre-Site Call

A project manager (not a salesperson — a PM on payroll with a project quota, not a sales commission) calls within 4 business hours to confirm scope, ask about your board's decision timeline, and schedule the site walk. This is also where we self-select out.

If the system isn't one we self-perform well, the region is outside our direct crews and partner network, or the scale doesn't fit our current scheduling, we say so on this call — and refer you to someone more suited. A pass with a referral beats a stretched job. You can ask us anything on this call: union affiliation, insurance certificates, references, contract template.

Deliverable: Confirmed site walk date and time — OR — honest pass with a specific referral name.
Day 1 — Day 3

Site Walk

A project manager and a Local 96 Roofers foreman walk the roof together — physically, not via satellite. For a portfolio of 4+ buildings we use drone footage in addition to physical access. We document existing system type, substrate and decking condition, drain locations, perimeter detail, code-required upgrades (ice & water shield, drip edge, ventilation), and existing penetrations.

You're welcome to walk with us — most HOA boards send the property manager or a board facilities chair. We'll send you a calendar invite with arrival window. If we find something the naked eye missed, we'll tell you during the walk, not after you sign.

Deliverable: Photo-documented condition report (PDF) including existing system ID, substrate condition scoring, and code-upgrade checklist.
Day 3 — Day 5

Sealed Bid

You receive a sealed bid PDF with: scope of work line items (no lump sums), material specs and manufacturer warranty terms, labor breakdown at Local 96 union wage scale, equipment and disposal, contingency percentage, exclusions, and the total. No markups hidden in materials.

Also included: a one-page bid-comparison sheet your treasurer can use to compare our bid against other contractors on an apples-to-apples basis — line by line. If you've received another bid and want us to explain any differences, we'll do that on a 15-minute call. If you ask, we'll also send the full contract template before you commit to anything — for your attorney or treasurer to review at their pace.

Deliverable: Sealed bid PDF + board-ready comparison sheet + contract template (on request).
Week 1 — Week 4

Board Decision Window

Our bids are valid for 60 days. We don't chase you. If you want us to attend a board meeting — in person or via video — to present the bid, walk through the scope, and answer questions, we'll do that. No closer in the room. If you go with another contractor, we ask for honest feedback on why.

Most boards take 2-4 weeks from bid receipt to vote. Common board questions we answer at meetings: Can we see your insurance certificate? What's the warranty on labor vs. materials? What happens if the decking is worse than the inspection showed? We price contingency explicitly in the bid; you'll know the number before the board votes.

Deliverable: Board presentation deck (on request) + Q&A support + 60-day bid validity.
Week 4 — Week 12 · varies by scope

Project Execution

Signed contract triggers material order. Your crew start date is locked the day the contract returns — not 'pending scheduling.' The same foreman who walked the roof runs the crew every day. Daily superintendent notes go to the PM. Weekly board progress emails go to whoever the board designates.

On the last day: final walkthrough with the board's designated rep, punch list correction (if any) completed before we leave, warranty registration filed on your behalf, signed lien waivers from all crew and subcontractors, complete project closeout package the board can hand to your management company and auditor. If you're in an insurance claim project, the Xactimate scope, supplement correspondence, and settlement documentation are part of the closeout package.

Deliverable: Completed roof + closeout package (photos, warranties, lien waivers, permit close-out, claim file if applicable).
The people

Who Actually Shows Up to Your Project

Project Manager

Salaried employee, not commissioned. Single point of contact from pre-site call to final walkthrough. Gives you a direct cell number. Attends board meetings when needed.

Local 96 Foreman

Journeyman with the Roofers Local 96 union, 10+ years field experience. Walks the roof on the site inspection. Runs the crew every day. Same person, start to finish.

W-2 Union Crew

All field crew are HOA Roofing Pro W-2 employees — no subcontracted day labor, no labor brokers. OSHA-30 trained, fall-protection certified, union-scale wages.

You've read the process

If It Fits Your Project, Fill Out the Form.

One short intake, 24-hour bid response in MN/SD/ND/WI/IA. No phone calls before you've agreed to one.

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