Project recordsand capital planning.
What we take on
The documents that decide how a project is remembered, and the ones nobody on a lean team has the week to build.
01
Project records
The weekly paper trail, finished before the next meeting.
- OAC and owner meeting minutes, in your template
- Action items and open questions carried forward
- Ambiguous figures and owners flagged, never guessed
02
Procurement
From scope to shortlist to a bid you can defend.
- Requests for proposal drawn from the drawings
- Contractor research and qualified shortlists
- Qualification questions for every bidder
03
Portfolio planning
Where the capital goes, across every site you manage.
- Five-year capital renewal schedules
- Condition rating sheets for field teams
- Priority ranking and budget by year and size class
A record you would sign
Send the recording when the meeting ends. The minutes come back the next business day in your template, with every open item carried forward and every uncertain figure marked as exactly that.
- 1.Substitution request received; product data under review by the design team.
- 2.Lead time stated on the call as ten to twelve weeks; to be confirmed in writing.
- 3.Price mentioned verbally, not submitted; recorded as an estimate only.
Where the capital goes
Every location is rated on five components. The ratings become one urgency score, the scores become a ranking, and the ranking becomes a five-year plan with a budget for each year. Change a rating and the whole plan updates. Built for dental and healthcare groups, and for any portfolio with more sites than people to walk them.
| Location | Sq ft | Systems30% | Equipment25% | Appearance20% | Flooring15% | Paint10% | Score |
|---|---|---|---|---|---|---|---|
| 01 Dental clinic | 2,400 | 3.40 | |||||
| 02 Medical office | 5,200 | 2.20 | |||||
| 03 Dental clinic | 4,100 | 3.60 | |||||
| 04 Urgent care | 7,800 | 2.80 | |||||
| 05 Dental clinic | 3,300 | 2.10 | |||||
| 06 Specialty practice | 2,800 | 3.55 | |||||
| 07 Dental clinic | 6,400 | Awaiting | |||||
| 08 Office building | 9,200 | 1.60 | |||||
| 09 Dental clinic | 2,100 | 2.95 | |||||
| 10 Imaging center | 5,600 | 3.10 |
Watch a location get rated, scored, ranked and planned.
What most teams can’t get out of AI
Anyone can paste a transcript into a chatbot. A document you would put your name to — every figure verified, every owner assigned, in a format your clients already trust — is a different discipline, and a rare one.
Every line traced to its source.
Nothing enters a record that was not said, submitted or drawn. Each bullet can be walked back to the moment in the recording or the page in the set.
Ambiguity is flagged, never guessed.
A garbled figure, an unclear owner or a name heard three ways comes back marked as open. A project record is cited in disputes; a confident wrong number is worse than a blank.
Your name on the work. Ours nowhere.
Documents are built in your template, on your letterhead, for you to issue. We never contact your clients, your contractors or your consultants.
Built with AI. Checked as if it weren’t.
Custom tooling does the volume, which is why the turnaround is days rather than weeks. The judgment — what belongs in the record and what does not — is never automated.
Who we work with
The people accountable for a building, whatever the building is.
- Owner’s representatives
- Independent OPM and project leadership firms running several projects at once, with more meetings than hours to write them up.
- Architects in construction administration
- Design teams carrying OAC meetings, RFIs and submittals through construction on top of the next project’s drawings.
- Multi-site operators
- Facilities and real estate leads at dental and healthcare groups, veterinary platforms and retail networks, managing dozens of locations with a small team.
- Public owners
- Towns, school districts and building committees that need a clean, defensible record of every decision on a public project.
How it starts
01
Send one piece of work
A recent meeting, a bid package or a portfolio file. The first one is on us.
02
Judge it against your own
Compare it line for line with what your team would have produced, and how long it would have taken them.
03
Keep it on retainer
Recurring work on a fixed monthly scope. Portfolio engagements are quoted per project.
About
Nicola Kareh — Founder
- Today
- Works alongside an owner’s representative firm in Massachusetts on active public and healthcare projects — meeting records, procurement and portfolio planning.
- Before
- Sell-side and buy-side M&A at 20/20 Capital Advisory Group in New York and Versailles Group Ltd. in Boston, on businesses from $10 to $100 million in EBITDA.
- Education
- Bentley University.
Start a conversation
Tell us about the project or the portfolio. We reply within one business day, and the first meeting record is on us.