Quick Heads-Up — Who Are We Working With?

• Project name and building address (brief)
• Who is the primary day‑to‑day contact we should work with? Options: University Facilities Director, Director of Capital Projects / PM, Development Project Manager, Church Warden / Rector, Municipal Historic Preservation Officer, Owner / Board Representative, External Project Consultant, Other
• Who else will influence or approve decisions on this project? Options: Board of Trustees/Directors, Finance Committee, State Historic Preservation Office (SHPO), Local Preservation Commission, City Building Department / Code Official, General Contractor / Construction Manager, Legal Counsel, Other
• How would you describe the current urgency level for addressing the facade or preservation issue? Options: Immediate public safety risk — must act now, Safety concern but short planning window (weeks), Commission or funding deadline approaching (months), Planning phase — no immediate danger, Exploratory — assessing options
• In one sentence, what is your single biggest worry about this project?

Who's Really Holding the Keys?

• If the decision chain breaks, whose signature or approval actually stops the project? Options: SHPO final sign-off, Preservation Commission COA, Board/Trustee approval, Finance Committee / Funding release, Building Department permit, General Contractor / CM concerns, Other
• Are all identified decision‑makers aligned on the project goals (preserve historic fabric vs. aggressive modernization vs. cost minimization)? Options: Fully aligned, Mostly aligned with minor differences, Significant disagreements exist, Unclear who is aligned / unsure
• Which approval touchpoints must we engage and have they been briefed already? Options: SHPO, Local Preservation Commission, City Building Department, State Historic Tax Credit office, Board of Trustees, Finance Committee, Zoning/Planning Board, None yet, Other
• Which of those touchpoints typically requires an advance workshop or pre‑submission review in your experience? Options: SHPO pre‑submission, Preservation Commission workshop, Board briefing, Finance committee review, City code pre‑meeting, No advance reviews required, Unsure
• How have prior interactions with your SHPO or local commission gone (short approval, multiple rounds, contentious)? Options: Smooth on first submission, Smooth after one round of revisions, Multiple rounds required historically, Contentious or political, No prior history / first time
• If any stakeholder has veto power or a history of objections, who and why? (briefly describe)

When Could This Blow Up — Calendar Edition

• Is there a date on the calendar that makes this project fail if we miss it? Options: Yes — funding cutoff (list date in next Q), Yes — occupancy deadline, Yes — tax credit filing window, Yes — permit/seasonal window, No single hard date, Unsure
• If yes or maybe, what is the most critical deadline and why (briefly give the date or timeframe and consequence)?
• Are there known permit or commission meeting cycles we must hit to keep the timeline intact? Options: Monthly meetings, Bi‑monthly / every other month, Quarterly, Annual / annualized cycles, Ad hoc deadlines tied to funding, Unsure
• What level of schedule slippage does your team tolerate before triggering re‑budgeting or re‑approval? Options: Less than 2 weeks, 2–6 weeks, 6–12 weeks, More than 12 weeks, Any slippage triggers formal review
• If the primary deadline slips, what are the likely consequences for the project or institution?

Are We Assuming Tax Credits Are a Given?

• Is ‘eligible for historic tax credits’ a checkbox you expect us to guarantee or a risk you’re willing to manage? Options: We expect eligibility as a requirement, We accept some risk if it reduces cost, Undecided — need guidance, Not a priority
• Which tax credit programs are you planning to pursue? Options: Federal Historic Tax Credit (HTC), State Historic Tax Credit, Local preservation incentives, Tax credits not being pursued, Unsure / need advice
• Has a Part 1 determination of eligibility already been prepared or approved? Options: Yes — Part 1 approved, Part 1 submitted and pending, Not started, Part 1 declined previously, Unsure
• What documentation do you already have that supports eligibility (select all that apply)? Options: Historic Structure Report, Existing drawings/plans, Photographic survey, Previous materials testing, Earlier Part 1/eligibility study, Construction/conservation records, None
• What would worry you most about the SHPO rejecting Part 2 — missing documentation, unacceptable treatments, or construction non‑conformance?

What's Lurking Behind the Facade?

• How much hidden damage would you tolerate before you consider stopping work or re‑scoping the project? Options: Very little — stop at first sign, Some concealed repairs are acceptable within contingency, We accept moderate surprises up to a threshold, High tolerance — prefer to proceed and address as found, Unsure
• Have you had prior invasive inspections, sampling, or destructive testing on the building? Options: No invasive work done, Non‑destructive testing only (NDT), Limited sampling (small number), Extensive sampling and lab testing, Unsure / records incomplete
• Which failure modes are known or suspected for this property? Options: Loose/failed masonry units, Deteriorated mortar, Terra cotta delamination, Corroded anchors / embedded steel, Spalled or delaminating early concrete, Cast iron facade issues, Water infiltration/roof failures, Structural framing distress, Other
• What contingency percentage of hard construction cost has been set aside for concealed deterioration? Options: 0–2%, 3–5%, 6–10%, 11–20%, Greater than 20%, No contingency / Unsure
• If we discover concealed deterioration during construction, how would you prefer decisions to be made? Options: Immediate stop‑work to assess and redesign, Targeted repairs while continuing other work, Use pre‑approved contingency draws and proceed, Contractor to propose fix within budget, Other — describe in next question
• Describe a past mid‑project surprise (what was found, impact on cost/schedule, and what you wish had been different)

Meetings, Messages, and Who Says It's Done

• If SHPO or the commission requests additional documentation, does your team have an internal escalation plan or will this create chaos? Options: We have a clear escalation plan, We have an informal process that works, It would likely cause scramble / chaos, Unsure
• Who will be authorized to sign off on Part 2 deliverables before submission (select all that apply)? Options: Facilities Director, Project Manager / PM, Preservation Architect, Structural Engineer, Legal / Finance officer, Board representative, Other
• Which communication cadence do you prefer during discovery and Part 2 preparation? Options: Weekly team check‑ins, Biweekly progress updates, Milestone-driven updates, Ad hoc as issues arise, Monthly executive summaries
• Which deliverable formats best move your approvals forward? Options: Annotated drawings and details, Photo diaries with keyed notes, Materials test reports and lab data, Narrative treatment justification (Part 2‑style), In‑person walkthroughs with SHPO/Commission, Sample mockups
• What does ‘project acceptance’ look like to you before construction observation begins? Options: SHPO Part 2 readiness/clearance, Preservation commission COA issued, Permits in hand, Contractor prequalification & schedule, Funding secured / finance approval, Other
• Describe one non‑negotiable requirement your stakeholders will insist on before signing off (e.g., specific material, witness sampling, board approval)

Early Red Flags — What Would Make You Pause?

• What single discovery would make you tell the team to stop work and reassess immediately? Options: Major structural instability / unsafe condition, Discovery that treatments will disqualify tax credits, Unexpected hazardous materials (e.g., asbestos/lead), Hidden historical alterations that block proposed scope, Budget overrun beyond contingency, Other
• Are there political or public safety pressures that could suddenly shift priorities (press coverage, community backlash, key stakeholder opposition)? Options: Yes — high visibility/press, Yes — local political sensitivity, Yes — liability/safety focus, No known pressures, Unsure
• Do procurement rules or contracting constraints affect who can be the contractor (prequalified list, union requirements, public procurement methods)? Options: Prequalified GC required, Union labor required, Public procurement / low‑bid rules, CMAR / construction manager model, No constraints, Other
• What are the top three non‑technical stakeholder worries we should anticipate (select up to three)? Options: Cost overruns, Project delays, Loss of historic character/appearance, SHPO or Commission rejection, Disruption to campus/operations, Public criticism / reputation, Contractor performance
• If we identified a critical structural issue that threatens occupancy, how would you want that communicated and handled (who to notify first, acceptable timeline for fixes, public messaging)?

Before We Touch a Brick: Gather Your Paper Trail

• Which existing drawings, reports, or archival records do you currently have for this building? Options: Original construction drawings, As‑built drawings, Historic photos/archives, Previous conditions assessment, Structural engineering report, Masonry/terra cotta lab testing, Previous SHPO/commission submissions, None of the above
• Who prepared the most recent reports or drawings, and when were they completed?
• Do you have electronic copies (BIM/CAD/PDF) and marked-up field notes/photos available? If so, where are they stored? Options: Central facilities server, Shared cloud drive (Google/OneDrive/Dropbox), Paper files only, Project management system (Procore/CMiC), Not sure / need help locating
• Which document do you trust most to represent current conditions—and why?
• Are there known gaps in the documentation we should flag immediately (e.g., missing elevations, sealed attic access, undocumented repairs)?

What Are We All Choosing to Ignore?

• Which visible issues have become 'normal' on this building that you suspect are worse than they look? Options: Hairline cracks, Loose mortar/pointing, Staining/biological growth, Bulging/parapet displacement, Corroding metal elements, Spalling concrete, Other
• How long have those conditions been present, and what made them feel 'normal' rather than urgent?
• Have you deferred work on any elements because of budget, approvals, or disruption concerns? Which ones and for how long?
• Who on your team or among stakeholders has been most comfortable letting issues age rather than addressing them? What do they typically cite as the reason?
• Do you have periodic monitoring or photographic records we can use to see progression over time? Options: Yes—regular scheduled photos, Yes—ad hoc photos, Monitoring sensors/data, No

If a Facade Element Fell Tomorrow, Who Feels the Pain?

• Which failure would cause the biggest operational, financial, or reputational damage if it occurred? Options: Parapet collapse/public safety, Loss of tax credit eligibility, Major structural failure, Long closure of occupied spaces, Regulatory fines/commission penalties, Other
• Have you experienced any near‑misses, collapses, or emergency repairs in the last decade? Tell us what happened and the outcome.
• How would an emergency facade repair typically be funded and authorized—capital reserve, insurance, emergency procurement, or other? Options: Capital budget, Insurance claim, Contingency/operating funds, Emergency procurement contract, Other
• What is your tolerance for concealed deterioration that could trigger change orders during construction? Options: Very low (cannot exceed X%), Moderate (have contingency), High (prepared for surprises), Undetermined—need guidance
• If we identified a high‑risk area, how quickly could you mobilize to mitigate immediate hazards? Options: Within 24 hours, Within 3–7 days, Within a few weeks, Longer / requires approvals

Where Patchwork Masks the Real Problem

• What repairs or maintenance do you suspect were done as 'quick fixes' rather than long‑term solutions? Options: Repointing without substrate repair, Surface patching/skim coats, Paint/caulking over active leaks, Replacement of original materials with modern substitutes, Temporary shoring
• Do you have records or warranties from contractors who performed previous repairs? If yes, please list the contractor and year.
• Were any modern materials or replacement systems used that might be incompatible with historic fabric (e.g., Portland cement mortar on historic lime masonry)? Options: Yes—documented, Suspect but undocumented, No
• How did previous changes get approved—internal signoff, preservation commission, or informal agreement? Options: Internal facilities signoff, Commission/SHPO approval, Contractor decision, No formal approval
• On a scale from 1–5, how confident are you that past repairs were durable and appropriately documented? Options: 1 — Not confident, 2, 3, 4, 5 — Very confident

If We Could Inspect Only One Zone, Which Would Save Us Most Headaches?

• Which zones or elevations would you prioritize for first inspection if budget and access were limited? Options: Street‑facing facades, Parapets/roofline, Basement/groundwater‑exposed walls, Balconies/entrances, Mechanical penetrations/rooftop equipment, Other
• What criteria would you use to prioritize (public safety, historic value, construction schedule, cost risk, permit windows)? Rank your top three. Options: Public safety, Historic significance, Risk of concealed deterioration, Proximity to occupied spaces, Permit/seasonal windows, Budget impact
• Are there seasonal or academic calendar constraints that make inspecting certain areas impossible at times? Options: Yes—summer only, Yes—winter restricted, Yes—during academic breaks only, No major constraints, Unsure
• How much of the facade can be accessed from ground level vs. scaffold vs. rope access vs. interior access? Options: Mostly ground level, Requires scaffold, Needs limited rope access, Interior access only, Combination
• Would you prefer a rapid triage inspection to quickly identify hotspots or a slower, systematic survey that covers everything comprehensively? Options: Rapid triage, Comprehensive survey, Both in phases

What Do You Think Is Lurking Behind the Surface?

• Which failure modes do you believe are most likely in this building (pick all that apply)? Options: Mortar joint failure, Anchorage failure (lintels/anchors), Freeze‑thaw spalling, Corroded embedded metals, Delaminated terra cotta, Alkali‑silica reaction/early concrete issues, Other
• Have non‑destructive tests or invasive samples been taken before (e.g., core samples, petrographic testing, half‑cell corrosion tests)? List types and dates.
• Would you authorize limited exploratory openings (test pits, sample removals) to confirm hidden conditions, knowing they may require repair scope changes? Options: Yes—authorized, Yes—requires approval, No—prefer non‑destructive only, Unsure—need guidance
• Which laboratory or consultant relationships do you already have for materials testing? Options: In‑house lab, Prequalified external lab, No existing lab relationship, Use contractor's lab
• How would you prefer we present uncertain or probabilistic findings—ranges of likely deterioration, worst‑case scenarios, or a prioritized risk register? Options: Risk register with priorities, Ranges/likelihood estimates, Worst‑case scenarios highlighted, Combination

Can Our Evidence Survive SHPO's Squeeze?

• What documentation has your team previously submitted to SHPO or the preservation commission, and what was their feedback? Options: Part 1/Part 2 submitted previously, Informal consultations only, No prior submissions, Not sure
• Are there known SHPO concerns (material substitutions, previous non‑compliant repairs, incomplete historic research) that could affect acceptance of a Part 2 packet? Options: Yes—documented concerns, Suspected but not documented, No known concerns
• Would you like our team to coordinate sample documentation and chain‑of‑custody for laboratory tests to ensure SHPO‑grade evidence? Options: Yes—strongly prefer, Possibly—depending on cost, No—we will handle
• How important is first‑submission SHPO approval to your project schedule and financing? Options: Critical—cannot afford revisions, Important but manageable, Preferable but not essential, Not a driver
• Who will ultimately sign off on the Part 2 packet from your side (project manager, facilities director, legal, preservation officer)?

Can We Physically Get To It Without Stopping Campus Life?

• What access constraints should we know about (student events, worship services, business hours, roadway closures)?
• Are there utilities, hazardous materials, or secured zones that will require permits, escorts, or specialized contractors for inspection? Options: Asbestos/lead present, High voltage/utility proximity, Secured research areas, No special hazards, Unsure—need survey
• Do you have preferred contractors, scaffold providers, or campus safety protocols we must follow? Options: Yes—list provided, Yes—must use prequalified vendors, No preference, Unsure
• What are your preferred windows for hands‑on inspection work (dates or academic periods)? Options: Immediate/within 2 weeks, Within a month, During summer break, During winter break, Other—please specify
• Who on your facilities or campus operations team will be our day‑to‑day contact for scheduling access and safety coordination?

Quick Snapshot: Where This Project Stands Right Now

• In one sentence, how would you describe the building, the immediate problem, and the current stage of work?
• Which single phrase best captures the trigger that started this effort? Options: Failing façade / public safety risk, Preservation commission/COA required, Adaptive-reuse conversion, Code upgrade forcing design changes, Other
• What type of property and era best describes this building? Options: University / academic (19th–early 20th c.), Municipal / civic, Religious / church, Industrial / warehouse, Mid‑century modern, Mixed‑use / other
• Who is the primary decision-maker responsible for approvals and budget sign‑off? Options: Director of Capital Projects, Facilities Director, Project Manager / Developer, Board / Trustees, Other
• Roughly where are you in the timeline to construction mobilization? Options: < 3 months, 3–6 months, 6–12 months, 12–24 months, Undecided / planning phase
• What is the current stance on federal historic tax credits for this project? Options: Applying / Part 2 required, Tax credit eligibility already confirmed, Not pursuing tax credits, Unsure / need guidance

Are We Betting the Budget on What’s Hidden?

• How confident are you that unseen deterioration won’t become a six‑figure surprise during construction? Options: Very confident, Somewhat confident, Wary / low confidence, We expect surprises
• What visible signs or past reports point toward concealed failures (e.g., bulging, staining, frequent patching)? Tell a brief story or example.
• Which building components do you suspect most often hide serious issues? Options: Parapets and cornices, Anchored terra cotta / glazed units, Stone lintels and sills, Balconies and metal connections, Early reinforced concrete or pre‑cast, Unknown / need inspection
• Has exploratory work (core samples, openings, nondestructive testing) been performed? If so, what was the most important finding? Options: No exploratory work yet, Non‑destructive testing only, Limited exploratory openings, Comprehensive invasive testing with reports
• What contingency amount or percentage of construction cost have you set aside for concealed deterioration? Options: None / zero, < 5% of construction, 5–15% of construction, 15–30% of construction, Unsure
• When unexpected conditions have appeared on past projects, describe the most painful consequence (time, cost, reputational impact).

Who Must Sign Off — And What Happens If They Don’t?

• If SHPO or the preservation commission pushes back on Part 2 changes, what is the real downside for your program?
• Which approvals are required before construction mobilizes on your site? Options: SHPO Part 2 / concurrence, Local historic preservation commission COA, Building permits, Fire / life‑safety sign‑offs, Funding agency approvals, Other
• Who are your named points of contact at SHPO and at the local commission, and how quickly do they typically respond?
• What are the non‑negotiable acceptance criteria required for SHPO Part 2 in your view (for example: retention of original fabric, reversible repairs, matching materials)?
• How have prior Part 2 submissions performed—approved first pass, required edits, or repeatedly revised? Options: Approved on first submission, Usually approved after minor edits, Often require substantive revisions, Frequently rejected
• If an approval is delayed, which commitments are at immediate risk (funding, tenant move‑in, seasonal work windows)?

Can We Actually Get in There When We Need To?

• If an access window slips by a single season, how much of the project is at risk and why? Options: Minimal impact, Moderate schedule and cost impact, Major delay and cost implications, Project cannot proceed that season
• Describe the site access constraints we’ll need to design around (occupied spaces, campus security, limited sidewalk work, noise curfews).
• Which access permissions or controls are already arranged? Options: 24/7 site access, Daytime access only, Campus escort required, Security clearance for crews, No access permissions yet
• Are there critical work windows driven by academic terms, services, or tenant leases that we must respect? Options: Yes — academic calendar constraints, Yes — religious / seasonal services, Yes — tenant lease windows, No rigid windows, Unsure
• What staging, scaffold, or protection limitations must our contractors follow for aesthetic or public‑safety reasons?
• Who coordinates keys, escorts, and site orientations on your side? Options: Facilities Director, Project Manager, Campus Security, External Property Manager, Other

Are Your Contractors Ready for the Unexpected?

• Would you hire the same contractor for delicate historic façade repair as you would for a routine interior remodel? Options: Yes — same contractor, Prefer a specialist preservation contractor, Not sure / need our recommendation
• Which contractor qualifications must be present before work starts? Options: Documented historic preservation experience, Experience with SHPO projects / Part 2, Licensed & bonded, Trade‑specific certifications (masonry, terra cotta), Lead / asbestos abatement certification
• Do you already have a preferred GC or subcontractors with proven tax‑credit construction observation experience? Options: Yes — GC with preservation portfolio, Yes — GC but limited preservation work, No preferred GC yet, Selecting via RFP
• Would you accept substitutions proposed by contractors for historic materials or methods without prior SHPO review? Options: No — require pre‑approval, Only with documented equivalency and lab data, Allow provisional use with later approval
• Can your contractors provide references for jobs that preserved tax‑credit eligibility through construction observation? Options: Yes — multiple references, Yes — one or two, No, Unsure
• How do you prefer on‑site substitution requests to be handled to protect historic integrity? Options: Stop‑work pending approval, Allow with photo/documentation and later sign‑off, GC may implement with pre‑approved alternatives, Other

If We Test Today, What Do We Hope To Learn?

• What single forensic outcome from testing would make you comfortable authorizing construction to proceed?
• Which testing methods are you comfortable authorizing now (pick all that apply)? Options: Visual condition survey, Core sampling / destructive openings, Borescope probes, Material lab analysis (mortar, stone, concrete), Non‑destructive testing (ultrasound, IR), Structural monitoring / instrumentation
• How quickly must test results land to keep bidding and permit timelines on track? Options: Within 48–72 hours, 1–2 weeks, 2–4 weeks, Longer than a month, Unsure
• Which lab standards or certifications matter to you for materials testing? Options: ASTM / AASHTO compliant labs, SHPO‑recognized lab, University / research lab, Fast turnaround (48–72 hrs), No strict preference
• If testing shows scope increases, who on your side has authority to approve added work and budget? Options: Facilities Director, Project Manager, Steering committee / Board, Funding agency, Pre‑approved contingency
• Would you be open to phased testing that allows low‑risk work to start while higher‑risk areas remain under investigation? Options: Yes — phased approach, Prefer complete testing before any mobilization, Depends on area and risk, Unsure

What Would 'Safe to Start' Look Like to You?

• If we told you today that the site was 'safe to start,' what documentation or assurances would you expect to see before crews mobilize?
• Which of these deliverables are absolutely required before mobilization? Options: SHPO Part 2 concurrence / approval, Contractor pre‑qualification records, Testing reports for critical zones, Construction observation plan and schedule, Insurance and bonds, All of the above
• What cost or schedule thresholds would trigger immediate stop‑work or re‑evaluation? Options: Cost overrun > 5%, Cost overrun > 10%, Schedule slip > 30 days, Discovery of structural hazard, Other
• Do you prefer financial holdbacks tied to SHPO or milestone sign‑offs, phased payments, or another structure? Options: Holdbacks tied to SHPO sign‑offs, Phased payments by milestone, Lump sum after completion, Combination of the above
• How should concealed deterioration discoveries be documented and communicated on day one (format and cadence)? Options: Immediate RFI with photos and samples, Daily observation log + weekly summary, Real‑time dashboard alerts for critical issues, Change order with three‑party sign‑off
• Who must be on the rapid‑decision team for on‑site surprises (list names / roles)?

Let's Lock the Practicals — Permits, Insurance, and Timelines

• If a critical permit window closes unexpectedly, do we have an alternate route to keep the project viable (accelerated inspections, phased work, temporary protections)?
• Which permits or approvals are outstanding or at risk right now? Options: Building permit, Historic commission COA / permit, Sidewalk / street use permit, Utility shut‑down permits, Environmental / hazardous materials permits, None / unknown
• What insurance, bonding or indemnity thresholds must the contractor meet to work on this site? Options: General liability minimum, Professional liability, Performance bond, Pollution / environmental coverage, Workers' compensation
• Are there seasonal or weather constraints that materially affect when exterior work can occur? Options: Yes — winter restrictions, Yes — spring/fall preferred, No seasonal constraints, Unsure
• What is your target date for SHPO Part 2 submission and for pulling construction permits?
• Who in the municipality or on campus should we proactively coordinate with to reduce permit delays (names/roles)?

Next Steps: Who Does What, When?

• What typically happens when roles are left vague on projects like this—who usually ends up firefighting the critical next step?
• Which of the following milestones would you like our firm to own and drive to completion? Options: Testing plan and execution, Part 2 packet assembly & submission, Contractor pre‑qualification, Permit coordination, Construction observation schedule, All of the above
• When would you like to schedule a pre‑deployment kickoff and site walk? Options: Within 1 week, 1–2 weeks, 2–4 weeks, 1–2 months, Later / TBD
• How do you prefer to receive ongoing risk updates during deployment? Options: Weekly written report, Real‑time dashboard, Phone/text alerts for critical issues, Biweekly progress meetings
• Are there any non‑negotiable constraints, hidden priorities, or political sensitivities we haven’t discussed that would materially change our approach?
• Would you like us to prepare a concise pre‑deployment checklist that maps responsibilities, permits, testing windows, and contingency steps? Options: Yes — please prepare, Maybe — send a draft first, No — we have internal checklist

Tell Me About Your Building — Start Simple

• Which of these best describes the property we're talking about? Options: University building (academic/administrative), Municipal/civic building, Church or religious property, Adaptive-reuse development (residential/commercial), Historic commercial/warehouse, Other
• Who owns the building and who is the primary decision-maker for capital projects? Options: Institution-owned (e.g., university), Private owner/developer, Religious organization, Municipality, Conservancy/land trust, Other
• What urgent trigger brought this project forward? Options: Failing façade / public safety risk, Preservation commission / certificate of appropriateness required, Planned adaptive reuse or conversion, Code or accessibility upgrade requirement, Insurance or liability concern, Other
• How would you describe your team's familiarity with the federal historic tax credit process? Options: Experienced — multiple projects completed, Some experience — 1 project, Aware but limited hands‑on experience, New to the process
• Please list any immediate constraints we should know—budget band, hard deadlines, or permit windows.

Are We Underestimating the Hidden Risk?

• If the masonry, terra cotta, or early concrete behind the surface is worse than it looks, could you keep the project on budget and schedule? Options: Yes — we have ample contingency, Maybe — depends on severity, No — it would derail budget/timeline, Unsure
• Which visible issues have you already noticed on the façade (select all that apply)? Options: Loose or missing masonry units, Cracked or spalled terra cotta, Bulging façades or out-of-plane movement, Water stains / efflorescence, Corroding anchors or embedded metals, Mortar loss / joint deterioration, Other
• When were the last detailed inspections or materials tests performed, and what were the key findings?
• Have you experienced concealed deterioration before that produced significant change orders? If yes, what was the scale and impact? Options: Yes — >$500k impact, Yes — $100k–$500k, Yes — <$100k, No — not experienced
• How disruptive—emotionally or operationally—would a mid‑construction redesign feel for your organization?
• Who on your team currently owns risk decisions about hidden conditions (name/role)?

Who Actually Signs Off When Things Get Difficult?

• What if the person with final sign‑off isn't available—how would that realistically slow or stop the project? Options: We'd pause work until they're available, We'd delegate authority to a single approver, Proceed with documented approval afterwards, Unknown / varies by situation
• Which internal and external stakeholders must approve treatments or the Part 2 submission (select all that apply)? Options: Facilities Director, Project Manager, Board/Trustees, Historic Preservation Commission/Local Commission, SHPO reviewer, Finance/Grants Officer, Contractor/Construction Manager, Consulting legal counsel, Other
• Have you worked directly with your SHPO on Part 2 submissions for this property or similar properties before? Options: Yes — same SHPO reviewer repeatedly, Yes — different projects / different reviewers, No — first time working with SHPO
• What tend to be the hardest touchpoints with commissions or SHPOs in your past projects (timing, materials, documentation, political pressure)?
• If SHPO requests a change that alters materials or methods, who decides whether to accept it or to contest it? Options: Facilities leadership / owner, Project owner / developer, Preservation architect / consultant, Legal / finance, Board / committee, Other
• How quickly can your approvals group typically respond to a SHPO request during construction? Options: Same day, 1–3 days, 4–10 days, 2+ weeks, Unknown

What Does 'Eligible for Tax Credit' Mean to You?

• If a faster, cheaper repair threatened tax credit eligibility, would you still choose it? Options: No — preserving tax credit is essential, Maybe — depends on savings versus credit value, Yes — speed/appearance prioritized, Unsure
• Have you applied for federal historic tax credits before, and did your Part 2 receive approval on first submission? Options: Yes — first submission approved, Yes — required revisions before approval, No — not previously applied, Other
• Approximately what percentage of the project's financial viability depends on receiving the tax credit? Options: >50%, 25–50%, 10–25%, <10%, Not sure
• Which SHPO or commission concerns would lead you to accept reduced credit or longer schedules rather than push for full eligibility?
• What budget contingency do you have allocated specifically to address concealed deterioration if it emerges? Options: >15% of budget, 10–15% of budget, 5–10% of budget, <5% of budget, No contingency identified, Unsure

When Surprises Show Up, Who Pays and How Do You Decide?

• If a six‑figure unexpected repair is discovered mid‑project, who signs the change order and where does the money come from? Options: Owner / owner's contingency, Project contingency, Contractor absorbs, Insurance claim, Other
• What is your internal approval threshold for change orders without board or executive sign‑off? Options: <$10k, $10k–$50k, $50k–$250k, >$250k, All changes require board/committee review
• Do you have a documented prioritization of preservation outcomes that guides tradeoffs when costs rise? Options: Yes — ranked preservation priorities exist, Partially — guidelines but not ranked, No — decisions made case‑by‑case
• Describe any past experience where contractor substitutions or material changes undermined the historic treatment or tax credit eligibility.
• How comfortable are you with phased sampling and testing that may temporarily pause work to confirm appropriate methods? Options: Very comfortable, Somewhat comfortable, Reluctant, Not comfortable, Unsure
• Would you accept provisional, documented measures (temporary scaffolding repairs, stabilization) while waiting for final SHPO sign‑off? Options: Yes — with strict documentation, Maybe — depends on measure, No — require final approval first

How Would Success Feel at Close‑Out?

• If SHPO signs off but occupants or the public still view the building as unsafe or unfinished, would you consider the project a success? Options: No — public perception matters equally, Yes — regulatory success is primary, Partly — we need both to feel successful
• Which outcomes would make this project a clear success for you (select up to 3)? Options: SHPO Part 2 approval, Federal tax credit certification, Resolved public safety hazards, On-budget completion, Minimal irreversible change to historic fabric, Positive community response, Long-term maintenance plan in place
• What specific documentation do you require at close‑out to feel protected for tax credit certification? Options: As-built drawings and annotations, Materials test reports and lab data, Photographic records before/during/after, SHPO correspondence and approvals log, Contractor certificates and mock‑ups, Other
• How long would you want our team available post‑close to help with any SHPO follow‑up or questions? Options: None, 3–6 months, 6–12 months, 1–3 years, Ongoing retainer
• What are the top three lessons you hope to avoid learning the hard way on this project?
• Who should receive the final documentation and tax credit package internally (select all that apply)? Options: Facilities director, Finance / grants office, Historic preservation officer, Board / Trustees, Project manager, Other

If We Move Forward, What Needs to Be Different?

• What existing habits or processes would you be willing to change to reduce tax credit risk and surprise costs? Options: Change how we select contractors, Increase early testing and mock‑ups, Tighten substitution controls in contracts, Raise contingency levels, Streamline decision escalation, Other
• What cadence and format of updates would keep your stakeholders comfortable and informed (select all that apply)? Options: Weekly written reports, Weekly site photos, Biweekly project meetings, Monthly executive summaries, Real‑time issue tracker / dashboard, Ad‑hoc as needed
• Which contractor qualifications are absolute musts for work on this landmark building (select all that apply)? Options: Historic preservation experience, Specific masonry/terra cotta expertise, Past SHPO project references, Required bonding and insurance levels, Trade‑specific conservator, Other
• Would you accept a phased scope where we test and confirm a representative section before committing to full treatment? Options: Yes — phased preferred, Maybe — case‑by‑case, No — want full scope defined up front
• When discoveries change schedule, do you prefer we pause affected areas and continue elsewhere, or pause the entire project until resolved? Options: Pause affected area, continue elsewhere, Pause entire project until resolved, Maintain schedule regardless, Decide case‑by‑case
• What checks or contract language would make you confident substitutions won't be made without approval?

Practical Details — Docs, Access, and Next Steps

• What's one practical barrier that could stop this project from starting next month? Options: No drawings or historic reports available, Access restrictions to the site, Permit window closed, Funding not fully secured, Stakeholder approvals pending, Other
• Which of the following documents can you provide immediately (select all that apply)? Options: As‑built drawings, Historic Structure Report, Previous inspection reports, Structural reports, Original construction drawings, Photographs, None available
• Do you have existing contract language that addresses preservation standards, substitution controls, or change‑order authority we should review? Options: Yes — clear language present, Partial / ambiguous language, No — nothing in current contracts
• What are the preferred on‑site access windows for inspections, sampling, and mock‑ups? Options: Immediate / anytime, Weekdays 8am–5pm, After hours / weekends, Limited access / need escorts, Other
• Who should we contact to schedule site visits and what is the best communication channel (name, role, phone/email)?
• If we propose a phased assessment plan today, how quickly could you authorize scope and fees to begin? Options: Immediately, Within 1–2 weeks, Within 1 month, 2+ months, Unsure