SITEWORK · CIVIL AND EARTHWORK · FIXED BY STEP 07

Retention Releases When the Grass Hits Seventy Percent

Your last retention check is stuck behind seed germinating in October, and germination depends on mother nature no matter when the work finished.

WHY IT'S A SITEWORK PROBLEM

Every other trade's retention is gated by its own completion. Yours is gated by biology and a regulator's inspection, on scope that finished a year and a half earlier. Meanwhile the erosion control bond stays posted and the 7-day BMP maintenance obligation keeps running on a job that stopped producing revenue long ago.

WHAT IT COSTS

The size of it

The GC withholds 5 to 10 percent on work you performed 18 to 22 months earlier, and seeding season sets the release date. Bond and BMP maintenance cost keeps accruing the whole time.

OVERHEAD AT $1M–$5M

15%

CFOS target 14% for sitework.

GROSS MARGIN AT $1M–$5M

18%

CFOS target 24% for sitework.

NET PROFIT AT $1M–$5M

CFOS target 10% for sitework.

You're on site in month one of a 12 to 24 month build, and retention releases at final acceptance, which is the widest earn-to-collect span any trade on that job has. Then a second clock stacks on top. The construction stormwater permit can't be terminated until final stabilization, commonly 70 percent of pre-disturbance vegetative density, which is a growing season and not a punch item. Seed in October in a northern climate and the Notice of Termination waits for spring green-up, and the GC won't close the site package or cut the last retention check until that NOT is filed.

WHAT TO DO

Three moves, in order

STEP 01

Track retention receivable by job with the expected stabilization date beside it, so cash forecasting runs off green-up dates and not off percent complete.

STEP 02

Seed inside the growing season when the schedule allows it, and when it doesn't, get temporary stabilization and the winter cost priced as its own line before you accept a fall seeding date.

STEP 03

Make the Notice of Termination a tracked closeout deliverable with one person on your side responsible for it, and bring retention aging to the monthly meeting the same way you bring AR.

THE FIX

Step 07: Monthly cadence

Weekly bookkeeping, cost to complete, and one CEO report, on the same days every month.

CFOS-07 · CHAPTER 7

The monthly close that takes a contractor 5 hours

What this step changes, what it depends on, and how to tell it's installed.

BENCHMARKS

Sitework by revenue band

All 7 bands are published. The CFOS target is beside the figure up to $10M to $25M, and the 4 bands above that are labelled modeled.

ACROSS EVERY TRADE

Profitable on the P&L, out of cash

Your P&L says you made money and your bank account says you didn't. Neither is wrong.

SAME TRADE

What else costs sitework contractors money

SITEWORK · CFOS-06

Your Fastest Billable Work Comes Before the Pipe Gets There

You bill five weeks of mass grading, then watch six weeks of operators and iron wait on a wet well that couldn't be ordered until the shop drawing came back approved.

SITEWORK · CFOS-04

Permit Review Rewrites the Job You Already Signed For

The city holds the grading permit, the engineer is redlining the civil set, and your silt fence has to pass inspection before a blade touches dirt. You signed against the bid set.

SITEWORK · CFOS-02

Haul Miles Are Your Commodity Price, and They Moved

The rock price held all year. The trucking on it didn't, and then the spoil site quit taking dirt halfway through the export.

SITEWORK · CFOS-06

The Job Needs Five Mobilizations and You Priced Two

You graded that pad once and got paid for it once. The steel hauler rutted it, somebody buried spoil in it, and you graded it a second time on your own dime.

SITEWORK · CFOS-02

You Bid in Cubic Yards and Pay in Machine Hours

You hit the yardage, held the schedule, and still lost money, because yards are what you sold and machine hours are what you spent.

SAME MECHANISM, OTHER TRADES

The same mechanism in other trades

CIVIL

Your retainage is waiting on 70 percent grass

You finished grading in month three and utilities in month six, and the last 5 to 10 percent of your contract is locked behind a seed bed that has to hit 70 percent cover.

CONCRETE

Done in June, Retention Releases When the Building Opens

Footings, foundations, and slab-on-grade are the first real dollar volume on the site, so you bill most of your contract early and then wait on a building you left a year and a half ago.

DEMOLITION

Demo Goes First And Gets Its Retention Back Last

You work five weeks and wait twenty months for the money. Your retention rides the prime's substantial completion on a building you left before the foundation went in.

QUESTIONS

What sitework owners ask

When does a site contractor get retainage released after final stabilization?

Your last retention check is stuck behind seed germinating in October, and germination depends on mother nature no matter when the work finished.

What does it cost?

The GC withholds 5 to 10 percent on work you performed 18 to 22 months earlier, and seeding season sets the release date. Bond and BMP maintenance cost keeps accruing the whole time.

What do I do first?

Track retention receivable by job with the expected stabilization date beside it, so cash forecasting runs off green-up dates and not off percent complete.

What are sitework contractors supposed to be making?

Sitework runs 18% gross margin, 15% overhead and 3% net profit before taxes at $1M–$5M. The all-trade average is 7%, so this trade is 4 points below it. The CFOS target is 10%.

Which part of the system fixes it?

The step is number 07, monthly cadence. Weekly bookkeeping, cost to complete, and one CEO report, on the same days every month. It comes from chapter 7 of CONTROL: The Construction Financial Operating System.

OR HAVE IT HANDLED

Everything on this page is something you can install yourself, andCONTROL is the order to do it in. If you would rather buy the finished result, SPM The Construction CFO does this work for sitework contractors as a service. It is a separate firm, Sulphur Prairie Management, LLC, run by the same author.

What a fractional CFO does for sitework contractors

AUTHOR

JOSH LUEBKER

MASTER ELECTRICIAN · 150+ PROJECTS · $2.1B+ MANAGED

Wrote CONTROL, the 8 step system behind these figures. More about the author.