Interview Your Builder

14 Questions for Initial General Contractor Discussions

We believe that builder collaboration is critical to the success of any building we design. The owner, Architect, and builder form a three-legged stool that can only stand when all three work together seamlessly.

When initially interviewing a general contractor, you will want to gather as much information as you can before making your decision about who to work with. A building project often lasts 2-3 years, so the builder’s expertise and experience is important, as is your chemistry with them. In the initial interview, you have an opportunity to discern the contractor’s experience, work ethic and personal demeanor.

Early on, the potential contractor should walk through the early and later design plans with you. We are sensitive to builders who try to re-design or who suggest casual changes in materials and construction at this point in the process because it may indicate a lack of alignment with your vision or an attempt to cut corners that could compromise quality. It’s essential that the contractor respects the integrity of your design and collaborates constructively to bring it to life rather than undermining the planning and creative efforts that have already been invested.

A good start is to let the General Contractor know that you have hired an Architect, will have professional engineering and construction documents (plans), and will use the Architect’s services to manage the construction. Show the builder your plans and drawings to date. Keep in mind that an accurate bid often takes several days to produce. Your dedication to your land and building project will be self-evident.

Take detailed notes using the downloadable PDF at the bottom of this blog post. Note the contractor, date, and then record information in response to each question below. Comparing answers later will help immensely to compare contractors.

1. License + Insurance: Make sure the contractor has the appropriate business and professional licenses and is insured. Ask about specific licensing and insurance coverage. Once you have signed a contract, you should request a copy of the contractor’s “insurance binder” that lists the specific coverage for your project. Save this sheet of paper with the contract and put them in a safe place where you can easily find them.

2. About the Business: Get all the contact information you can. Write down the contractor’s business address, cell phone, telephone, fax, email address, and business license number. Before signing a contract, look up the business at the Better Business Bureau web site. Complaints lodged with the BBB should not necessarily exclude the contractor but may lead you to ask some specific questions and/or write some additional language into a contract. Does the contractor have a business license in the city/county in which you are building?

3. 3. Portfolio + References: Ask the contractor to describe and show you similar projects he/she has worked on. Get two or three recent references and call them. Ask to see photographs of recent projects completed by the contractor, but don’t trust photos the contractor brings as the only source of information. Ask about the details, materials and costs of construction.

4. Experience: Ask if he/she has worked with Architects before, who they were, and how that process went. Ask if he/she has worked in the city or jurisdiction in which you are building and is familiar with the permit, inspection, and construction approval process in that jurisdiction.

5. References: It is especially useful to ask for references for completed projects but also at least one for a current, on-going construction project. A client currently under construction will have an immediate view of the contractor’s work, diligence, care, clean up, personnel, billing, noise and documentation practices.

6. Project Requirements: Make the contractor aware of any individual requirements and issues with your project. Ask if the contractor can work within whatever guidelines you set. Let the contractor know how involved you will be in monitoring the project during construction, choosing and reviewing materials, fixtures, and finishes.

7. Project Management: Who will be working on the job? Will there be a supervisor, superintendent or lead carpenter on site or will it be managed from a different location? Will he/she use a separate project manager as well as a superintendent on site? How will these people be compensated (flat fee, time and materials, percentage of construction cost)? Who will be on the job, how often?

8. Scheduling: How much lead-time does the contractor need to schedule your project once the contract is signed? How long does the contractor anticipate the project taking? Is the contractor willing to agree to a penalty if he/she does not complete the project on time (this is called “liquidated damages”)?

9. Bidding Process: What will be included in the bid? What is specifically excluded? How long will a complete bid process take? What will the final bid form look like?

10. Business: How many projects are completed year? Does the contractor have an office? How long has the contractor been in business? How many employees are there?

11. Communication + Quality Control: How are complaints or differences of opinion during construction typically resolved? Does the contractor have an established punch list (final review of the work and identification of defects or incomplete work) system? Does the contractor warranty their work? What is the warranty?

12. Contracts: What form of contract does the contractor prefer? Architects prefer an AIA (American Institute of Architects) contract because these are carefully written and have long legal standing… and typically better protect the residential homeowner. Is the contractor willing to sign an AIA (Architect-prepared) contract? Most Architects also prefer a “fixed fee” contract. Ask if the contractor is willing to quote a fixed fee for all work and then guarantee it. A time and materials contract or a cost-plus contract will leave you open to additional costs that may significantly exceed your budget.

13. Costs + Terms: Ask about payment and fees. How much money does the contractor require up front? What is the payment schedule? What kind of fees does this contractor charge on each job? What is their standard overhead + profit–supervision fees, management fees, etc.? Are these costs transparent and specifically outlined in his/her bid form?

14. Lender Terms: Finally, Is the builder used to working with lenders? Can the contractor agree to the lender’s terms and the required draw schedule?

In the end, when your potential builders leave and you are talking about their work and qualifications with your spouse or your family, your intuitive feelings about this person or team are critical.

You will have to work with and trust your builder through wonderful days when you see the vision of your house being realized and on dark days when it feels as though all your time and your money has led to a muddy construction site and there is no one there.

Trust but verify your intuition about this person’s faithfulness, honesty, directness, articulateness, knowledge and experience, and most importantly, their ability to listen and respond to your vision.

On Construction Costs

If you are embarking on a new home, you may be surprised how quickly the construction costs add up. By understanding some of the basic, universal costs, you can begin to formulate a realistic project budget that meets your project needs without blowing through your savings.

Construction costs are high in the Seattle area and labor is in demand. We are seeing bids for new residences (with site costs, landscaping, utilities) at $600-$1,000/s.f. and above, not including permitting and professional fees such as architectural, landscaping, structural and civil engineering which typically add between 10-15% to project costs. It is important to remember that our local sales tax may be another 10+% of the construction budget. Construction costs for even a simple project can be higher than many plan for without a close eye on equipment + material selection, a judicious approach to size, scope + design, and great communication with the engineering, design and construction teams.

Reliable guides are seeing 4-6 % inflation on construction costs annually as well (waiting to build a project is likely to increase not reduce construction costs). Local and national policies and government decisions obviously affect costs significantly.

Your professionals (Architects, Engineers, Designers) add to the costs to develop your land. These professional costs should be very transparent. We carefully estimate professional fees on an hourly “pay for what you need” approach based on our scope of services rather than basing our fees on a percentage of the total construction costs. In doing so, we choose not to profit by your choice of materials + equipment, allowing for a greater investment in the overall design of the home or business.

With 30+ years in business, we believe that proactive communication has been key to our success as a firm. Honest conversations about budgets from day one help manage expectations, devote resources where they are needed most, and ensure the result is an investment our clients feel good about.

Contractor Checklist.pdf

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