Choosing the Right Contractor: What You Need to Know

Hiring a contractor is a bit like getting married after one date…and then inviting them to move in. They’ll be in your building every day for months, sometimes longer. So it’s critical to choose someone you like, trust, and who can actually get the job done.

We generally recommend having your architect help lead the contractor selection process. On most projects, this is a service they offer, and they bring a sharp eye for quality, red flags, and scope gaps. That said, many property owners choose to manage the bidding process themselves, usually to save money or move faster. If that’s you, here are our top tips for doing it well:

If You’re Managing the Bidding Process:

• Start with solid drawings: Make sure your plans are complete and clear. Missing or ambiguous scope leads to confusion, inconsistent pricing, and surprise costs later.

• Give all bidders the same information: If you answer questions during a site walk, send the responses to all the contractors to keep the playing field level.

• Three bids is enough: More than that, and the good contractors will start to walk away - they don’t want to be one of ten.

• Review their license, insurance, and references: You can verify a contractor’s license here: CSLB License Lookup. Don’t assume just because they pulled the permit that everything checks out - we’ve seen contractors “borrow” someone else’s license (!).

• Meet the actual Project Manager: The person who toured the site may not be the one you’ll work with day to day. Make sure you meet the PM and feel good about the relationship.

• Don’t just choose based on price: You’ll be in close contact for a long time. Pick a contractor you feel comfortable working with, not just the one with the lowest number.

• Check the exclusions and allowances: A low bid may be missing critical scope, or may use vague “allowances” that can shift dramatically during the project. You need to know exactly what’s included and what’s not.

• Let your architect review the bids: Some contractors provide a simple lump sum, while others send a 90-page line-item breakdown. Your architect can help you interpret and compare the bids to make sure you’re making an informed choice.

Contractors on the jobsite

If You’re Working in a Tenant-Occupied Building:

Tenant-occupied construction adds another layer of complexity. You’ll want to make sure you choose a contractor who understands how to isolate the work zone from tenant areas, and communicates clearly with tenants and answers their questions in plain terms. They must also follow all safety protocols to the letter, and respect the building’s daily rhythms.

Before you sign, we recommend having an attorney review the contractor’s agreement - especially the sections on payment terms, limitation of liability and dispute resolution procedures.

Hiring a contractor is one of the most important decisions you’ll make in the life of your project. If you’re looking for trusted teams who communicate well, do excellent work, and won’t disappear mid-job, we’ve got a shortlist for you.

Check out our Hand-Picked Contractor List

Brought to you by Property Atlas.