Managing Window & Door Subcontractors

Managing subcontractors on residential building projects is something you are probably very familiar with. And you realize this is something you constantly have to juggle. No matter how well you hire subs and prepare a meticulous schedule, things don’t always go as planned. Change orders, unpredictable weather, and family emergencies can throw even the most detailed schedule off track.

When it comes to window and door installation subcontractors, it is critical that you hire the right team and set your expectations from the beginning. In construction project management, thoughtful communication is key. Window and door installers are responsible for sealing the house to ensure it is weather-tight and secure, so they need to manage project timing to keep everything on track.

Here are 6 tips for effectively managing subcontractors for residential window and door projects.

1. Choose the Right Subcontractor

It is critical to do your homework before hiring a door and window installation subcontractor. This includes asking many questions and checking references. If you haven’t used a particular subcontractor before, you will want to know:

• How many years have they been installing windows and doors
• Can they supply you with references and a portfolio of completed projects
• Will they realistically be able to fit the job into their schedule
• What suppliers do they work with
• Are they licensed and carry construction liability insurance
• Is their credit with suppliers in good standing

Once you have established the basic credentials and experience level of the subcontractor, ask if they have ever worked with the products you or your architect are specifying. For instance, say this is a high-end job, and you are primarily interested in the benefits of Milgard windows and doors. Make sure the sub is familiar with the product's quality, installation requirements, and availability.

After vetting potential window and door installation subcontractors, it is time to request detailed estimates for the cost and project timing. It is a good idea to secure bids from a few subcontractors to keep the quotes competitive and reasonable. When you have all the proposals, you can choose the most qualified window and door subcontractor for the project. This might not necessarily be the one who submitted the lowest bid.

2. Set Clear Expectations

A handshake is not a binding agreement. You definitely want a legally binding, written contractor/subcontractor agreement signed by all parties. This document should clearly define the subcontractor’s responsibilities, bottom-line costs, deliverables, and project schedule. Include an outline of the scope of work and payment terms. Attach any drawings and specifications to the contract so there’s no confusion about the products and their quantities being installed.

It isn’t unusual for a subcontractor to prepare and submit their own contract for a residential project. In fact, it is quite common. It is always a good idea to have either your architect, in-house design and estimating personnel, or attorney review it. Consult with all three if anything stands out as inconsistent with project goals and expectations.

3. Maintain Transparent and Consistent Communication

Open communication between a general contractor and his subcontractors is key to the success of any building project. There are several ways to do this, and you should embrace all of them.

Regularly scheduled jobsite meetings are effective because it brings all parties face-to-face. There is a lot to be said for human interaction and accountability when managing subcontractors for residential window and door projects. However, virtual meetings will get the job done, using platforms such as Zoom and MS Teams. To be clear, not all subcontractors working on residential window installations are technology fluent, so keep an open mind about how best to communicate.

If possible, leverage the usefulness of technology and software. A great way to share information in real time and track progress is to have a central repository for all GCs, subcontractors, and stakeholders to access drawings, photographs, schedule changes, change orders, etc. This is generally a cloud-based platform using Building Information Modeling (BIM) or similar software.

4. Ask for Documentation

Architects are very good at documenting every stage of a construction project for their clients through field reports. These reports include written descriptions or verbal recordings of visual observations of the work in progress. Photographs are taken to let a client know that products have been installed and that work has been completed at various stages of the project. This is handy for the customer and the general contractor to have a record of the work performed, should any issues arise later, even after project completion.

However, not every job requires an architect, especially for a smaller residential project that only requires window and door replacement for remodeling. Often, a GC will request that a subcontractor document their own work via notes, photographs, wage payments made, and invoices settled. This is a good practice for quality control, accountability, and dispute settlements. It is especially useful for all parties in the event of an unforeseen condition, such as hidden structural damage to a door frame that wasn’t detected prior to demolition.

5. Embrace the Efficacy of Project Management Software

It’s hard these days to complete a residential building project without using electronic tools like apps and computer programs. Whether you are generating Excel spreadsheets to keep track of expenditures or using a calendar-based app to generate a construction schedule, computer-aided tools make managing a job much more efficient.

One of the best tools available to contractors is project management software. Construction management software is a game-changer for scheduling and monitoring costs. It has also made it much easier to manage your subcontractors. With this type of program, you are able to keep a database of all the trades associated with a particular project while keeping tabs on how they are progressing with the work. It allows you to know when windows and doors were purchased, when they will be delivered, and exactly when they will be installed.

This is invaluable because window and door installation timing is critical to the building envelope. This is a milestone in every project, allowing the work to transition from primarily structural to addressing the interior as well. Construction generally speeds up at this juncture because you can now have indoor and outdoor crews working simultaneously without concerns about weather-related delays.

6. Maintain a Safe and Clean Work Environment

To truly manage any job site well, it is imperative to keep it safe and clean. When you have a variety of subcontractors on a job, chances are very good that some of them will be messier and less careful than others. It is important to establish ground rules for safety compliance and job site maintenance at the beginning of the project. These rules and guidelines need to be adhered to for preventing injuries.

Standards are the same for all subcontractors, including window and door installers. As GC, you need to have a superintendent or designated personnel to oversee daily cleanup and to schedule regular dumpster pickup and sanitary facility emptying. You are also responsible for OSHA safety compliance.

However, subcontractors often need to be educated on what is expected of them regarding debris removal, safe construction practices, and maintaining proper egress paths. To ensure your job meets these basic requirements, you must meet regularly with your subcontractors to explain what is expected of them regarding job site safety. And you will have to perform periodic safety inspections. Your subcontractors will appreciate your attention to detail when it comes to maintaining a safe, well-maintained site.

In Conclusion

Managing subcontractors for residential window and door projects is similar to managing other trades on most projects. The only difference is that a lot revolves around the timing of installing the windows and doors. Once the structure is complete, enclosing the building envelope with windows and doors provides additional protection, allowing the installation of mechanical systems, insulation, and finishes to begin. It is vital to vet the right subcontractor for the job, communicate clearly throughout the project, and embrace available tools to plan your management strategies for a successful project outcome. Utilize these helpful tips to make the process more cost-effective and productive.

Before your next residential construction project, make sure you select the best professional window and door installation services from a qualified specialty company. Based in Los Angeles, Arcadia Sash and Door Inc. is a family-owned company with extensive experience in all aspects of window and door supply and installation. We provide the best products and workmanship the industry has to offer. Contact us before you begin your next residential project to learn how we can assist.