We expect timely submission of estimates, invoices, change orders, insurance renewals, and compliance documents. Having a team member or dedicated admin days helps maintain smooth workflow and eligibility for larger scopes.
Yes — we use BuilderTrend portal for bidding, project updates, photos, documentation, and communication. This software comes at no cost for the contractor, and we provide free training so your team can use the platform effectively.
Project Managers will send you an estimate or walk-through request. You’ll submit your bid through email or BuilderTrend, following our pricing expectations and including all necessary details to evaluate the proposal. Habitat may get multiple quotes for the same scope of work to promote cost competitiveness.
Habitat understands that change orders for unforeseen conditions can come up during the course of a project. Contractors are expected to document the cost of the proposed change orders and seek written approval from their Habitat Project Manager before moving forward. Verbal approval for change orders can be considered in urgent situations where work needs to move forward to avoid unsafe conditions for the occupants of the home. Habitat Project Managers have sole discretion to decide if a verbal change order approval is warranted in a given situation. Habitat is not required to pay change orders that were not approved before additional work was completed.
Yes — we’re open to your professional opinion, but all changes must be approved by the Project Manager before proceeding and documented on an estimate or change order.
Habitat generally bases pricing on the PHDC pricebook. We expect fair and reasonable rates aligned with project funding and community impact goals. Scope and pricing must be agreed upon before work begins.
We typically do not provide upfront deposits. Subcontractors must be financially prepared to cover material and labor costs until payment is made (net 30 terms). Exceptions may be considered on a case-by-case basis. The maximum deposit available on a case-by-case basis is 50% of material costs. Labor and material cost breakdown must be clearly listed on estimate.
Payments are processed on a net 30 basis after receiving a valid invoice and confirmation of completed work that passes inspection by any relevant L&I inspectors, third-party inspectors, and Habitat for Humanity project manager.
All subcontractors must carry:
Yes — while not all projects require permits, any major structural, plumbing, or electrical work may involve permitting and inspections. Habitat requires our contractors to pull their own permits and/or associate their permits with any existing building permits for a project. If additional administrative time and permit fees are required on your end, you’re welcome to include a line item for that in your estimate.
If work does not meet code compliance or Habitat quality standards, it must be corrected at no additional cost. Your project manager will provide a punch list outlining the required corrections. Repeated or serious quality issues may result in your subcontractor status being placed under accountability review. Payments will not be issued until outlined corrections are completed.
We require a 1-year warranty on all carpentry, masonry, plumbing, HVAC, and electrical work for labor and material. Roofing work requires a 10-year warranty for labor and material.
Work is assigned based on availability, capacity, and past performance. Quality work and clear communication often lead to consistent opportunities through referrals in our project management team.
We do not guarantee any work, but subcontractors who deliver high-quality results and communicate well often receive steady opportunities. Signing an umbrella contract does not guarantee work.
There’s no set quota, but subcontractors who perform well and communicate consistently often complete 2 or more projects per month, depending on scope size and availability.
Yes — if your team has the capacity and administrative availability to handle quality control across multiple crews, you can be assigned several projects at once. Performance, communication, and administrative availability will influence how much work you receive.
Your project manager will provide you with details around your scheduled start date. This may vary based on project urgency and homeowner readiness.
Project timelines vary by scope, but our goal is to complete the full repair within 30 days of issuing your Notice to Proceed. Depending on the size and complexity of your assigned work, your portion of the project may take anywhere from a few days to several weeks. Ultimately, it’s up to you as the contractor to manage your crew’s workflow and complete your scope within a timeline that works for both your team and the Project Manager’s schedule. Proactive planning and communication are key to keeping the project on track.
It depends on your trade. Projects range from roof replacements, plumbing repairs, electrical upgrades, HVAC servicing, to carpentry and masonry repairs. All repairs are aimed toward making homes safe, warm and dry.
Yes — almost all repair projects are in owner-occupied homes.
You will coordinate directly with the homeowner and manage overall scheduling. You are expected to provide clear updates and confirm timing with your Project Manager.
All scope changes must go through your Project Manager. Politely refer the homeowner back to your PM and avoid agreeing to any additional work without approval.
Occasional access issues can occur. Always inform your Project Manager right away so we can reschedule and manage expectations with the homeowner.
Yes — but only after your full scope of work on that project has been completed.
Yes — each project is managed by a Habitat Project Manager who serves as your primary point of contact for scheduling, scope adjustments, and homeowner coordination. They will conduct periodic site visits during construction and perform the final inspection. In some cases, subcontractors may work alongside Habitat’s in-house carpentry staff on shared scopes of work.
Notify your Project Manager as early as possible. We understand delays happen, but clear communication helps us keep homeowners informed and avoid project setbacks.
Yes — on some projects, multiple subcontractors may be scheduled for overlapping or sequential work. We’ll provide clear scheduling, and your Project Manager will help coordinate handoffs between trades.
Your Project Manager will conduct a final inspection and provide sign-off once your scope is completed to code and Habitat standards. You’ll also receive a punch list if any corrections are needed.
In most cases, you’ll be expected to haul away your trade-specific debris and leave the jobsite clean. Details should be outlined in your scope.
It’s not required, but it’s a big plus. Familiarity with city repair program objectives and specs can help streamline coordination with our team.
Yes — we are open to working with union companies as long as they can operate within our nonprofit structure and funding limitations.
MBE/WBE certification is not required. We welcome qualified and mission-aligned businesses.
We serve homeowners in Philadelphia’s most underserved communities, with a focus on safety, accessibility, and long-term housing stability.
Yes — if you know mission-aligned contractors who meet our criteria, we’re always looking to expand our network. You can share referrals with your Project Manager or through our contractor interest form.