Subcontracts: Essential Tips for General Contractors & Subcontractors

Navigating the Complexities of Subcontract Agreements

Drafting and negotiating subcontracts can be a challenging process for both general contractors and subcontractors. General contractors act as the intermediaries between project owners and subcontractors and are ultimately responsible for the quality and timeliness of the work performed. Their subcontracts must reflect and mitigate these risks. Subcontractors, on the other hand, often face limited negotiation power and need to focus on identifying key risk-shifting provisions to protect their interests.

Below are key areas that both contractors and subcontractors should consider when reviewing and negotiating subcontracts.

The Role of the Prime Contract

General Contractors: Managing Flow-Down Clauses

Subcontracts typically include a “flow-down” clause, which requires the subcontractor to adhere to the same responsibilities that the general contractor has to the owner. To prevent conflicts, general contractors should:

• Review the order of precedence clause to understand how discrepancies between the prime contract and subcontract will be resolved.
• Identify critical provisions in the prime contract that should be directly referenced in the subcontract to avoid ambiguity.
• Consider whether certain provisions, such as liquidated damages, should be excluded or adjusted in the subcontract to fairly distribute risk.

Subcontractors: Understanding the Prime Contract’s Influence

If the subcontract incorporates the prime contract by reference, subcontractors should request a copy before finalizing the agreement. Understanding the full scope of contractual obligations ensures subcontractors are not blindsided by unforeseen liabilities.

Contingent Payment Clauses

General Contractors: Structuring Conditional Payment Terms

To protect against nonpayment by the owner, general contractors often include contingent payment clauses such as “pay-when-paid” and “pay-if-paid” provisions:

• Pay-if-paid clauses stipulate that subcontractors are only paid if the general contractor is paid by the owner.
• Pay-when-paid clauses require general contractors to pay subcontractors within a set timeframe, even if the owner has not yet made payment.

Many states enforce these provisions only if they are explicitly stated in the subcontract. General contractors must ensure that contingent payment clauses are carefully crafted to withstand legal scrutiny.

Subcontractors: Identifying Payment Risks

Subcontractors must assess who bears the financial burden if the owner defaults on payment. Key considerations include:

Owner insolvency

‍If the owner goes bankrupt or fails to pay for reasons unrelated to the subcontractor’s work, who absorbs the loss?

Hidden contingent clauses

‍Payment terms may extend beyond progress and final payments—delay and change provisions often include similar clauses.

Negotiation tactics

‍If deletion of “pay-if-paid” clauses isn’t possible, subcontractors should seek a middle ground by modifying risk allocation provisions elsewhere in the contract.

Dispute Resolution: Balancing Risks for Both Parties

General Contractors: Avoiding Conflicting Forums

If a dispute arises, the general contractor must ensure consistency between the prime contract and subcontract’s dispute resolution terms. Conflicting dispute mechanisms—such as arbitration in one agreement and litigation in another—can lead to separate disputes with inconsistent rulings and increased legal costs. To mitigate these risks, general contractors should:

• Establish a dispute resolution provision that allows them to direct the claim to their preferred forum based on the nature of the dispute.
• Ensure subcontractor disputes involving the owner or other parties follow the same process as outlined in the prime contract.
• Protect against cascading claims by subcontractors by clearly defining liability allocation in disputes.

Subcontractors: Ensuring a Viable Claims Process

Subcontractors often have less control over dispute resolution terms, but they should:

• Clarify the claims process to ensure they have a clear path to seek financial recovery from the responsible party (owner, general contractor, or another subcontractor).
• Assess the necessity of pre-dispute resolution steps, such as mediation or meetings between company executives, which may offer room for negotiation.
• Consider pushing for nonbinding dispute resolution methods before escalating to litigation or arbitration.

Additional Considerations for Subcontractors & General Contractors

Scope of Work & Change Orders

Clearly define work responsibilities to prevent scope creep.

Establish formal procedures for submitting and approving change orders.

Insurance & Indemnity Provisions

Ensure that general liability, workers’ compensation, and project-specific coverage align with contract terms.

Negotiate fair indemnification clauses to protect against third-party claims.

Termination & Default Provisions

Specify conditions under which termination is justified and whether termination for convenience is allowed.

Outline procedures for curing default to minimize disruption.

Retainage & Lien Rights

Clarify how much retainage will be withheld and when it will be released.

Verify compliance with lien laws to ensure the ability to file a claim if payment issues arise.

Project Schedule & Delay Provisions

Define delay-related compensation, including liquidated damages and excusable delays.

Ensure that subcontractors are not unfairly penalized for delays caused by other parties.

Final Thoughts: Protecting Your Business in Contract Negotiations

A well-drafted subcontract can be the difference between a successful project and a costly legal battle. General contractors must ensure subcontracts reflect their risks while maintaining fairness for subcontractors. Subcontractors, in turn, must diligently review agreements to identify potential liabilities and payment risks.

By taking proactive steps in contract review, both parties can foster stronger, more sustainable business relationships in an industry where collaboration is essential to success.

Originally reported by Bridge Tower Media Newswires.