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Subcontractor Agreement

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SUBCONTRACTOR AGREEMENT

Revised: July 2006 Builders Insurance Group Page 1

This Agreement, as negotiated herein, is entered into by and between “Subcontractor” and “Contractor.”

For good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, Subcontractor and the Contractor hereby agree as follows:

Article 1. Statement of Work:

From time to time, Subcontractor may provide services to Contractor. In addition to the terms and conditions negotiated by the parties for particular projects, Contractor and Subcontractor hereby agree that the terms and conditions of this Subcontractor Agreement (the “Agreement”) shall apply whenever Subcontractor provides services to Contractor.

Article 2. Insurance:

The Subcontractor, at its own expense, shall obtain and maintain in full force and effect, without interruption during the term of the Agreement, the following minimum levels of insurance:

A. Workers’ Compensation insurance covering the legal liability of the Contractor and its Subcontractors under the applicable workers’ compensation or occupational disease laws for claims for personal injuries and death resulting there from to the Contractor and its Subcontractor’s employees. The Subcontractor shall also obtain a minimum of $500,000 of Employers’ Liability insurance. Certificates of insurance must include a waiver of subrogation in favor of Contractor.

B. Commercial General Liability insurance covering the legal liability (including liability assumed contractually, whether incidental or not) of the Subcontractor who may be engaged in the services, for claims for personal injuries (including death) and property damage resulting there from arising out of the services to be performed by the Subcontractor, in an amount not less than $500,000 for any one occurrence, $1,000,000 general aggregate (subject to a per project general aggregate provision), $1,000,000 Products/Completed Operations aggregate limit. Commercial General Liability insurance shall be obtained and shall include broad form contractual liability coverage, products/completed operations, cross liability, severability of interest and broad form property damage (if required), and Contractor as well as its directors, officers and employees shall be named as an additional insured on such Commercial General Liability policy regarding liability arising out of operations performed under this Agreement. Form CG 20 10 07 04 and CG 20 37 07 04 must be shown on the certificate of insurance or its equivalent.

C. Automobile Liability insurance covering the legal liability (including liability assumed contractually, whether incidental or not) of the Subcontractor who may be engaged in the services, for claims for personal injuries and death resulting there from and for property belonging to other than the Subcontractor caused by highway licensed vehicles of or used by the Subcontractor in an amount not less than: (i) $500,000 for any one person; (ii) $500,000 for bodily injury for any one occurrence; and (iii) $500,000 for property damage for any one occurrence. Automobile Liability insurance shall provide coverage for owned, hired or non-owned automobile or other automotive equipment and Contractor shall be named as an additional insured on such policy.

The Subcontractor’s insurance coverage shall be primary insurance as respects work on this project for Contractor, its directors, officers, and employees. Any insurance or self-insurance maintained by Contractor shall be excess of the Subcontractor’s insurance. The Subcontractor, in its agreements with subcontractors, shall require subcontractors to obtain insurance meeting the minimum limits and incorporating the contractual requirements that are prescribed by this Section. The Subcontractor hereby waives and relinquishes any right of subrogation against Contractor and its agents, representatives, employees, and affiliates they might possess for any policy of insurance provided under this Section or under any State or Federal Workers’ Compensation or Employer’s Liability Act. Subcontractor shall require its insurer to notify Contractor thirty (30) days prior to the effective date of any cancellation or material change in any of the required policies. To the extent that the Subcontractor utilizes deductibles in conjunction with the insurance required by this Agreement, all deductible expenses will be assumed by the Subcontractor. Insurance shall be placed with insurers with a Best rating of not less than A-.

Article 4. Indemnification and Arbitration:

The work performed by the Subcontractor shall be at the risk of the Subcontractor exclusively. Subcontractor hereby indemnifies and holds Contractor, its parent and affiliates and their respective officers, directors, employees and agents, harmless from and against any and all claims, actions, losses, judgments, or expenses, including reasonable attorneys fees, arising from or in any way connected with the work performed, materials furnished, or services provided to Contractor during the term of this Agreement.

Any controversy or claim arising out of or relating to this Agreement, or the breach thereof, shall be settled by binding arbitration and judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. The prevailing party in any arbitration concerning this Agreement shall be entitled to reasonable attorneys' fees.

Article 5. Warranty:

Subcontractor warrants its work for a period of year(s) against all defects in materials or workmanship.

Article 6. Miscellaneous:

Subcontractor is an independent contractor and not an employee of Contractor.

This Agreement shall be in full force and effect from the date of signing unless canceled in writing by either party with thirty (30) days’ written notice. The cancellation of this Agreement shall not negate any term or condition, such as the indemnity or insurance requirements.

This Agreement is governed by the laws of the State of Georgia. Any amendment(s) must be given in writing.

SUBCONTRACTOR

Company:

By:

Title:

Date:

CONTRACTOR

Company:

By:

Title:

Date:

This sample agreement is for informational purposes only and should not be considered legal advice. Builders Insurance accepts no legal responsibility for the correctness or completeness of this material. We recommend that you consult with your legal counsel and agent regarding your individual circumstances.

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What a Subcontractor Agreement Is and When It Applies

A Subcontractor Agreement is a written contract under which a principal contractor delegates specific work to a subcontractor while retaining overall responsibility to the project owner. It defines the scope of services, payment terms, schedule, insurance and indemnity obligations, quality standards, and termination rights. For U.S. projects the agreement also documents compliance requirements such as licensing, payroll tax reporting, and any industry-specific rules. Accurate, signed Subcontractor Agreements allocate risk, set performance expectations, and provide an evidentiary record for dispute resolution and regulatory review.

Why a Clear Subcontractor Agreement Matters

A precise Subcontractor Agreement reduces disputes, clarifies payment and liability, helps enforce schedules, and documents compliance obligations. It protects both contractor and subcontractor by setting expectations, allocating insurance responsibilities, and preserving remedies while creating a durable record for audits or legal challenges.

Why a Clear Subcontractor Agreement Matters

Who Commonly Prepares and Signs These Agreements

Typical users include parties who need written allocation of subcontracted work and risk on U.S. projects.

  • General contractors and prime contractors who delegate portions of a contract and require performance assurances.
  • Independent subcontractors and specialty trades hired to perform discrete scopes under the prime contract.
  • Project managers, procurement officers, and construction administrators who manage compliance and contract documents.

Core Elements to Include in a Professional Subcontractor Agreement

A thorough agreement explicitly assigns work, payment, schedule, and risk allocation to avoid ambiguity on the jobsite and in the office.

Scope of Work

Describe tasks, deliverables, and measurable acceptance criteria. Attach drawings, specifications, and a precise work breakdown to avoid later disputes.

Compensation

Specify price basis (lump sum, unit price, time-and-materials), invoicing cadence, retainage, and remedies for late payment.

Schedule

Include start and completion dates, milestones, notice requirements for delays, and liquidated damages if applicable.

Insurance & Indemnity

State minimum insurance limits, additional insured endorsements, and indemnification scope for third-party claims and subcontractor negligence.

Compliance & Permits

Assign responsibility for permits, licenses, safety programs, payroll taxes, and regulatory filings required under federal, state, or local law.

Termination & Remedies

Spell out termination for cause or convenience, cure periods, suspension rights, and post-termination payment and return-of-materials procedures.

Step-by-Step: Filling and Executing a Subcontractor Agreement

Follow a clear sequence to prepare the document, obtain approvals, and collect legally valid signatures.

  • 01
    Prepare Draft: Assemble scope, exhibits, and insurance requirements.
  • 02
    Review Parties: Confirm legal names, EINs, and signing authority.
  • 03
    Set Payment Terms: Define invoice process and retainage rules.
  • 04
    Execute: Collect signatures, distribute copies, and store records.

Configuring an Online Workflow for This Agreement

Configure the digital workflow to match your operational needs: authentication, templates, and reminders help reduce errors.

Field Configuration
eSignature Provider Choose plan with audit trail and HIPAA BAA if needed
Authentication Use email link, SMS code, or advanced authentication for high-risk signers
Conditional Fields Show insurance fields only when subcontractor self-identifies as employer
Automated Reminders Enable scheduled reminders for unsigned documents and overdue tasks

Where to Send, File, and Route the Executed Agreement

A concise routing plan ensures each stakeholder receives the executed agreement and that records are centralized.

  • Send to Subcontractor: Deliver contract for review and signature
  • Collect Signatures: Capture digital signatures and completion certificate
  • Return to Contractor: Contractor retains fully executed original
  • Project File: Store in project folder and accounting system

Technical Considerations for eSigning and Sharing

Ensure the signing platform supports required file formats, secure authentication, and retention of an audit trail.

  • Supported Formats: PDF, DOCX, and fillable forms
  • Integrations: Sync with Salesforce, NetSuite, or Google Workspace
  • Authentication Options: Email, SMS, or advanced methods

Timeframes and Deadlines to Track in This Agreement

Identify and calendar key deadlines so obligations and approvals occur on schedule and reduce breach risk.

Effective Date:

Agreement start; obligations begin on this date

Payment Milestones:

Dates for progress payments or milestone invoices

Insurance Certificates Due:

Provide before mobilization or first invoice

Notice Periods:

Time required to cure defaults or terminate

Record Retention:

Preserve executed copies per retention policy

Key Project Milestones from Contract to Closeout

A milestone timeline helps coordinate performance, payment, and final acceptance activities across parties.

01

Draft Completion

Prepare and circulate draft for internal review

02

Contract Approval

Obtain legal and financial signoff

03

Mobilization

Subcontractor begins work on scheduled start date

04

Final Acceptance

Owner or contractor accepts completed work

Common Mistakes to Avoid When Preparing a Subcontractor Agreement

  • Vague scope descriptions that rely on oral instructions cause disputes and scope creep on site and in billing.
  • Failing to verify subcontractor licensing and insurance exposes the contractor to regulatory and indemnity gaps.
  • Using inconsistent legal names or missing EINs leads to payment delays and incorrect tax reporting.
  • Leaving payment triggers or retainage calculations undefined creates late-payment disputes and accounting errors.

Potential Legal and Financial Risks from an Incorrect Agreement

1099 Penalties: $60–$330 per form for late or incorrect filings
Backup Withholding: 24% withholding if TIN missing or incorrect
I-9 Violations: $281–$2,789 per paperwork violation
Indemnity Exposure: Uncapped indemnities can create unlimited liability
Insurance Gaps: Missing endorsements may void coverage for claims
Contractual Damages: Liquidated damages or stop-work costs may apply

Comparing eSignature Vendors for Subcontractor Agreements

Vendor selection affects per-user costs, bulk sending, compliance features, and envelope limits; the table below summarizes common plan-level distinctions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies Varies No No

FAQs and Troubleshooting for Common Execution Issues

Answers address signature validity, eSigning specifics, common execution traps, and steps to fix incomplete or incorrect agreements.


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