The path to selecting a contractor can seem chaotic, but if the destination is mapped clearly, it can be followed with confidence. A trusted builder fulfills the client’s needs in a respectful manner, working to make the project a source of joy rather than anxiety.

The Contractor Selection Checklist

Collins’ contracting success checklist distills research, due diligence, contract preparation and safeguards into a clear process that builds confidence, allowing clients to choose wisely. The end result: a client who can select a contractor without fear or second-guessing, knowing that all bases have been covered.

1. “My Cousin Does Construction” Is Not a Qualification

   Friends, family, colleagues and personal networks are often the most common sources of contractor referrals. However, this is not enough to prove that they will be good contractors.
   Compile a full set of licenses, insurance, bonding and worker certifications. Then weave that data into a confidence profile; appraising reviews, scrutinizing referrals, and considering past projects to corral a shortlist of contractors.
   A) Licenses: Confirm your short list of contractors holds an active license in good standing with the regulating body for your type of project. In Kenya, real contractor should be registered with the National Construction Authority (NCA). This isn’t bureaucratic decoration; it means someone official has actually vetted them.

   B) Insurance: Confirm your short list of contractors holds an active license in good standing with the regulating body for your type of project. Coverage comes in two main forms:

   • WIBA (Work Injury Benefits Act) (general liability insurance) – protects you if a worker becomes injured on-site. You are legally liable for any injuries sustained by workers without the register’s coverage. This is a legal requirement in Kenya, not optional.
   • Public Liability/ Contractors’ All Risk (CAR) insurance – this covers damage to your property, your neighbor’s property, or anyone passing by while work is in progress. This is what protects you from paying out of pocket for someone else’s mistake.

   C) Bonds: Construction bonds are a separate layer of protection from insurance. They guarantee performance, not injury or damage. Only the best contractors will choose to pursue bonding because of the extra overhead involved.

   For residential/individual homeowners, bonds are less commonly demanded than in commercial/government contracts but for larger projects (or if a contractor is asking for a big upfront deposit), asking for a Performance Bond or Advance Payment Guarantee is a smart. If your project falls within this category, demand proof of bond coverage from your short list and contact the issuing surety before proceeding. In Kenya, the common ones are:

   • Performance Bond / Performance Guarantee – issued by a bank or insurance company, guaranteeing the contractor will complete the project according to the contract. If they abandon the job or default, the client can claim against the bond (usually 10% of the contract value) to cover completion costs.
   • Bid Bond / Tender Bond – mostly relevant for larger commercial or government projects, guaranteeing that a bidder who wins a tender will sign the contract and not walk away.
   • Advance Payment Guarantee (APG) – if you pay a deposit or advance upfront, this bond guarantees you get that money back if the contractor fails to deliver corresponding work.
   • Retention Bond – an alternative to the client withholding retention money (usually 5–10% of payments) until defects liability period ends; instead the contractor provides a bond so they get paid in full sooner while still covering the client if defects show up.

2. Ghost Portfolios Are a Red Flag

   Speak with each contractor about the job. Gauge enthusiasm and humility regarding the vision. Enthusiastic, pumped-up eyes and voices convey excitement, imagination and innovation. If something feels off during the first few conversations; vague answers, disappearing acts, or promises that sound suspicious, trust that instinct. Ask around. Someone nearby has almost certainly worked with the contractor you’re considering.
   Additionally, if a contractor’s “portfolio” is three blurry photos he clearly downloaded from the Internet, be worried. Ask to see actual completed projects. Two final questions should narrow the choice: Who appears best-suited for this specific job, and why? Try to maintain common criteria, such as timing and budget in evaluating responses, so reason rather than instinct drives the decision.

3. Get Multiple Quotes (But Don’t Just Chase the Cheapest One)

   Everyone loves a discount, but value always trumps price. Many procurement decisions still treat quotations and bids almost as if they are price lists: the lowest price wins. This is shortsighted; the lowest price is usually not the lowest cost. A quote that’s 40% lower than everyone else’s isn’t a bargain but a preview of the arguments you’ll be having in six months.
   In fact, choosing the lowest bid may be the most expensive option. Tendering has become a systematic and perverse way of ensuring that the worst contractor is selected; the one least likely to have the experience and resources to avoid costly and time-consuming mistakes. They all offer to do the job more cheaply, but it is quite apparent that nobody can get on with it at that price. Designs become debased and therefore cheaper to build, but more costly to maintain.
   Best value can be achieved by collecting multiple quotations or bids for work which is sufficiently well defined and for which the responding contractors have reasonably comparable skills, resources, experience and uptime. Collecting three or four quotations is often enough. Compare not just the total cost, but what’s actually included; materials, labor, timelines and who’s responsible when something goes wrong.

4. Read the Contract

   Insist on a written contract. Neither party’s intent can be guaranteed against the contract; expert review and corrective action are therefore advisable.
   The contract should cover:

   • Scope of work – what exactly is being built, what is to be provided, when and how
   • Payment schedule and price adjustment mechanisms – tied to milestones, not vague timelines. Deliverables must be complete and articulated requirements met.
   • Project duration
   • What happens if there are delays or disputes

5. Pay in Stages, Not Upfront in Full|

   Never pay the full amount upfront. Craft a transparent payment plan clearly linking progress with payment. Structure payments around milestones: foundation, walling, roofing, finishings, factoring in special requirements and approval processes. Comparing payment conduits, maintaining good records and planning for contingencies enhances trust as work unfolds.

6. Ask About Their Team, Not Just Them

   The contractor you meet in the office may be charming, articulate, but he won’t be the one laying your blocks. Ask who’s actually on site day to day i.e. masons, electricians, plumbers. With clearly defined roles and responsibilities, no one is left wondering who is accountable for decision making in critical areas or who bears the risk if things go wrong. It is understood that resolution will be achieved through honest discussion and consensus.

The Bottom Line

Building a home or commercial property is one of the biggest investments you’ll ever make. Constructive collaboration lies at the heart of genuinely successful projects, a truth that applies as much to building processes as to any other human endeavor. To succeed, clients and builders must share a common vision and embody compatible values. Choose a contractor the way you’d choose a life partner. What would you like your chosen partner to prioritize?

Trustworthiness, integrity, promptness, satisfactory work, good working relationships and high-quality projects. The builder must respect the project, the property, the materials, the products, and the people involved, i.e. builders, designers, subcontractors, and ultimately the client and their family.

Looking for a contractor who actually shows up, sends real quotes, and won’t ghost you after the foundation? Sitespar Construction is NCA-registered, fully transparent, and reliable. Get in touch for a free consultation.