Contractor Performance & Site Management Policy
Aging In The Comfort Of Home® Construction and Remodeling Division
Purpose: To maintain consistent quality, cost control, and professionalism across all projects. These guidelines ensure that contractors operate efficiently, minimize unnecessary trips, and complete work correctly the first time.
1. Site Visit Policy
Site Visit Reporting:
After completing a site visit, contractors provide the administrative office with the following information for quoting and approval:
- Detailed Scope of Work: An itemized breakdown of all tasks to be performed.
- Materials List: A complete list of necessary materials. If materials are customer-provided, this must be noted.
- Site Photos: Clear photos of the proposed work area.
2. Material Handling Policy
Initial Trip: One paid material pickup is included per project.
Change Orders: One additional pickup is permitted per work order change.
Customer-Provided Materials: Any forgotten items are the contractor’s responsibility to collect, without additional mileage or time charges to Aging In The Comfort Of Home®.
3. Performance Standards
Single Completion Rule: Contractors are expected to complete assigned work during their initial attempts. If a return visit is required to remedy contractor-caused issues, remediation is performed at no additional charge.
Repairs or Callbacks: Any return visit required to correct contractor-caused issues will be performed at no additional charge to Aging In The Comfort Of Home®.
Workday Hours: Project estimates are generally calculated around seven (7) on-site hours per day for planning purposes. Contractors determine their own schedule and pace. If extended site access or timing changes are needed, please coordinate so client/property access can be arranged.
Safety Breaks: Contractors are encouraged to take a 30-minute break during the workday for safety and scheduling purposes. Break timing is flexible and left to the contractor’s discretion based on workload and job progress.
Service Readiness: Contractors arrive on-site with the tools, equipment, and materials needed for the scheduled scope.
4. Driving Time & Mileage
Travel & Mileage: Contractors are paid $15/hour for driving to and from the job site, with payment beginning after the first 20 minutes of travel. Once a contractor stops at a store or job site related to work, full hourly pay goes into effect.
Commute Time: Your normal daily commute to and from your home to a job site is not compensated.
Distance Threshold: Mileage compensation is eligible only for travel to job sites located over 20 miles from your home.
Documentation: Approved travel should be recorded in project documentation for transparency and reimbursement.
5. Payment Limitations
Non-Performance Clause: Payment is tied to completion of the contracted scope to agreed specifications. If services are incomplete or require remediation due to workmanship, related labor, mileage, or other costs may be non-billable until corrected.
6. Documentation & Accountability
Before and after photos are required for billing on every project. Please submit them to the administrative office upon completion.
Materials receipts must include vendor, date, customer name, and itemized totals.
Contractors provide summary documentation of work completed and time on-site at intervals agreed in the work order or invoice process; format and frequency are at the contractor’s discretion.
7. Compliance & Consequences
Repeated violations (e.g., excessive store trips, return repairs, or poor documentation) may result in:
- Non-payment for non-conforming work
- Removal from future work orders
- Termination of the independent contractor relationship per agreement terms
8. Extended Travel & Lodging
When extended travel is needed, lodging may be arranged by mutual agreement for convenience and scheduling flexibility. The contractor remains responsible for managing their project time while on site.
Download Contractor Regulations
Keep a copy of the complete contractor performance and site management policy for your records.
Download PDF
Contractor FAQs
1. What do I do after a site visit?
After each site visit, submit a scope, materials list, and clear photos to enable quoting and approval. This information enables accurate quoting and scheduling.
2. How many material pickups are covered per project?
One paid material pickup is included per project. Additional compensated trips may be proposed when needed to complete the scope, subject to approval. Any forgotten or missing items are the contractor’s responsibility.
3. Can I bill for travel time or mileage?
Contractors are paid $15/hour for travel to and from the job site, starting after the first 20 minutes. Once you stop at a store or job site related to the project, full hourly pay applies.
4. What happens if a project requires a return visit?
Return visits caused by workmanship issues or incomplete work are not billable. However, new work orders or customer-approved change orders may be billed normally.
5. Is there a limit to how many hours I can work on-site in a day?
Yes. To ensure safety and quality, on-site work should not exceed 7.5 hours per day. Any work beyond this limit must be approved by management in advance.
6. Am I required to take a lunch break at a set time?
No. Contractors manage their own schedules. A 30-minute break is recommended for safety and pacing but may be taken at your discretion.
7. How should I document my completed work?
Submit clear before and after photos for every project, itemized material receipts, and a project log summarizing time on site, tasks completed, and any issues encountered.
8. When does payment apply?
Payment is contingent upon the successful completion of the contracted scope of work. Incomplete or noncompliant jobs may not qualify for payment until corrected.
9. What if a customer provides incorrect or missing materials?
If customer-supplied materials are missing or incomplete, contractors should notify the customer that additional materials are needed. If the customer requests a pickup, please contact the office for confirmation before proceeding.
10. How are repeated performance issues handled?
Consistent documentation errors, excessive return trips, or poor workmanship may result in payment reduction, suspension from new assignments, or discontinuation of contract work.
11. Who do I contact if I have questions or need clarification on a project?
Contact the administrative office or project coordinator listed on your work order. Timely communication helps avoid delays and ensures accurate project tracking.
Independent Contractor Relationship
Nothing in this policy should be interpreted as creating an employment relationship. All individuals performing work under this agreement act as independent contractors, responsible for their own schedules, methods, and tax obligations.
