Modular home builder roles can be confusing — especially when trying to hire the right team for a complex project. This post shares what we learned while trying to hire a modular home builder in California – including how roles can overlap, shift, and sometimes create confusion on a complex project.
We also learned that building a modular home on an urban infill lot can amplify these challenges… especially when space constraints and city requirements add another layer of complexity – we cover this in more detail in our post “Modular Home on an Urban Infill Lot: What Most Buyers Don’t Expect.”
When we began exploring modular construction in 2016, there were very few modular builders operating in California. If you wanted to build a full modular home – not just an ADU – your options were limited.
What we didn’t realize at the time was that choosing a “builder” in the modular world isn’t always straightforward.
Modular Home Builder Roles: Who Does What in a Project?
At the start, we assumed “the modular builder” would be a single company responsible for the entire project.
That wasn’t the case.
People identifying themselves as a “modular builder” could actually be a dealer, a factory representative, or a modular contractor. In our case, we ended up working with all three.
What we learned: Not all “modular builders” serve the same function. It’s important to understand exactly who you’re working with – and who is responsible for each phase of the project, including design, permitting, site work, and installation – before moving forward.
How We Approached Choosing a Modular Builder
We were not casual about this decision.
We attended the Kitchen & Bath Industry Show (KBIS) multiple times while it was held in Las Vegas. The show included modular exhibits where we could walk through model homes and speak directly with representatives. Hearing other buyers’ questions was often as valuable as asking our own.
We also toured a modular factory in Vallejo, California, where steel-framed homes were built flat in a controlled environment and unfolded at the job site. We considered contracting with them; however, their standard designs were too large for our small lot, and they did not offer semi-custom options.
Walking through model homes and asking what was standard – and what wasn’t – helped us better understand build quality and what to expect
What “Full Service” Actually Meant
We eventually contracted with a Southern California company we understood to be a factory representative offering “full service.”
Our project required full site development, including excavation for a basement, new utilities, foundation work, and coordination with the city. We paid a non-refundable feasibility fee and moved forward after being told they could manage the entire process.
As the project progressed, we realized that even with a “full service” team in place, we could not step back and assume everything was being handled the way we expected. There were times when assumptions were made or details were interpreted differently.
What we learned: Even with a “full service” builder, stay actively involved. Ask questions, validate assumptions, and make sure your expectations are clearly understood — because their interpretation of what you want may not match yours.
Why Location Matters When Working with the City
In our case, distance also became a factor. Because the builder’s team was not local to our city, there was often a lag in getting plans reviewed and comments addressed.
When the city had questions or needed clarification, we found it was sometimes much more efficient to go directly to the Planning Department and work through the issues in person.
Because of that, we eventually chose to handle processing our drawings through the city ourselves rather than relying solely on the builder. There were also multiple Planning Commission meetings where our project was discussed, and being there in person made a difference.
What we learned: When your project is in a different city than your builder, proximity matters. Being able to meet with the Planning Department in person and stay engaged can save time and help avoid miscommunication.
When Responsibilities Started Shifting
As we started adding SMART and energy-efficient systems into our design – now in 2017 – it became clear the original team was still figuring out how to integrate those features into a modular build.
Around that time, we were introduced to an associate who was in the process of launching a new California-based modular factory focused on high-efficiency, net-zero-ready homes. Their vision aligned with ours, so we decided to move forward with them – including paying for another feasibility study.
While working to get their factory up and running, they realized it required their full attention. They stepped back from the on-site portion of our project and handed it off to a modular project manager closer to our city.
That’s when things started to shift.
As more people became involved, it became less clear who was responsible for what. Communication wasn’t always consistent, and we started noticing gaps in coordination.
What we learned: When roles start to shift – especially between different teams – don’t assume everyone is aligned. Make sure responsibilities are clearly defined and understood, or things can easily fall through the cracks.
How City Requirements Made Things More Complex
We successfully received Planning Approval in 2019.
Then COVID hit.
City offices closed or moved to remote operations. Although we had one year to obtain a building permit, communication disruptions led to delays, and our approvals eventually expired. Since the builder was listed as the contact on the drawings, the city reached out to them about an extension – but those calls went unanswered.
When we resubmitted for Planning approval, new requirements under California SB-330 came into play. We were told our resubmission would be denied because the lot was considered too small for a single-family home. However, if we modified the design to be classified as “multi-family,” the city would allow the project to move forward.
We redesigned the basement to include a Junior ADU.
What we learned: Stay involved in your project and make sure you are listed as an additional contact so you receive all city communications directly. City requirements can change, so be prepared to adjust your plans and move with them.
When We Decided to Take Control of the Project
The “modular project manager” we were handed off to was actually a modular dealer who represented multiple factories, with a small team of three primarily focused on ADUs. They were familiar with the general ADU process, and some of that paperwork and coordination carried over to a full home project, which helped in the beginning.
But as our project became more complex – especially with the addition of a Junior ADU – we started to see the project manager’s team struggling with researching and interpreting the city’s requirements. Knowing the scope would expand to include a basement and new utility connections, we began to question whether the project was moving beyond their typical experience.
With a small team juggling multiple jobs, they didn’t always have the bandwidth to stay on top of the extra work our project needed.
Over time, we found ourselves doing a lot of the research and following up regularly just to keep things moving and make sure our project didn’t get pushed aside.
That’s when we decided to step in and manage the project ourselves.
What we learned: Make sure your team has the time and experience to handle your specific project – not just the typical ones they’re used to. When things get more complex, you may need to stay closely involved to keep everything on track.
Bringing in a Modular Contractor
We had experience rehabbing homes, but building from the ground up on an empty lot – especially using modular construction – was new to us.
Our realtor introduced us to a general contractor who works in the modular home industry. He came on board as a consultant, helping us navigate the process and fill in the gaps where we didn’t have experience.
As the project moved forward, we ran into several challenges where his expertise – and his network within the modular industry – proved to be invaluable.
What we learned: Whether you’re managing the project yourself or relying on a builder, having someone with hands-on modular experience in your corner makes a big difference. The right expertise – and industry connections – can help you navigate challenges you don’t even know are coming.
What Our Modular Home Builder Experience Taught Us
As we worked through multiple teams, we saw significant differences in expertise – from integrating SMART features to navigating city approvals.
More importantly, we learned we had to be our own advocate.
When complications arose, our project sometimes was pushed aside and became a lower priority. Progress slowed, communication became fragmented, and staying involved became the only way to keep things moving.
That experience also clarified the difference between modular dealers, factory representatives, and contractors – distinctions that are not always clear at the start.
Key Takeaways
- Modular roles are not always clearly defined
- “Full service” may not include full coordination
- City requirements can significantly impact timelines
- Homeowners often need to stay actively involved
- Modular home projects on urban infill lots require more oversight than expected
Frequently Asked Questions
How much involvement should a homeowner expect in a modular build?
Even with a “full service” builder, homeowners should stay engaged. Permitting, communication, and coordination still require oversight, and staying involved helps ensure your project stays on track and aligned with your expectations.
Can You Build a Modular Home on an Urban Infill Lot?
Yes — but based on our experience, it requires more coordination, clearer role definitions, and greater homeowner involvement than many buyers expect. We cover this in more detail in our post on building a modular home on an urban infill lot.
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