1. Business & Contact Information

Vendors must provide accurate and current business details:

Legal business name

DBA (if applicable)

Business address

Primary contact name

Phone number

Email address

Website CRM (provided If needed)

Dispatch (provided If needed)

2. Licensing & Trade Credentials

All vendors must submit valid licenses required for their trade:

State contractor license number (if applicable)

License expiration date

Trade classification

City or county permits if required

Licenses will be verified and must remain active at all times.

3. Insurance Requirements

Proof of insurance is mandatory prior to approval.

Minimum coverage required:

General Liability Insurance (typically $1,000,000 per occurrence)

Workers’ Compensation Insurance (if vendor has employees)

Certificates of Insurance must:

List property management company as Certificate Holder

Be current and unexpired

Name coverage limits clearly

Vendors are responsible for maintaining active coverage.

4. W-9 & Tax Documentation

To ensure proper accounting and compliance:

Completed IRS Form W-9

Legal name must match IRS records

Correct Tax ID or SSN

No payments will be issued without a valid W-9 on file.

5. Background & Compliance Standards

Vendors must agree to comply with professional conduct standards:

No active fraud, theft, or violent crime convictions

Compliance with Fair Housing laws

Respect for tenant privacy and property access rules

Privacy Policy, Terms of Service, GDPR on website

No solicitation of tenants

Property management reserves the right to deny or revoke approval.

6. Scope of Work & Pricing Agreement

Before dispatch:

Services offered must be clearly defined

Standard pricing or rate sheets submitted

Emergency rates disclosed (if applicable)

Approval required before performing work outside agreed scope

Unauthorized work may not be reimbursed.

7. Invoicing & Payment Terms

To ensure timely payment:

Invoices must include property address and unit number

Description of work performed

Date(s) of service

Labor and material breakdown

Invoice submission method (email or portal)

Payment terms: Net ___ days (customize here)

8. Safety & Property Access

Vendors must follow all safety protocols:

Proper identification when on-site

Use of appropriate safety equipment

Lock-up procedures followed after service

Immediate reporting of hazards or damage

Keys, codes, and access instructions are confidential.

9. Independent Contractor Agreement

All vendors must sign an agreement acknowledging:

Independent contractor status

No employment relationship

Responsibility for employees and subcontractors

Indemnification and liability terms

10. Ongoing Compliance

Vendor approval is conditional and ongoing:

Licenses and insurance must remain current

Performance is monitored

Failure to comply may result in removal from vendor list