Vendor Terms of Service

Vendor Terms of Engagement & Compliance
Category: Vendor Management
Access Level: Internal Management & Lead Staff Only

1. Document Objective
This policy document establishes the mandatory operational and financial terms that all third-party contractors must accept prior to performing work on our property. These standards ensure financial accountability, legal compliance, and consistent property protection.

2. Insurance & Liability Requirements
No vendor may be issued a work order or granted property access without active compliance documentation on file with the Property Manager.

• Commercial General Liability: Vendors must maintain a minimum of $2,000,000 in liability coverage.
• Certificate of Insurance (COI): (Name) Rentals must be named as an "Additional Insured" on the active certificate.
• Worker Compensation: Vendors must provide proof of active workplace safety and accident insurance compliance for all field personnel.

3. On-Site Professional Standards
While on property grounds, vendor personnel represent our brand environment.

• Identification: All technicians must wear clean, company-branded uniforms or high-visibility vests and display a valid vendor badge.
• Debris & Cleanup: Vendors are responsible for the immediate removal of all project-related waste, old parts, and packaging. Common areas and units must be left in broom-clean condition.
• Property Protection: Drop cloths and corner guards must be used when transporting heavy tools or equipment through residential hallways.

4. Operational Dispatch & Billing Mandates
To guarantee payment and track maintenance history, all service calls must strictly adhere to our digital procurement pipeline:

• Work Order Authorization: No service work may begin without a unique, pre-authorized Work Order Number generated via the internal dashboard. Emergency verbal authorizations must be logged within 2 hours of dispatch.
• Invoicing Protocol: Final electronic invoices must include the authorized Work Order Number, a line-item breakdown of parts and labor, and photographic proof of the completed repair.
• Property ID Tagging: All invoices must reference the exact alphanumeric property ID code to route correctly through the automated accounts payable system.