EMERSON PROPERTY MANAGEMENT VENDOR AGREEMENT 

We are delighted that you have chosen to join Emerson Property Management, LLC as one of our preferred vendors. Emerson understands that you and your firm are an essential part of our team.  We value your expertise and support and look forward to a mutually profitable relationship.

This document is bilateral.  Emerson Property Management, Inc. will hold our Vendors to a high standard and in return, our Vendors will expect a high standard from Emerson. The goal for the policies lined out below is to reduce down time, waste and confusion, while at the same time, increase productivity and reduce project times.  

The Vendor Agreement will serve as an agreement that our Vendors and Emerson Property Management, Inc. must follow to complete quality work in a timely manner.  Emerson’s goal for completion of all maintenance/repairs is 4 days from assignment to completion. 

Emerson assigns and issues all work requests through our Property Meld maintenance software.  All Vendors will be required to utilize this system for accepting work, uploading invoices, uploading documents and pictures and communicating with the Emerson team throughout the duration of all service requests. Training will be provided in addition to the comprehensive Help Center that exists within Property Meld.

The undersigned agrees to the following conditions: 

• The vendor agrees to follow the policies and procedures of Emerson when performing work for Emerson
• The vendor must respond to work requests within one business day
• The vendor will complete the following forms prior to commencing any work for Emerson:
  • Vendor Application 
  • W9
  • Proof of Insurance
  • Signed Emerson Property Management Vendor Agreement

Insurance

• Vendors will carry a general liability insurance 
  • Emerson will not use vendors who do not carry general liability insurance and requests the vendor to carry a minimum $300,000 amount current general liability insurance
  • Vendors will supply an original endorsement of the current liability insurance policy
  • Vendors will furnish an original endorsement of all yearly renewals
  • Vendors will notify Emerson if their insurance company changes 

Tax information 

• Vendors will supply a social security number or Tax ID
• It is the responsibility of vendors to notify Emerson of any changes 

Workmanship

• Vendors will supply competent work and the vendor guarantees they will redo the work to the satisfaction of Emerson if necessary. 
• The work is on a “contract labor” basis and vendors understand that Emerson does not treat any vendor as an employee.

Vehicles

• All vendors must supply their own vehicles
• Vendor vehicles must be in a reasonable working condition
• Vendors cannot use any Emerson company-owned vehicles
• Vendors must carry appropriate insurance for their vehicles

Work Orders 

• Vendor agrees to accept or decline work orders within Property Meld within one day of assignment 
• Vendors are to notify Emerson immediately if the problem exceeds the authorized amount on the work order 
• Emerson will not pay for any parts up front for any maintenance requests. Vendors are to pay for parts for maintenance requests and include them intheir ITEMIZED invoices for payment. 
• Vendors are to use materials based on the Emerson Material Standards guide.

Work Order Bids 

• Vendors are to notify Emerson if they are aware they will be unable to offer a bid and complete the work in a timely manner. 
• When Emerson receives the approval or denial from the owner, they will notify the vendors when to start work on the property or if the work order is completely canceled
• All bids must be itemized

Pictures 

• Vendor will take a photo of the front of the homes upon arrival and upload into Meld
• Before and after photos are required to be uploaded into Property Meld before payment will be authorized by Emerson

Keys 

• Vendors are to be responsible for Emerson property keys at all times
• Vendors are not to distribute keys obtained from Emerson to any other party, including tenants or owners, unless otherwise directed by Emerson
• After use, the keys should remain in the lockbox at all times. 

Tenants 

• Vendors are to be courteous and professional with tenants
• Vendors are to be dressed appropriately for work when meeting with tenants
• Vendors are to clean up their work in the property
• Vendors are NOT to make comments on repairs or the condition of the property to tenants
• Vendors are NOT to discuss in detail the repairs with tenants
• Vendors are NOT to enter any occupied properties if there are minor aged children without an adult resident present.
• Vendors are NOT to make promises to tenants unless it is within the work order request
• Vendors are to call Emerson from the property if necessary to clarify the work or request permission to do additional maintenance they see is required relating to the work order
• If tenants request other work, the vendor is to instruct them to submit a service request through Emerson 
• If tenants pose a threat, vendors are to immediately leave the property and notify Emerson
• Emerson reserves the right to refuse working with anyone who is verbally abusive, swears, is disrespectful, makes threats, has been drinking, is argumentative, or in general displays an attitude at the time of the work or during the bidding process that causes Emerson to believe we would not have a positive business relationship.  We do not expect our vendors to work with any tenants who exhibit this type of behavior.  Notify management immediately if something like this happens.

Property Owners 

• Vendors are to be courteous and professional with property owners at all times. 
• Vendors are NOT to make comments on repairs or the condition of the property to property owners without consulting Emerson. 
• Vendors are NOT to discuss in detail the repairs with property owners unless requested or authorized by Emerson. 
• If property owners request deviations from work orders from Emerson, then vendors are to notify Emerson immediately before proceeding. 
• Vendors are NOT to make promises to property owners unless it is within the work order request or discussed with Emerson and authorized by Emerson . 

Social Media 

• Vendors are not to post ANY Emerson property information or pictures on any social media, such as Facebook, Twitter, YouTube, or any other medium at any time. 
• Vendors are to keep all information on Emerson, property owners, tenants, and any other property information confidential at ALL times. 

Payment 

• All invoices MUST be itemized
• Vendors are required to submit their invoices within 7 days of completion of work. 
• Vendors will submit invoice through Property Meld and reference the property and the work order number in the invoice
• Vendors understand that Emerson makes payments on a weekly basis each Friday
• Vendors must upload invoices by noon on Thursday in order to get paid on Friday.  If the invoices are late they will be paid the following Friday
• Emerson is not liable for any invoice received after 60 days of completed work order. 
• Vendors are responsible for contacting Emerson as soon as possible if they have an error or dispute with a payment. 
• Vendors understand that Emerson works for the property owner and the owner is responsible for the funds for payment. 
• Vendors understand Emerson must comply with any court ordered deductions from payments. 

Disputes 

• Vendors are to put all disputes with Emerson Property Management in writing. 

Drug-free policy 

• The undersigned vendor understands that Emerson requires a drug-free policy with all personnel, vendors, and tenants. 
• By signing this agreement, the undersigned vendor, its employees, and/or subcontractors commit to a drug-free policy when working on the Emerson managed properties and appointments with tenants.