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 will serve as rules that our Vendors and Emerson Property Management, Inc. must follow to complete quality work in a timely manner. Emerson’s goal for completion is 4 days from assignment to completion. If it is determined by Emerson that a Vendor is not adhering to these rules after an initial consultation they will no longer be called upon to make bids of any kind on properties.
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 these policies is to reduce down time, waste and confusion, while at the same time, increase productivity, reduce project time and headaches for all parties.
Emerson assigns and issues all work requests through our Property Meld Platform 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 Property Management
- Vendor Application
- W9
- Proof of Insurance
- Signed Emerson Property Management Vendor Agreement Insurance
Insurance
- Vendors will carry Workman’s Compensation if they have employees and will fulfill the following requirements:
- The vendor will notify their Workman’s Compensation Company and request them to furnish Emerson with an original endorsement of the policy
- The vendor will furnish an original endorsement of all yearly renewals
- The vendor will notify Emerson if the insurance company changes
- 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 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
- Vendors are to pay for parts for maintenance requests and Emerson then reimburses them when the vendor submits invoices for payment
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
- Before and after photos are required to be uploaded into Property Meld before payment will be authorized by Emerson
Keys
- Vendors are to follow the Emerson Vendor Guideline regarding keys and lockboxes
- 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
- The keys are to be returned to the lockbox promptly upon completion of work
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 premises that does not have someone over the age of 18 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
- 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 information or pictures on any social media, such as Facebook, Twitter, UTube, 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
- Vendors are required to submit their invoices within 15 days of completion of work.
- Vendors will submit invoice through Property Meld and reference the property and the work order number in the invoice
- Venders understand that Emerson makes payments on a 30-day cycle
- 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.