Real Property Management Prestige Preferred Vendor Agreement
This agreement is made between Williamson Capital Group LLC DBA Real Property Management Prestige ("Manager") and the undersigned vendor ("Vendor"). This agreement establishes the terms and conditions under which the Vendor will provide products and services to properties managed by the Manager. This agreement will remain in effect until terminated in writing by either party.
Requirements and Terms:
Tax and Licensing Requirements:
Vendor must provide a Federal Tax ID Number (TIN) and complete an IRS Form W9.
Vendor must provide copies of applicable business license.
Insurance Requirements:
Vendor must provide proof of at least $100,000 in General Liability Insurance, naming Real Property Management Prestige as additionally insured.
If required by law, Vendor must provide proof of Workers Compensation Insurance or otherspecialty policies required in specific industries.
Additional coverage may be required, including professional liability, po
llution liability, environmental liability, and criminal/fidelity insurance.
Insurance coverage must include Real Property Management Prestige as additional insured.
Vendors with expired insurance certificate dates will be subject to the following internal controls until their insurance is up-to-date:
1.Cannot create a work order or purchase order;
2.Cannot create a bill from the work order or the purchase order;
3.Cannot create a recurring bill;
4.Cannot pay a bill to this vendor; however, a bill can be created under Payables.
Vendor Conduct and Compliance:
Vendor shall comply with all applicable laws in providing any products and/or services to Manager, including, without limitation, the Immigration Reform and Control Act of 1986 (“IRCA”).
Vendor must ensure all employees, laborers, and subcontractors are legally authorized to work in the United States.
Vendor must conduct all business in a professional and ethical manner.
Vendor must not discriminate against any person based on race, color, religion, sex, gender, marital status, ancestry, national origin, disability, or familial status.
Vendor agrees to exercise due diligence in selecting employees, laborers, and subcontractors.
Vendor will not assign individuals with violent criminal convictions within the past seven (7) years or those posing a risk to residents.
Work Order Management:
Vendor must utilize the Appfolio Vendor Portal system for work order notifications and updates.
Vendor must respond to new work orders by the next business day. A response could be acceptance, denial, out of area, or made contact with tenant. This is to ensure that all work orders are in process in a timely fashion.
All routine work orders should be completed within five (5) business days.
Vendor must promptly update Appfolio Vendor Portal upon completion of a work order.
Vendor must upload before and after photos for every work order.
Manager may withhold payment until photos are received.
Communication and Approvals:
Vendor must communicate all work-related matters through Real Property Management Prestige.
Vendor must not communicate directly with homeowners or tenants without prior
approval.
Any work exceeding $300.00 requires an estimate and prior approval. The estimate must include sufficiently detailed information so that Manager may describe the work that must be done to the homeowner.
No repairs exceeding $300.00 should be made without prior approval from the Property Manager.
Vendors agree that only work described on the work order is to be completed. The Manager must approve any additional repair items needed prior to completion. On site tenant requests must not be honored without prior approval from Manager.
Property Access and Conduct:
Vendor must safeguard lockbox combinations and return keys to the lockbox.
Vendor must not enter an occupied home without a resident over the age of 18 being present.
Vendor must clean up the property before leaving and remove all scrap materials.
Vendor must ensure all windows and doors are appropriately locked and secured before leaving the property. Ensure all lights are turned off. If vacant, leave the AC thermostats at 78 degrees.
While at the property, Vendor should inform the Manager of any “preventative maintenance” needs noticed. i.e. - water leaks, dripping faucets, or faulty smoke alarms, etc. Report any unusual items such as pet odors or damage to the property caused by the tenant.
Billing and Payment:
Vendor must submit detailed invoices within 3-5 business days of completing work.
Invoices must include company name, mailing address, phone number, service address, date of service, work order number, and itemized breakdown of materials
and labor.
Payment will be made within 5-30 days, depending on the submission date and availability of funds.
Invoices older than 90 days will NOT be paid. Do not present us an invoice for payment six months after the work has been completed as we will NOT present that to an owner.
If you plan to pick up your check at the office-verify in advance that your check has been issued, and is available to be picked up. Do Not Drop in and Demand Payment.
Vendors must warrant their labor and materials for 90 days after satisfactory completion and will further agree to repair or replace any defective workmanship or material without cost.
INDEMNIFICATION: VENDOR EXPRESSLY AGREES TO INDEMNIFY AND HOLD MANAGER, AND ALL EMPLOYEES, AGENTS, REPRESENTATIVES OF MANAGER FR
OM ANY AND ALL CLAIMS, INCLUDING ATTORNEY FEES INCURRED IN DEFENSE OF ANY CLAIM THAT MAY BE ASSERTED AGAINST MANAGER THAT RELATES TO THE WORKMANSHIP OR CONTRACTUAL OBLIGATIONS OF ANY CLAIMS BEING BROUGHT BY OR THROUGH ANY PERSON THAT ASSERTS ANY CLAIMS. VE
NDOR EXPRESSLY AGREES THAT MANAGER MAY HIRE ITS OWN COUNSEL IN DEFENSE OF ANY CLAIM AND THAT VENDOR AGREES TO INDEMNIFY MANAGER AGAINST, (1) ANY DAMAGE AWARD WHICH IS ENTERED AGAINST MANAGER; (2) ALL ATTORNEY FEES INCURRED IN DEFENSE OF ANY CLAIM ASSERTED
BY A CLAIM AGAINST THE VENDOR, WHETHER SAID CLAIM RESULTS IN A
JUDGMENT, SETTLEMENT OR DISMISSAL.
Controlled Business Arrangement.
This agreement will outline the approved business agreement between Williamson Capital Group, LLC DBA Real Property Management Prestige (and the Vendor listed below).
Real Property Management Prestige will signify the undersigned Vendor as one of our Preferred Vendors for the work this vendor will provide for us. This will include advertising on our website, and first opportunity for work order assignments at every opportunity for homes we manage and referrals we may offer.
***All estimates for work should be at fair market retail value with no applied discounts***
In exchange, the undersigned will agree to receive a 10% (Ten Percent) discounted invoice.
Example of Invoice with Tax: The Preferred Vendor sends an invoice to Manager for the completed work charging $100.00 (subtotal) plus tax $8.25 for a total invoice amount of $108.25. Manager will apply the 10% Preferred Vendor discount to the subtotal only and issue a check for $98.25 to the Preferred Vendor.
Calculation Breakdown: $100.00 less 10% = $90.00 plus tax $8.25 = $98.25
Example of Invoice without Tax: The Preferred Vendor sends an invoice to Manager for the completed work charging $100.00 flat (no tax). Manager will apply the 10% Preferred Vendor discount to that invoice and issue a check for $90.00 to the Preferred Vendor.
Calculation Breakdown: $100.00 less 10% = $90.00
Acceptance: By signing this agreement, the Vendor acknowledges and agrees to the terms and conditions outlined above.