Vendors or Contractors

Are you a dedicated vendor or contractor with a passion for delivering top-notch services? We’re eager to connect with you!

We work with vendors or contractors who meet our operational, communication, and compliance standards. Please review the requirements below before requesting to be added to our vendor network.

To ensure that our clients receive the best, here are the standards we require of our vendor partners:

Approval: We are contractually obligated to our clients (properties) to receive and get approval on estimates from all 3rd party Vendor work for any repairs or services over $500. This estimate must be approved in writing prior to beginning. Turnover estimates are always required no matter the amount.

Scheduling and Confirmation: To get access to the Tenant(s) property or premises, a written confirmation from the Tenant must be received to gain access. This must be in writing and not verbal. If you need immediate or sooner access than is being offered by the Tenant, please ping the applicable Property Manager for help Without confirmation from Tenant, Vendors do not have permission to enter.
*Please note – DPMs work order system allows for Tenant(s) to provide preferred times of access but this is NOT confirmation. Permission to Enter is fully granted when a time is confirmed by the Vendor and Tenant.

Estimate and Invoices: Theses are required to be provided in writing (email okay) as a PDF, links, or any type of formal documentation. They MUST include breakdown of the total costs, which are the following:

1. Breakdown of the total costs
2. Hours and at what rate $
3. Material estimate $
4. Service Address
5. Payment terms
6. Photos of finished work included with Invoice, which is required on all cosmetic work. Before and after photos are recommended, but final picture required of work. Examples – drywall repair, texture walls, paint or touch up, new appliances, flooring, and anything else visible to Tenants/Owners.

Work Quality: Excellence is a must. We partner with vendors who showcase mastery and finesse in their respective domains.

Vendor Portal:

1. All work orders, updates, photos, and invoices must be submitted through DPM’s vendor portal (AppFolio)
2. Vendors are expected to actively monitor and respond to assignments through the portal
3. Failure to use the portal may result in delays in approval, payment, or future work assignment
4. Use of vendor portal is required for all active vendors

Promptness & Communications: Timely communication is essential and must be done in writing for proof of access requested. We expect vendors to reach out within 48 business hours for standard issues and without delay for emergencies.

Safety: The Vendor will adhere to all applicable Washington Administrative Code (WAC) regulations related to accident prevention, first aid training, and the use of personal protective equipment (PPE) for major construction projects. This includes, but is not limited to, compliance with WAC 296-155-110 and WAC 296-155-120.

Licensing & Insurance Requirements:

1. Vendors must maintain all required licenses applicable to their trade at all times
2. Vendors must carry active general liability insurance and provide proof upon request, even if subcontracting out
3. Vendors are responsible for ensuring all subcontractors are properly licensed and insured
4. Proof of insurance for subcontractors must be provided
5. Vendors assume full responsibility for any work performed under their direction by their team or their subcontractor
6. Minimum insurance required- $1,000,000 per occurrence (general liability) and $2,000,000 aggregate and provide proof upon request
7. Workers’ compensation coverage must be maintained when and where required by law

Vendor Compliance Requirements: Vendors must maintain current compliance documentation on file with DPM at all times. This includes, but is not limited to:

1. Valid state contractor license (including expiration date)
2. General liability insurance (meeting required limits on this page)
3. Workers’ compensation coverage, where required by law. Vendors are responsible for ensuring all employees and subcontractors are properly covered

Indemnification Clause: The Vendor shall indemnify, defend, and hold harmless Davis Property Management, including its officers, clients, property owners, brokers, managers, and employees, from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees, that arise from or are a result of any negligence, error, or omission leading to a legal dispute or procedure.

Payments: All payments are made in a timely manner from DPM directly to the Vendor when the work meets our job completion standards. We use down payments and/or milestone payments when working with larger projects.

1. Vendors will not be paid for jobs that are incomplete or not fixed correctly but have the opportunity to rectify the work at no additional cost to DPM.
2. Should the Vendor be unable to make the repair they will be paid under an hour for troubleshooting, a trip fee, or a minimum fee, and supply a recommendation for who can fix the problem.
3. Any Owner or Tenant dispute on quality or cost, the Vendor is expected to communicate directly with that party and DPM.

Use of Subcontractors and Vendor Structure: Vendors who utilize subcontractors or operate as a general contractor or coordination service are fully responsible for all work performed under their direction.  The primary assigned vendor is responsible for verifying that all subcontractors meet licensing and insurance requirements.

1. All contractors and subcontractors must be properly licensed, insured, and qualified
2. The primary vendor is responsible for communication, scheduling, quality, and completion of all work
3. DPM does not manage or coordinate subcontractors directly
4. All work must meet the same standards and requirements outlined on this page
5. Vendor coordinators, general contractors, or intermediary service providers remain fully responsible for all pricing, compliance, vendor selection, and work performed under their direction

Work Assignment and Vendor Selection:

1. DPM retains full control over vendor selection, job assignment, and approval of all work
2. All vendor assignments are at the sole discretion of DPM
3. Approval as a vendor does not guarantee work volume or exclusivity
4. No vendor or third party may direct, restrict, or influence work assignments without DPM approval

Pricing and Work Allocation:

1. Vendors are expected to provide pricing that is competitive and consistent with market rates
2. DPM reserves the right to approve, decline, or reassign any job at its discretion
3. Submission of information or approval as a vendor does not guarantee any volume of work or ongoing relationship

Conflict of Interest and Disclosure:

1. 1. Vendors must disclose any actual or potential conflict of interest related to work performed for DPM properties
   2. This includes any financial interest, ownership, or relationship that could influence vendor selection or pricing
   3. DPM reserves the right to disclose such relationships to property owners when applicable

   Confidentiality and Non-Solicitation: All information provided to vendors, including tenant details, owner information, property data, and work order history, is confidential and intended solely for the purpose of completing authorized work.

   1. Vendors may not use this information for any purpose outside of work assigned by DPM
   2. Vendors may not solicit, market to, or attempt to establish independent business relationships with DPM clients or tenants
   3. Vendors may not bypass DPM to perform work directly for property owners or tenants introduced through DPM
   4. All client, tenant, and property information remains the property of DPM
   5. These restrictions apply during the course of work with DPM and for a period of twelve (12) months following the last date of work performed
   6. Vendors may not use information obtained through DPM to redirect, reroute, or influence work outside of DPM’s control

   Animal & Pet Precautions:

   Secure the Unit: Do not leave doors or windows open while working or when exiting the property, even temporarily, to prevent pets from escaping.

   Maintain Safety: If a pet is interfering with your ability to safely or effectively complete the work, politely inform the tenant and request they remove or contain the animal. If this is not done, reschedule the appointment for a time when the pet will not be present and notify our office immediately.

   Avoid Interaction: Do not engage with or play with pets. Animals should not be allowed into the work area for safety and liability reasons.

   Respect Tenants’ Pets: Many tenants consider their pets family members. Please treat them with respect and take all reasonable precautions to ensure their safety and well-being while on site.

   These protocols help ensure a safe and professional environment for all parties involved.

   Code of Conduct:

   1. Contractors must obtain authorization from DPM before bringing anyone not employed by them onto the property/worksite.
   2. Professional Conduct: Contractors must behave professionally and adhere to all relevant rules and safety precautions.
   3. General: Contractors cannot enter a unit or property without the tenant or DPM approval, and they must comply with the entry timeframes specified in the work order.
   4. Tenant requests to be present: Contractors must coordinate with tenants for work orders, knock three times upon arrival, and wait for a response. If there is no reply, they can only enter with DPM authorization.
   5. Parking: Contractors should not block tenant vehicles or park in tenant-assigned spots, with designated parking for maintenance vehicles by DPM if necessary.
   6. Documentation: Contractors must keep detailed records of their work for reference by others, including diagnostic information.
   7. Materials: Contractors are responsible for obtaining and transporting materials. DPM may designate storage areas if needed.
   8. Site clean-up: Contractors must clean up after their work, provide warnings if work is ongoing, and secure materials, safety tape, signs, and equipment on-site.

   Vendor Disqualifiers: We do not continue working with vendors who:

   1. Fail to communicate clearly or respond in a timely manner
   2. Miss or do not properly coordinate scheduled appointments with tenants
   3. Perform work without prior approval when required
   4. Submit incomplete, unclear, or non-itemized invoices
   5. Fail to provide required photos or documentation
   6. Do not follow scheduling, access, or work order instructions
   7. Demonstrate unprofessional behavior with tenants or staff
   8. Receive consistently low tenant satisfaction ratings through our work order system (vendors are expected to maintain an average rating of at least 4 out of 5)

   Information Needed:

   (Please attach to the bottom of the form)

   1. Copy of the W9. Download W9.
   2. Copy of Business/Contract License
   3. Copy of Insurance with coverage amount
   4. For online transfer payment visit here.

   Please note that if the information entered is incorrect, we cannot assume responsibility since it was provided by the vendor without verification. This is why we strongly recommend providing a copy for validation.

   Thank you for the information and Davis Property Management will be in touch!  Any questions please email info@davispropertymanagement.com.

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