Independent Contractor Agreement

Thank you for becoming a part of our management team. In a service business like ours, it is imperative that everyone work as a team and in the best interest of the owners and tenants of the properties we handle. The undersigned agrees to the following conditions:

REQUIRED FORMS

The following forms are needed prior to commencing any work for Management Company

Certificate of Insurance per requirements below
Signed Independent Contractor Agreement
W-9 Form

INSURANCE

All contractors that perform work on our property are required to carry appropriate insurance coverage. A certificate of insurance must be provided before work begins. The minimum requirements are as follows:

General Liability $1,000,000
Property Damage 100,000
Workmen’s Comp 500,000
Auto Liability 500,000

We require Workmen’s Compensation on everyone. If you are a sole proprietor, you still need to carry Workman’s Compensation insurance to work for us.

All policies must contain the following clause:

Cancellation: Should your policy be cancelled before the expiration date, the issuing company will endeavor to mail ten (10) days written notice to the certificate holder, but failure to mail such notice shall impose no obligation or liability of any kind upon the Management Company.

BIDS

If a bid for work is requested, it must be as specific as possible containing the job address, description of work, type of materials to be used, any warranty/guarantee information, and the dollar amount. If specific payment terms are required, they should be specified.

Independent Contractor’s bid will be considered to include all items for the work you are bidding unless your bid accurately describes what you intend to delete. Bid to include all work noted on our work order. If Independent Contractor does not understand what he is bidding, it is Independent Contractor’s responsibility to call the office for additional information or clarification.

WORK ORDERS

Prior to starting any work, you must get a work order. The work order should contain all pertinent information regarding the job.
Vendors agree to accept work orders by email, fax or other electronic means. All phoned in requests, such as after-hours emergencies will be followed up with a work order the following business day.
Vendors are to notify Management Company immediately if the problem exceeds the authorized amount on the work order.
Vendors are to pay for parts for maintenance requests and Management Company then reimburses them when the vendor submits invoices for payment.

MATERIALS AND SUBS

No part of the work or other obligations herein may be assigned by the Independent Contractor without prior notice and consent of the Management Company. As soon as work order is received, Independent Contractor will notify Management Company prior to the start of the work if subs are to be used for a job. Payment for materials and subs hired by the Independent Contractor will be the sole responsibility of the Independent Contractor. Any work subcontracted will require a signed lien waiver from the subcontractor prior to payment from Management Company.

INVOICES

Invoices must contain the following information:

Job Address
Work Order Number
Description of work as per work order
Break-down of the following:
Material charges
Hours worked and labor rate
Trip Charge if applicable

PAYMENT TERMS

No invoice will be paid if Management Company does not have a current certificate insurance for liability and work comp insurance for the contractor.

Independent Contractor agrees to offer Management Company the best possible pricing available. Additionally, Independent Contractor agrees that pricing offered to Management Company meets or beats pricing offered to other Property Management Firms.
Independent Contractor are to submit invoices as soon as possible after completion of the work, but no later than thirty (30) days from the completion date
Vendors understand that Management Company makes payments on a 30-day cycle, provided there are no discrepancies
Vendors are responsible for contacting Management Company as soon as possible if they have an error or dispute with a payment
Vendors understand that Management Company works for the owner and the owner is responsible for the funds for payment
Vendors understand Management Company must comply with any court ordered deductions from payments
All billing and estimates are to go through Management Company and at no time, shall Independent Contractor provide pricing information to any Owner or Tenant directly

QUALITY OF WORK

All work is expected to be done in a professional and workmanlike manner in accordance with accepted practices. Upon completion of work or at the end of each workday, the work area must be left clean or in the same condition it was prior to the work starting.

SAFETY

All Independent Contractors agree to comply with OSHA requirements.

DAMAGE TO PROPERTY

In the event that Independent Contractor causes any damage to any property, personal or otherwise, Contractor will be held liable and be expected to resolve the matter immediately.

EXTRAS

Any extra work not included in the original price must be approved in advance prior to the commencement of such work.

KEYS

It is up to each contractor to schedule their own work with the tenants. As a service company, time is of the essence, meaning that we are judged, not only on the quality of our work, but on the timeliness as well. If you absolutely cannot schedule anything with the tenant, then you must get a key from us to gain access to a property. In this case, we need you to have the tenant contact us to authorize us to give you a key. NEVER request a key from us without first getting approval from the tenant. If you come by the office for a key and you have not had the tenant contact us to approve, we will not give you a key. If approved, you will be required to sign for the key. All keys must be returned at the end of each workday provided that there is not a R.P. Management, Inc., lock box on the premises.

BUSINESS CONDUCT POLICY

The intent of the policy is to preclude the development of any situation or relationship which might compromise good business judgment or create or appear to create the image of unethical practices. Accordingly, this policy prohibits our company’s employees, or their family members, accepting gifts, loans, or use of accommodations from anyone with whom we do business. Gifts of inconsequential value may be accepted in circumstances where such minor gifts are of customary industry practices.

Independent Contractors agree not to allow any employees with felony convictions related to burglary/theft, drugs, sex related crimes, acts of violence against another person, etc. at any of our properties.

MAINTENANCE CODE OF CONDUCT

Do not enter the property without authorization
Knock before entering
Do not discuss Management Company or other tenants with the occupants
Complete ONLY the tasks on your work order; if additional work is needed, call the office for authorization
Do not promise to return or repair items which have not been authorized on your current work order
Do not make comments or observations about other repairs which may need to be done or about the condition of the property. Especially don’t make comments with sexual or suggestive overtones
Move only those personal items of the occupant’s required to do your job.
Do not touch or operate any of the occupant’s personal belongings. Do not borrow any tools from the occupant
Do not enter property with only children at home
Always be PROFESSIONAL, COURTEOUS, and CONSIDERATE. You are in someone else’s home
Whenever the tenant is not at the property, post a door tag on the outside of the door which indicates that there is a maintenance person inside. When the work is completed, fill in the tag and leave it on the inside doorknob (See sample in exhibit at the end of this section)
All crew members of subcontractor shall refrain from offensive behavior, offensive language, smoking inside of the property, alcohol, firearms, or drugs are not allowed at any time on the property managed by Management Company.
No smoking, drinking, or eating inside the properties. All contractors and their employees shall maintain a professional demeanor at all times on Management Company’s properties.
Keep lock box codes confidential.
When leaving the property, lock only the locks that Independent Contractor unlocked upon arrival

INDEMNIFICATION

To the fullest extent permitted by law, subcontractor will defend, indemnify and hold MANAGEMENT COMPANY harmless from all damages, losses and expenses, including attorney’s fees, from any claims or damages of any kind resulting from the performance of this subcontract, but only to the extent caused in whole or in part by any negligence of Subcontractor or any of its subcontractors, agents or employees. This indemnity shall be effective regardless of whether the claim or loss is caused in part by some part to be indemnified.

LEAD BASED PAINT

Subcontractor agrees not to disturb 6 sq. Feet of any interior drywall or 20 sq. Feet of exterior of any property built prior to 1978 unless they are a current Certified Lead Based Paint Renovator and work under a Certified Lead Base Paint Renovator Firm. MANAGEMENT COMPANY must be notified prior to any such disturbances. All window replacement subcontractors must be certified as stated above for any replacements on properties built prior to 1978.

FAIR HOUSING

WE ARE AN EQUAL OPPORTUNITY HOUSING PROVIDER. We fully comply with the federal Fair Housing Act. We do not discriminate against any person because of race, religion, sex, handicap, familial status, color, or national origin. We also comply with all state and local fair housing laws.

MISCELLANEOUS

The work is on a “contract labor” basis and Independent Contractor understands that Management Company does not treat any vendor as an employee. Management Company deems you an expert in your field and many times will call upon that expertise to determine who is responsible for the damage/repair; the Owner or the Tenant. Independent Contractor agrees and unless otherwise directed by a Management Company representative, to never express an opinion of who is to blame in front of an Owner or Tenant.

Legal Name of Company: ____________________

Mailing Address: ____________________

Phone Number: ____________________

Email Address: ____________________

Website: ____________________

Federal ID Number: ____________________ SSN (If sole proprietor): ____________________

Contact Person: ____________________

Registered Contractor #: ____________________

Company’s Scope of Work: ____________________

Signature: ____________________