Insurance and COI verification
Every company's certificate of insurance, collected, verified and dated.
Vendors upload their certificate of insurance, business license, W-9, and trade credentials. A person at VendoRFP opens the certificate and takes the limits and the expiration date straight off the document. Where that disagrees with what the vendor typed, the certificate wins.
Vendors & insurance · your dashboard
Example companyCypress Pool Service
General Liability (COI)
Valid through Oct 6, 2026
Workers' Comp
Valid through Nov 5, 2026
Business License
Valid through Mar 5, 2027
What a proposal turns on
- General liability
- CPO certification
- Workers’ compensation
Insurance renewals
A vendor whose insurance runs out has 30 days to send us the renewal.
Renewal certificates routinely arrive late, so the vendor's proposals stay open while the new one reaches us. We write to the company as the date approaches, and we write to you as well, so nobody on your board finds out from a refused proposal. A CPO card or a background check has no window of its own, and proposals close on the day it lapses. Once a window shuts new proposals stop, though a contract your board has already signed is yours to act on.
An insurance line
general liability · workers’ comp · auto liability
30-day grace period- Uploadedthe vendor uploads it
- Verifiedan VendoRFP admin checks it
- Covering, and the vendor can proposeuntil the policy’s own expiration date
- 30-day renewal windowstill able to propose, and the replacement is expected
- Proposals closeduntil a current certificate is verified
A competency certificate
CPO · lifeguard certification · background check
No grace period- Uploadedthe vendor uploads it
- Verifiedan VendoRFP admin checks it
- Current, and the vendor can proposeuntil the certificate’s own expiration date
- Proposals closed, the same dayfrom the expiration date until a current certificate is verified
A lapse closes new proposals and award. The W-9 is collected and verified in the same review, and gates nothing.
Two documents, drawn on the same run of time from upload to expiration. Both begin the same way: the vendor uploads the document, an VendoRFP admin verifies it, and it covers the vendor, who can propose, until its own expiration date. They differ after that. An insurance line (general liability, workers’ compensation, auto liability) has a 30-day renewal window after expiration during which the vendor can still propose, because a renewal certificate routinely arrives after the old one lapses. Only when that window closes does the vendor stop being able to propose on or be awarded work, until a current certificate is verified. A competency certificate (CPO, lifeguard certification, background check) has no window at all, and proposals close on the day the certificate expires and reopen when a current one is verified. On both lanes the gate is on proposals and award.
Against a PDF in your inbox
Every certificate opens from your dashboard with a date on it.
| A PDF that arrived by email | On VendoRFP | |
|---|---|---|
| Where the certificate lives | Whoever still has the email | One file, opened from your dashboard |
| Who verified it, and when | Usually nobody, at no point | An VendoRFP admin, with a date |
| The date it runs out | Inside the PDF, unread | Stored on the document itself |
| What a lapse does | It is noticed, or it is not | Proposals close when the window shuts |
| The certificate it replaced | Overwritten or lost | Kept, versioned and dated |
| Answering an auditor | Reassembled from four inboxes | Read off the file, same day |
| The limits your community requires | Written into a contract, unchecked | Compared before a proposal lands |
Your community sets the coverage limits it requires, often the number its own insurer or lender asks for. A vendor whose recorded coverage falls below one of them cannot propose on your work until it is raised.
What is verified
Three documents decide a proposal.
Two of them are the same in every trade, and the third is whatever that trade’s own work requires, such as a CPO card, an auto policy, or a background check. A staffing company offering lifeguards is the one scope that carries a fourth.
Every company files these three documents before it can propose, and a person at VendoRFP reads each one and records what it says along with the date it runs out.
| General liability | The certificate, with the coverage limits a community’s minimums are checked against and the date the policy runs out.Proposals stay open for 30 days past that date while the renewal reaches us. |
|---|---|
| Workers’ compensation | The certificate covering the company’s own crew, with the date the policy runs out.Proposals stay open for 30 days past that date while the renewal reaches us. |
| The trade credential | A CPO card for pool, auto liability for landscaping, a background check for porter and amenity staffing, and a pest license for pest control.Auto liability carries the same 30-day window as the insurance above, while a trade certification holds proposals open only through the date printed on it, and we reach out for the renewal in the 30 days before that date. |
Also on file
| Business registration | Business registration is collected and verified as well. A proposal turns on the insurance and the trade credential. The registration tells a community which company it would be signing with. |
|---|---|
| W-9 | A W-9 is collected and verified in the same review. |
Why it matters
This is where an uninsured claim lands.
When something goes wrong on shared property, the deductible and the legal bill look for whoever was covered. Every vendor is fully vetted, licensed and insured.
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