Every vendor’s insurance is read by a person and tracked by date.
The file a vendor keeps on VendoRFP is the same file the proposal gate reads. A lapse stops new work before it surprises you.
Vendors
Example Community HOA · eight companies
Vendors
By tradeOn file for Greenline Grounds
Each with its dateVendors
Example Community HOA · eight companies
Vendors
By tradeOn file for Greenline Grounds
Each with its dateOne file for every vendor you work with.
Invite the companies you already use or let new ones answer your RFP. Either way their documents land in one place, each with a date.
A person reads every certificate and license.
Every company files these 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 liabilityThe certificate, with the coverage limits the buyer's own minimums are checked against and the date the policy runs out.
- The trade credentialA CPO card for pool, a background check for porter and amenity staffing, a pest license for pest control, an EPA 608 certification for HVAC, an electrical contractor license for electrical work, and nothing beyond the insurance for landscaping and painting.
Every approved vendor in one list.
See who is approved, which trade each one covers and when its insurance runs out. Only companies that hold current documents appear as approved. The rest show what is missing.
- Invite who you already useNo proposal is needed. A vendor joins for free and files its documents.
- The vendor you choose joins the listWhen you award an RFP, the winner is added to your approved vendors.
A warning before a policy lapses and a hold after.
The vendor hears 30, 14 and 3 days before its policy expires, and on the day it lapses. You hear 14 days before, and on the day. A policy counts through the expiration date printed on it, and from the next day the vendor can’t propose on your work or be sent out until a renewed certificate is verified.
- A hold on further workA lapsed vendor is placed on hold for review. Its arrivals and completions are refused and its schedule pauses.
- A person releases the holdA verified renewal moves the hold to ready for review. Someone at your community releases it.
| Question | A PDF that arrived by email | On VendoRFP |
|---|---|---|
| Where the certificate lives | Whoever still has the email | One file, opened from your dashboard |
| Who read it, and when | Usually nobody, at no point | A person at VendoRFP, 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 | New proposals close the day after the date on it |
| The certificate it replaced | Overwritten or lost | Kept, versioned and dated |
| The limits you require | Written into a contract, unchecked | Compared before a proposal lands |
Every vendor’s insurance file stays current.
You set the limit once per trade. Every coverage line has your figure on it.
Your figure on every line
Make a line mandatory or leave it preferred. A vendor below a mandatory line cannot propose on your work until it raises its cover.
What the vendor typed stays labeled
A figure a company entered about itself is shown as exactly that. It never counts as met until a person has read it off a certificate.
One more credential for some trades
A CPO card for pool, a background check for porter work and staffing, a pest license, an EPA 608 certification or an electrical license, each with its own date.
Your insurance requirements print inside every RFP.
Set the limits once. They print on the face of each request you send, so every company prices with the same requirements in front of it.
Set the limits per trade
Type the figure your insurer or lender asks for, trade by trade.
A company clears them on its certificate
A person reads the carrier, the limit on each line and the date it runs to.
A company that falls short is told so
It is refused when it tries to send a proposal, and told the shortfall in dollars.
File your documents once and use them everywhere.
Joining is free. Your file works for every community you serve.
What you upload and what a person checks.
A person at VendoRFP reads your W-9, business license and general liability certificate; after that you see every customer's name, can apply, and can use the RFP and proposal tools — and each RFP still takes a proposal only from a company whose insurance meets what that community set.
- Business registrationWe verify the business registration and the W-9 before a vendor can open an RFP at all. The registration tells a community which company it would be signing with.
- W-9The W-9 is the form the community and its management company file their 1099 from at the end of the year.
Your documents
BlueWave Pool Care · pool service
Filed documents
Each read by a personWhat opens once you are verified
Same file, every communityYour documents
BlueWave Pool Care · pool service
Filed documents
Each read by a personWhat opens once you are verified
Same file, every communityWhat opens once you are verified.
A vendor browses every open RFP and every customer with the names, logos, titles, descriptions and exact sizes held back. The city, the state, the trade, the season, the budget and the size band are shown; nothing that identifies one community is sent. Once a person has read your three documents, you see every community’s name, you can apply, and you can use the RFP and proposal tools.
- Who decidesApproval happens when a person at VendoRFP has verified the last of your three documents. There is no separate approval step after that. If a document is rejected, or your general liability certificate expires, the names close again right away.
- Insurance in plain wordsApproval reads one insurance document: a general liability certificate that has not run out. Workers' comp, commercial auto and professional liability are asked for only by a community that set a requirement for them; on its RFPs a proposal needs that certificate read by a person here and the vendor's stated coverage to meet the figure the community set. VendoRFP does not certify that a policy is in force; the community confirms that with the carrier before it contracts.
Questions about vendor compliance
Who reads the documents?
A person at VendoRFP reads each certificate and records what it says along with the date it runs out.
Does VendoRFP confirm a policy is in force?
No. We record what the certificate says and when it ends. The community confirms with the carrier before it contracts.
What happens on the day a policy lapses?
The vendor can no longer propose on your work or be sent out, and its schedule pauses until a renewed certificate is verified and someone at your community releases the hold.
Do my existing vendors have to rejoin?
They join once, for free, and file their documents. They do not need to answer an RFP to be on your list.
Know who is allowed on your property.
Add the vendors you use now. Their status is on the list the day they file.