Vendor onboarding
Adding Central Property Services to Your Approved Vendor List
This is the paperwork side of hiring us: the documents your credentialing process needs, what we need back from you to issue them correctly, and who signs before anyone starts work.
It is written for the person who has to move a new vendor through a system, not for the person shopping a price. If your file needs a certificate worded a particular way, tell us the wording and we will have it issued that way the first time.
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Insuredcoverage documentation on request
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Service-area businessMadison and Fayette County
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Written scope and exclusions before work starts
01Documents
What we send you
Five items cover most credentialing files. No limit, policy number or licence number appears on this page — those belong inside the documents, issued to you, not published on a website.
| Document | What your process uses it for | How it reaches you |
|---|---|---|
| Certificate of insurance | General liability, workers’ compensation and commercial auto, issued to the certificate holder exactly as your file words it. | Issued by our insurance agent to the holder name and address you give us. |
| Additional-insured endorsement pages | Names the managing entity, not the property, as additional insured. A statement on the certificate is not an endorsement; the ACORD 25 form says so on its own face. | Attached behind the certificate. Tell us whether your requirements call for ongoing operations (CG 20 10), completed operations (CG 20 37), or both. They are separate endorsements and they run on the carrier’s clock, not ours. |
| W-9 | Your AP system needs the exact legal name and taxpayer ID to create the vendor record. If the name and the TIN do not match, the record is not approved and no purchase order can be issued against it. | Sent to a named person, in reply to your request. Never a public download; it carries a taxpayer ID and a signature. |
| Licences and local registrations | Whatever your file requires for the county the building sits in. Lexington–Fayette County requires contractors to be registered with the city before they work on projects or submit bids; Madison County work runs on its own local requirements. | With the packet, on request. |
| Your vendor agreement, signed | The executed agreement or MSA your file needs on hand before a work order is issued. | You send yours; we return it signed. We do not ask you to sign ours. |
What the packet does not include
- References or a project list. Central Property Services is a new entity and has no completed contracts under it to offer as references yet. We would rather tell you that than pad a list. If your rubric scores references or past performance pass/fail, say so, and we will tell you we do not clear it instead of using up an evaluation.
- A downloadable W-9 or certificate. Both go to a named person who asked for them. A signed W-9 sitting on an open URL is a fraud vector, not a convenience.
- A rate card. Work is priced against a defined scope, not off a published table.
- A date by which your approval will be finished. Endorsements run on our carrier’s clock and approval runs on your process. Neither of us controls both, and a made-up number would be the first thing we got wrong.
A one-page statement of capabilities is available on request: what we take responsibility for, the two counties we cover, and how a work order runs from the first call to the closing photo set. Ask for it when you call (859) 310-1209 and it goes out with the packet, to the named person who asked for it.
02From you
What we need from you
Five answers, and the certificate is right on the first pass instead of the third.
- Your insurance requirements, as written. We read the document and quote it to our agent word for word rather than guessing at it. Requirements run in both directions: most packets require additional-insured status and some forbid it outright, so the document decides, not a convention.
- The exact certificate-holder wording, character for character, address line included. A holder block that does not match is a rejected certificate and a lost week.
- Which entity gets named as additional insured. Usually the managing company rather than the property. Your agreement settles it; we do not want to guess.
- Whether the packet goes into a credentialing platform or to a person. RealPage, Yardi or NetVendor means an enrollment on our side; a named person in your office means the documents go to that inbox. It changes what we send and where we send it.
- The county each building sits in. Fayette and Madison have different local registration requirements, and the answer decides which applies.
If your packet includes a subcontractor-information attachment, we complete it.
03Platforms
If you credential through a platform
RealPage Vendor Credentialing (formerly Compliance Depot), Yardi VendorShield and VendorCafe, and NetVendor are the systems that come up in property management. Some operators run two of them, one for compliance and one for invoicing, and both have to be finished before a work order is issued. Tell us which you use and we will work inside it.
The enrollment fee is ours. These platforms charge the vendor, per management company, and that cost is not billed back to your properties. It does not appear anywhere in what you pay us.
Approved on a platform is not cleared to work at your property
Corporate credentialing and site authorization are two separate gates, and the second one is where vendors embarrass themselves. We do not read an “approved” status in a portal as permission to show up. Tell us who at the property gives the final go-ahead and we will get that in writing as well.
We will never ask you for a login
Send the invitation to a named person on our side and we will complete the enrollment from there. A vendor asking a property manager to hand over credentials to their own system is asking for the wrong thing, however normal it sounds on a phone call.
04Signatures
Who signs, and what we ask before we start
No purchase order or written work order, no work. That is our own discipline, not a concession we make to a strict client. We would rather hold a job for an hour than send an invoice that turns into a dispute two months later.
It means we ask three things before the first job: who authorizes work at this property, what that person’s approval limit is, so we quote it right the first time rather than writing a number they cannot sign, and how you want the authorization documented. A PO, a work order raised in your system, or an email we can attach to the invoice all work. Asking makes the limit mutual instead of a surprise at the bottom of a bill.
After hours the authorization question changes shape, and it is handled on the emergency and make-safe response page rather than repeated here.
05Agreements
If you want a standing maintenance agreement
The packet above covers a one-off work order. A recurring agreement adds six things to it, all written per building, and every one of them is something your credentialing file or your AP system will ask about anyway.
- The visit schedule Monthly, quarterly or seasonal, per building, with what each visit includes: walk-through, punch list, photo set and a written report.
- Two thresholds The not-to-exceed figure for work done on the visit itself, and the approval limit above which an item comes back as a separate work order. Both are your numbers, written into the agreement.
- How a work order flows from a visit An item above the threshold becomes a written scope with exclusions and a price, referencing the visit report it came from, and waits for approval from the person the agreement names.
- The change-order path The same rule as everywhere else on this site: a scope that moves goes back in writing and waits for a yes.
- Pricing By agreement, per building. What a visit costs and what the thresholds are live in the agreement, not on a website. Work orders are priced against their own scope.
- The paper Your MSA or vendor agreement, the certificate and endorsements above, and invoices that carry the agreement reference and the visit or work order they belong to.
What an agreement does not include
- A response-time commitment. The agreement sets a calendar. Emergency calls run on the emergency page’s terms and carry no published window.
- HVAC, electrical or plumbing, or the roof surface. The scope line holds on a scheduled visit exactly as it does on a work order.
- A published price. Terms depend on the building and are written once we have walked it.
06Responsibility
What we take responsibility for
Four lines, listed as scope rather than as a menu. If it is on this list, it is ours to answer for.
Interior repairs and build-out
Partitions, drywall, doors and hardware, finish carpentry, paint. The lane a facilities manager buys most often. Interior repairs and build-out.
Emergency and make-safe response
Water intrusion, storm damage, board-up, securing a building after hours. The authorization note above covers how a call gets approved.
Grounds, lot and exterior cleaning
Pressure washing, striping, debris, snow and ice. Grounds, lot and exterior cleaning.
Building envelope
Gutters, flashing, sealants, masonry patch, siding. Building envelope repair.
07Referrals
What gets referred, and why
Worth reading before it is written into an on-call agreement.
Handled by the right specialist
- HVAC, electrical and plumbing. These stay with licensed specialists in that trade. When a call turns out to be one of the three, we say so up front and get the right person on it rather than accepting the work order and figuring it out later.
- Anything we cannot stand behind. A capability list longer than what we can actually deliver is not positioning; it is a claim we would have to walk back on your property, in front of your tenant.
Where the roof line falls
If it is the roof surface or a roof system, it is not ours. Gutters, flashing, sealants, masonry and siding, the rest of what keeps water out of the building, are ours. Roof surfaces and roof systems go to a separate roofing company.
On-call maintenance agreements routinely carry a roofing line item, so it is better settled now than argued about the week it rains.
08In writing
How we run a job, in writing
Central Property Services is a new entity. There is no project list on this page and no client logos, because nothing exists yet that would honestly belong in either. What does exist is a process, and a process is something you can hold us to today.
- Authorization first. Nothing starts without a purchase order, a work order, or written approval from the person you named. We record who authorized it and what they authorized.
- Scope in writing before a price. Step by step, with the exclusions listed alongside it. What is not included is stated up front rather than discovered on site.
- Change orders before the work, not after. If the scope moves, it goes back to you in writing and waits for a yes. Verbal extras do not appear on an invoice.
- Documentation as we go. Condition before, work performed, condition after, kept with the job file and available with the invoice.
- The invoice matches the paper. It carries your PO or work-order number and prices the approved scope. If it was not on the approved scope, it is not on the invoice.
- Closeout in plain language. What was done, what was not, and anything we saw that you will want in next year’s budget.
What this process does not include
- Work started on a verbal, at any hour.
- A price for anything outside the scope you approved.
- A promised credentialing turnaround. We will start the endorsement request the day your requirements arrive and tell you when the agent confirms. We will not name a date we do not control.
09Vendor setup
Start vendor setup
Eight questions. Each one removes a round trip that otherwise costs days of carrier time or approval time. If something does not apply, say so and move on; a half-filled form still gets a real answer.
Call to start the vendor file
There is no intake form here yet, and we are not going to show you one that goes nowhere; you would be waiting on a reply that was never coming. Call, and we will send the packet the same way your credentialing process wants it.
Documents go to a named person at your company, not to a public download. Tell us who, and how they want to receive them.
What we will need from you
Most of this is already written down somewhere in your process. Reading it to us once is faster than three rounds of email.
- The managing company The exact legal entity name: the one that has to appear on the certificate, not the trading name on the sign.
- The property or portfolio Name and address, and whether we are covering one building or several.
- How you credential Name the platform (RealPage, Yardi, NetVendor or another), or name the person the packet goes to. That one answer decides where every document is sent.
- Your insurance requirements Limits, and whether you need an additional-insured endorsement, primary and non-contributory, or a waiver of subrogation.
- Exact certificate-holder wording Read it to us character for character. A certificate naming the wrong entity is the most common reason a vendor file stalls, and it is entirely avoidable.
- Who releases work at the property Approval at the corporate level and the go-ahead at the building are often two different people.
- How work gets authorized Work order, PO, a standing not-to-exceed, or a phone call you confirm in writing afterwards.
- The smallest thing on your list right now A first job that is genuinely small is the fastest way for both of us to find out whether this works.
Richmond & Lexington
Where we work
Madison County (Richmond and the surrounding county) and Fayette County (Lexington). Commercial and institutional buildings in both. Service-area business, so there is no walk-in address; we come to the property.
Call (859) 310-1209, or start vendor setup above.