Work Standards & Policies for Vendors

We welcome your association with our company. This agreement lists our vendor policies and standards. Please sign and return the original.

As a vendor used by our company, we look to you to help our jobs run smoothly. If you anticipate a problem not addressed in our plans, or find any code violation to technical problem, please notify us promptly. All bids should be based on a job site visit. Any problem caused by conflicting conditions becomes your problem and your responsibility. All bids must include the sales tax in the bid or state “plus tax”. All bids MUST break down labor, materials, and tax. No prices are to be quoted to tenants.

KEY CHECK OUT:

Vendors hired by Bijou Property Management, Inc. are never allowed to enter one of our managed properties unless they have consent from the resident. Before checking out a key from our office, we will require you fill out a form stating that you received consent from the tenant to do so. IF A TENANT DOES NOT GIVE YOU PERMISSION TO ENTER, YOU DO NOT ENTER.

TENANT RELATIONS:

All your personnel on our job should support our company and speak well of it. You are an integral part of our marketing program. Both of our businesses stand to lose or gain by your job behavior. All tenants are to be treated with respect and consideration. Conversations with tenants should be kept at a minimum to avoid any misunderstandings and information that should not be given to tenants.

WORK COMPLETION:

All vendors must complete work within 10 days of the date of acceptance. If your work schedule does not permit you to do the work within this timeframe, you are to let Bijou Property Management, Inc know immediately as to when the project could be completed. If you are unable to contact the tenant after reasonable attempts, contact the author of the work order. At the author’s discretion, the work order could be closed out. The exception to this would be if the issue is a safety or habitability issue. (i.e. flooding, sewer backup, no heat, etc…)

DELAY OF COMPLETION:

Any job that you have accepted must be completed within 10 days regardless of any delays or problems. If the work cannot be completed within this timeframe, notify the author of the work order. We may have to assign the work order to another vendor. If the work order is assigned to another vendor and your work has begun on the project but not been completed, you will not be compensated for your time or labor on this job. Any materials you have purchased for this job, however, will be reimbursed to you if applicable. Regardless of delay of completions, ALL KEYS MUST BE RETURNED WITHIN 10 DAYS OF CHECKOUT.

ON SITE PROCEDURE:

Upon completion of work, all vendors are to leave the work area clean of dirt and debris and are to remove the material from the site. Any costs to clean the property will be deducted from the most recent billing statement. No trash or garbage is to be left at the property. DO NOT USE THE TOILET FACILITIES – EVEN IN VACANT PROPERTIES! After you have completed work in a property, you must leave notification that you were in the property.

ADD-ON WORK:

Any work requested by the owner, tenants or any other persons must be pre-approved by Bijou Property Management, Inc. Any work that has not been authorized will not be paid. You may proceed with our verbal approval but it must be followed up with a written change to the original work order.

REPORTING CONCERNS:

As a vendor of Bijou Property Management, Inc, we count on you to be our eyes in the property during your time on a job. Any problems you see in the home (i.e. illegal drug use, evidence of smoking, multiple pets, general filth, etc…) should be reported to the author of the work order immediately.

INVOICING:

PLEASE MAKE SURE ALL NOTATIONS ON AN INVOICE ARE LEGIBLE! Itemized invoices must be delivered within 5 days of completion with copies of equipment and parts, receipts, and warranty information, as applicable. Bijou Property Management, Inc. prefers electronic invoices, which can be emailed to office@bijoupm.com. We will also accept written invoices. Invoices are NEVER paid at time of delivery. Any invoice received over 30 days after the work has been completed may result in non-payment of your bill. Bijou Property Management, Inc. does not pay from their operating account, but from a trust account of the owner. Because of this, please understand that we cannot guarantee payment on Friday if there is not enough money in that particular owner’s account. If the total cost of a job, including materials, is to exceed $300, you must get prior permission before completing the work. This permission can be verbal from a Bijou Property Management, Inc. employee. Failure to get permissions will result in no more than a $300 payment of the invoice. All invoices must include items highlighted on the attached sample invoice.

EMPLOYEE CRIMINAL CHECKS:

You must exercise due diligence to NOT send your employees or laborers to work inside the dwelling units at any of our properties if they have a condition or deferred-adjudication history of any crime that may pose a serious potential risk of injury to our residents. This includes (but is not limited to) such crimes as rape, molestation, sexual assault, indecent exposure, indecency with a child, murder and kidnapping. It is YOUR responsibility to determine the best way to exercise that due diligence. All service companies performing work inside any of the dwelling units that Bijou Property Management, Inc. manages MUST comply with this.

ADDITIONAL STANDARDS & POLICIES

ADDITIONAL STANDARDS & POLICIES AY BE INCORPORATED ON A JOB BY JOB BASIS, IF NECESSARY