Vendors
Vendor Partnership Requirements
Cadet Property & Association Management, LLC partners with vendors who operate with professionalism, documentation discipline, and compliance-first standards. These requirements protect the Association, residents, and the integrity of our operations.
Our Partnership Approach
We do not pay referral fees; we build value-first partnerships.
1) Minimum Requirements (Non-Negotiable)
Vendors must provide and maintain the following before any work is assigned:
- Active licensing/registration applicable to the trade in Florida (and county/city where required), in the vendor’s legal business name.
- Insurance (COI required before any work begins): General Liability (recommended minimum $1,000,000 per occurrence / $2,000,000 aggregate); Workers’ Compensation (required, or valid exemption where legally applicable); Auto Liability (required if vehicles are used onsite); Professional Liability / E&O (required for professional services such as engineering or consulting).
- W-9 on file (matching legal name and tax ID).
- No subcontracting without written approval. All subcontractors must meet the same requirements.
- Background screening standard for any staff entering units or working around residents (minimum: felony + sex offender screening).
2) Operational Standards (How We Work)
Vendors must be able to meet these operating expectations:
Response time expectations
- Emergency: acknowledge quickly and provide ETA for dispatch
- Urgent: response within 24 hours
- Routine: scheduled within a reasonable business timeframe
Written estimates required
- Before work starts (including scope, exclusions, timeline, and warranty)
Documentation required after work (as applicable)
- Before/after photos
- Clear service notes
- Invoice tied to the approved scope/work order
Communication discipline
- One point of contact
- Updates go through management (no side conversations with board members or residents)
Jobsite standards
- Protect common elements and resident property
- Maintain clean work areas and remove debris
- Respect quiet hours, resident privacy, and site rules
3) Billing & Controls
To prevent surprises and maintain board-defensible controls:
- Not-to-exceed (NTE) limits apply: do not exceed approved amounts without written authorization.
- Invoices must include: property/community name; work order reference (if provided); line-item labor/materials (no vague “repairs”); any trip/after-hours charges disclosed upfront.
- Warranty expectation: workmanship warranty where applicable (trade-dependent).
4) Compliance & Risk
Compliance-first standards protect the Association, residents, and operations.
- Comply with applicable codes, manufacturer specifications, and permit requirements.
- May be required to list the Association (and/or Cadet Property & Association Management, LLC) as Additional Insured when appropriate.
- Protect confidentiality: do not share resident information, access codes, security details, or sensitive site information.
How to Apply
Join our vendor network
To be considered for our vendor network, submit the following items.
- Company legal name and contact information
- Trade(s) and service area
- License(s)
- Certificate of Insurance (COI)
- W-9
- Rate sheet (standard and after-hours)
- Emergency availability (yes/no)
- 2–3 references (communities or commercial clients)
Submit to
[email protected]Subject line
Vendor Partnership [Company Name] [Trade]
Note: No work is assigned until licensing, insurance, and documentation are verified.