VENDOR MANAGEMENT CHECKLIST FOR REAL ESTATE

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--- VENDOR IDENTIFICATION & QUALIFICATION ---
[ ] Vendor Name
[ ] Brief Description of Services Offered
[ ] Primary Service Category (Maintenance, Landscaping, Cleaning, Security, Other)
[ ] Years in Business
[ ] Proof of License/Certification
[ ] Geographic Service Area (Local, Regional, National)
[ ] References (Name and Contact Information)

--- BID PROCESS & SELECTION ---
[ ] Number of Bids Received
[ ] Bidding Method Used (Formal RFP, Informal Request for Quote, Reverse Auction)
[ ] Summary of Vendor Proposals
[ ] Scoring Weight for Price
[ ] Scoring Weight for Quality/Experience
[ ] Scoring Weight for References
[ ] Preferred Vendor Selection Justification (Lowest Price, Best Value (Price & Quality), Specific Expertise, Established Relationship)
[ ] Supporting Documents (e.g., Proposal Summaries, Scorecards)

--- CONTRACT NEGOTIATION & EXECUTION ---
[ ] Scope of Services Description
[ ] Service Pricing (Total)
[ ] Payment Terms (e.g., Net 30, Net 60) (Net 30, Net 60, Other)
[ ] Contract Start Date
[ ] Contract End Date
[ ] Renewal Clause (Automatic/Manual) (Automatic, Manual)
[ ] Supporting Documentation (e.g., Quotes, Proposals)
[ ] Property Manager Signature
[ ] Vendor Representative Signature

--- PERFORMANCE MONITORING & EVALUATION ---
[ ] Overall Performance Score (1-5)
[ ] Response Time (Avg. Minutes)
[ ] Project Completion Rate (%)
[ ] Detailed Performance Notes & Observations
[ ] Quality of Work (Excellent, Good, Fair, Poor)
[ ] Date of Performance Review
[ ] Areas for Improvement (Vendor Feedback)
[ ] Supporting Documentation (e.g., invoices, reports)

--- PAYMENT PROCESSING & INVOICING ---
[ ] Invoice Number
[ ] Invoice Date
[ ] Total Amount Due
[ ] Amount Paid
[ ] Payment Due Date
[ ] Payment Method (Check, ACH, Wire Transfer, Credit Card)
[ ] Payment Reference Number (if applicable)

--- INSURANCE & COMPLIANCE VERIFICATION ---
[ ] Insurance Expiration Date
[ ] Certificate of Insurance (COI)
[ ] Liability Insurance Coverage Amount
[ ] Worker's Compensation Coverage? (Yes, No)
[ ] Registered to do business in this state? (Yes, No)
[ ] Notes on compliance review

--- RELATIONSHIP MANAGEMENT & COMMUNICATION ---
[ ] Primary Vendor Contact Name
[ ] Vendor Account Manager Email
[ ] Number of Communication Logs
[ ] Last Communication Date
[ ] Communication Frequency (e.g., Weekly, Monthly) (Daily, Weekly, Monthly, Quarterly, As Needed)
[ ] Summary of Recent Communications

--- VENDOR RISK ASSESSMENT & MITIGATION ---
[ ] Vendor Financial Risk Score (1-10)
[ ] Data Security Risk Level (Low, Medium, High)
[ ] Describe Potential Business Continuity Risks
[ ] Last Insurance Certificate Review Date
[ ] Regulatory Compliance Concerns? (Environmental, Labor, Data Privacy, None)
[ ] Mitigation Plan Summary
[ ] Supporting Documentation (e.g., Risk Assessment Report)

--- END OF TEMPLATE ---
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