Dear New Vendor:
We welcome you as a vendor to Kole Management Company. We would like to take this opportunity to go over Kole Management’s guidelines involving accounts payable and our insurance requirements.
Kole Management Company requires that each new vendor complete the following forms before work begins:
Electricity Usage Acknowledgement Letter
Vendor Insurance Questionnaire
W-9
We also require verification of General Liability and Workers Compensation Insurance. If you have General Liability and/or Workers Compensation Insurance, please have your insurance agent furnish Kole Management Company with a certificate. Ask your insurance agent to name Kole Management Company as “Additional Insured” with respect to your General Liability policy. If you do not carry insurance we will deduct the going rates from your check until you purchase insurance. The rates are attached to the following page.
We require a Purchase Order for all services and products. No payments will be made for services or products until a Purchase Order has been included on the invoice.
Kole Management Company writes checks twice a month, usually around the 15th and 30th. Please realize that this does not guarantee that your invoice will be paid accordingly. Contact the Apartment Property Manager with any questions regarding any unpaid invoices.
We are looking forward to working with you. If you have any questions regarding this policy please contact the Director of Administration.
Thank you,
Kole Management Company
12409 Largo Drive, Savannah, Georgia 31419 Office (912) 925-4811 Fax (912) 927-4372
Dear Vendor,
We appreciate the services you are providing Windsor Arms Apartments. I hope you enjoy working for our community.
We have seen much higher electricity bills in recent months. Controlling costs is a very important part of my job, as I am sure it is for you in your business. Here at Windsor Arms we have found that electricity usage in our vacant units is not well controlled.
I want to make sure you are aware of Windsor Arms’ policy on electricity usage while you and your staff are working in our vacant units.
1)Do not turn on the water heater double breaker.
2)Only turn on lights in the room you are working in at the moment.
3)If you turn on the heating and air conditioning, in the summer do not set the thermostat lower than 74 degrees and in the winter do not set the thermostat higher than 68 degrees.
4)If the weather is mild outside, open doors and windows to change the temperature in the vacant unit.
5)When leaving the vacant unit, turn off all double breakers you have turned on and make sure all the lights are off.
I hope you can cooperate with us in our efforts to conserve electricity. Please inform your staff of these guidelines. We expect each of your staff to understand, know, and follow these guidelines.
As you can see, I have included a place on the bottom of this letter for you to sign. We will keep a copy of this letter signed by you in our files, in case any questions arise. Please let me know if you have any questions or comments.
Sincerely,
Property Manager
KOLE MANAGEMENT COMPANY
VENDOR INSURANCE WITHHOLDINGS
Workers Compensation Insurance is figured on the labor only. General Liability Insurance is figured on the total amount of the invoice.
Job Description W/C G/LSwimming Pool$5.61 $4.62
Carpentry-light$5.29 $7.68
Job Description W/C G/L
Apartment Cleaning / $5.17 / $2.16Brick Mason / $5.17 / $1.73
Carpet Cleaning / $5.17 / $1.39
Carpet & Vinyl Installation / $9.03 / $1.73
Drywall / $5.17 / $3.26
Electrician / $4.73 / $1.27
Fence Installation / $5.17 / $2.66
Painting / $5.17 / $3.26
Pest Control / $5.17
Pick-up Grounds / $5.17 / $2.16
Plumber / $5.67 / $3.58
Underground Sprinkler Installation / $5.67 / $3.58
Vinyl Siding Installation / $15.80 / $1.62
Wallpaper / $5.17 / $3.26
Window Cleaning / $5.17 / $3.32
*PRICES ARE PER $100
*Roofers must have their own insurance coverage
KOLE MANAGEMENT COMPANY
VENDOR INSURANCE INFORMATION QUESTIONNAIRE
Company NameDate
Owner or Principal of Vendor
AddressWork Phone()
CityStateZip Code
Services you provide
Properties work will be supplied to
Are you a family member or friend of an employee of Kole Management Company?
If yes, who?
If you have General Liability Insurance and/or Workers Compensation Insurance, please have your insurance agent name KOLE MANAGEMENT COMPANY as “ADDITIONAL INSURED” with respect to your General Liability Policy. Have your agent as soon as possible furnish Kole Management Company with this certificate, but no later than 15 days from the completion date of this form. We will deduct for insurance until we receive a current, valid certificate of insurance from your insurance agent. Please tell your agent, when requesting a certificate to make the Certificate Holder out to the following:
Kole Management
ATTN: Alisa Newsome
1719 Abercorn Street
Savannah, Ga31401
FAX (912)232-6770
Do you have insurance for General Liability (Yes/No) Workers Compensation (Yes/No)?
Circle One Circle One
If you do have insurance, what is your insurance agent’s name?
What is your insurance agent’s contact information?
Insurance Company Name
Office number ()Fax number ( )
INDEPENDENT CONTRACTOR STATEMENT
I,and my company,
Print Your Name Print Company Name
am an independent contractor and work for a variety of companies. My employees and I are not employees of Kole Management Company or any of its subsidiaries. I set my own schedule, provide the tools I need to do the work of my trade. I set the prices I expect to receive for the work performed. I hire and pay any additional staff I need to perform this work. I am responsible for paying all payroll and FICA taxes on my employees or myself. If I do not have General Liability Insurance, I acknowledge that I am responsible for any occurrences of damage caused directly or indirectly by my employees or myself while working on a Kole Management Property. If I do not have Workers Compensation Insurance, I acknowledge that I am responsible for accidents and injuries occurring to my employees or myself under the laws of the State of Georgia, regarding Workers Compensation.
SignatureDate