VENDOR INFO, STANDARDS AND REQUEST

The most important partnership in Property Management

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Holland Properties, Inc. manages hundreds of properties in the Portland metro area.  We primarily serve single family homes, duplexes, individual condos and the like.  We do not manage any retail, commercial or manufacturing space.  We only do one thing: residential property management.


We consistently strive to improve the level of service we provide to owners and residents so we want to have the best vendors.  Just like you would not build a house all by yourself we do not employ all the trades and specialists necessary to maintain all the homes we manage.  We need the expert and professional help of the best in our community.


Sometimes tenants have more contact with vendors than they do with the staff in our office.  Other times owners pay vendors more money than they pay us, as in the case of a new roof, home painting or flooring project.  As such, vendors are an extension of the service we provide to our tenants and property owners.


Because of the important services that vendors provide our clients, it is critical that we have the best in the industry to partner with. Please read below what makes a great vendor, our vendor requirements, the resources and forms we have available for you and at the bottom is a contact form to reach out to us.

Why do vendors love working with us?

Vendors can choose to work with whichever customers they want.  When they choose to work with us they are making a great choice.  Here are a few of the reasons:
  • We are a large company that will be able to offer consistent work
  • Our maintenance department has done what you do and understands the challenges
  • Our staff is friendly and has a sense of humor
  • We manage properties in great condition so you arent working in terrible properties
  • We use sophisticated automated systems for work orders and billing
  • Pay is electronic so no waiting for checks
  • When you are one of our vendors you are a member of our team
  • We refer our vendors to property owners, tenants and other vendors so even more work comes your way

What makes a great vendor?

First off let's be clear that a great vendor is usually not the cheapest vendor. It is important that the property owner understand that there is so much more to choosing the right vendor than simply what they will cost and it is important that the vendor understand that we are more interested in quality of work rather than cost of work.  The job should be done right the first time with zero callbacks.


It is also critically important for our tenants that they know that the vendor who enters their home is fully screened and verified.  They also need to know that, if they wish to be at home while the work is done, it wont be an undue commitment of time on their part.  Again, the job should be done right the first time with zero callbacks.

We want vendors that are:

 

  • Registered, Licensed and Bonded
  • Complete professional grade work
  • Have experience and can be depended on
  • Have a quick response time to work orders
  • Have great communication including timely billiing
  • Know or will learn basic fair housing rules and rights of access rules
  • Will take before and after pictures
  • Are leaders in their field

 

It all starts with trust and a strong working relationship. Things may not always go right, but when there is an honest difference of opinion or issue, both companies can work well together toward a solution.

Complete Vendor Requirements

Thank you so much for your interest in becoming an approved vendor. We appreciate having honest, punctual, and committed vendors who respect all parties involved. We believe that communication is the key to success. Here are some of our expectations, so please review them before completing the contact form.


 

  1. Certificate of Liability Insurance updated annually with Holland Properties listed as additional insured.
  2. Current IRS W-9 on file with us.
  3. We expect consistent pricing - i.e. the same charge for the same work done on two different properties.
  4. Tenants must be contacted within 24 hours of referral to your company to schedule work.
  5. We provide and expect you to use our appfolio vendor portal. 
  6. Photos are required before, during, and after the assigned work, including photos of the part replaced as well as photos of the new part.
  7. Change orders over a certain amount must be approved by our Maintenance Coordinator.
  8. Vendors need to be discreet and not disclose any information to the tenant.  Refer tenant inquiries to the Maintenance Coordinator. If an issue is brought to your attention or you notice something of concern, this information should be directed to our Maintenance Coordinator.
  9. Vendors are a reflection of the image of our company, professional attire and appropriate shoe covers are required.
  10. Appropriate cleanup and trash removal from the property are required after all work is done. Do not leave trash at the property unless approved by the Maintenance Coordinator.
  11. Legible invoices must be submitted within 10 business days. Invoices must include:
  12. The warranty information included with the work
  13. Signature of the tenant as acknowledgement of the work being done, if available
  14. In layman's terms, itemization of the work done
  15. Before, during, and after photos
  16. Invoice number and/or work order number
  17. Amount due and terms

 

Vendor Resources and Forms

Vendor W9 Form Submit Vendor ACH

Are you ready to join our team?

Does your company fit the above description of what we consider to be a great vendor.  Do you want to work with the best property manager in the Portland Metro area?  Complete the form below and we will reach out to you or keep you in our records for the future.  We look forward to hearing from you.

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