If you need to contract out services to an outside vendor please follow the below guide.

 

Finding an Approved Vendor:

 

 A list of approved vendors may be found in Vendor Shield under the Yardi Role APM Vendor Cafe.   

 

Use the Search Function to find a Vendor by name or code 

 

Or

 

By Category 

 

 

 

Vendor Shield maintains records of vendors including certificates of insurance and W-9s. All vendors must be approved prior to contracting for services. Vendor Shield may also be used for requesting and comparing bids.

 

You can view the Vendor's Compliance Status by completing the search above , clicking on the Vendor Name or using the blue hyperlink under Active Vendors 

 

You can then view the Vendor Status

 

What do I do if the Vendor is not on our list and I want to use them at the property ?

 

 Should a unapproved vendor visit your property and request to be added to the vendor list, please note the following:

•     The Vendor may submit an request for approval by your Portfolio Manager to be added to the Vendor List. Vendors must complete compliance requirements before beginning any work at the property.  This process can take 3 days to 3 weeks depending on the responsiveness of the vendor and vendor's insurance agent. 

 

•    Once the request has been approved by your portfolio manager please submit a request using a help desk ticket type : New Vendor Invite ( see detailed guide with the blue hyperlink)

• Include the following information for Vendor Set Up
  ·    Vendor W-9
  ·    Vendor Name
  ·    Vendor Address
  ·    Vendor Compliance Contact  Email ( this is typically the vendor's accounts receivable contact)
  ·    Vendor Compliance Contact Phone Number

 

What do I do if my request to add a Vendor is denied?

 

 If your portfolio manager rejects the request to add a new vendor it is likely because we have existing vendor relationships in the service or supply category with negotiated rates. Please inform the vendor that they are welcome to provide information which you will keep on file for consideration when our vendor list is reopened. This occurs annually in July.

 

Example vendor email:

 

Dear ""

Thank you for your interest in partnering with our community. At this time Affinity Property Management is not accepting new vendors in your service or supply category in this region.  We will keep your information on file for consideration once the vendor list is reopened.  We do evaluate our vendor relationships every July.  We appreciate the outreach and look forward to speaking with you again once the vendor list is reopened.

 

Best Regards, 
 

 

Client Requested Vendor

 

From time to time the client may have a vendor they wish to partner with that is not currently approved in our system.  We will work to expedite the compliance process, please request a copy of the following and submit directly to your accounts payable contact, accountant and portfolio manager. 

 

Documents needed

• Copy of certificates of insurance
• Copy of W-9
• Vendor Contact Information

 

If insurance information and a W-9 are not available please contact your portfolio manager.  There is a waiver the client will need to execute before payment is issued.