New NEW SUPPLIER PACKET Enrollment Instructions

Transcription

1 New NEW SUPPLIER PACKET Enrollment Instructions

2 Thank you for your interest in Greystar Real Estate Partners! Greystar uses a third-party, Compliance Depot, to perform supplier credentialing, and due diligence, before a supplier begins a working relationship with Greystar, or a Greystar-managed community. Approved suppliers, in the Greystar directory of Compliance Depot, are authorized to offer services to communities owned and/or managed by Greystar nationwide. Follow the steps below to begin Compliance Depot enrollment and screening process: 1. Contact Compliance Depot at Company information and an annual Compliance Depot enrollment/subscription fee, are required. Each supplier is asked a series of questions to determine the company s industry or area of service, screening criteria and enrollment requirements. 2. Submit documents to Compliance Depot via at documents@compliancedepot.com, via fax to , or online at Compliance Depot will provide a username and password to during enrollment. Please do not send documents or the Compliance Depot enrollment fee to Greystar or the Greystar community. ENROLLMENT CHECKLIST On-site & Off-site Suppliers Supplier Services Agreement, sign and date. (page 3-4) Applicable Licenses (i.e. an electrician requires an electrical license) W-9, provide a legible copy, signed and dated, include the remit (payment) address legibly on the W-9. Insurance requirements vary by industry/type of service each supplier provides. A Sample Certificate of Insurance (COI) is provided for each risk level, in this packet (see page 5-10). On-Site Suppliers Only Contact Compliance Depot at to determine which sample COI applies, based on the company s industry, then provide the appropriate sample COI to your insurance provider. Discuss coverage limits adjustments and verbiage requirements with your insurance provider. General Liability Insurance Excess General Liability Insurance Auto Liability Insurance Worker s Compensation Insurance Additional Insured Endorsement 3. Recommendation Status Each company s status begins as Not Enrolled, after initial setup, in the Greystar directory of Compliance Depot. The goal is to achieve and maintain an Approved status, annually. Use the Compliance Depot username provided, to regularly review your company s compliance status, for Greystar at and complete any incomplete tasks. 4. Approved Suppliers may solicit services, on a per community basis, and can request a list of actively managed Greystar communities by contacting suppliers@greystar.com. Suppliers are hired at the community level, by the Community Manager. We recommend including the company s 6-digit Compliance Depot Vendor ID on all communication sent to the Greystar. DISCLAIMER: An Approved status does not guarantee being hired for work and does not designate any company as a member of the Greystar Preferred National Partner Program. Therefore, Greystar (both its name and logo) cannot be used in any marketing material, collateral website and/or other publications, without our prior written permission. 1

3 CLOSED CATEGORIES Compliance Depot enrollment is not recommended for suppliers in the following lines of service, due to existing Greystar national contracts, and preferred national partnerships, in place. As a result, opportunities for work, in the following industries are significantly less than others nationwide: Appliance Sales & Rental Brochures Copier Sales & Leasing Collection Services Computer Supplies Fitness Equipment Data Destruction Filtered Water Maintenance Supplies Flooring Paint Supplies Pest Control Office Supplies Payroll Services Utility Billing Resident & Employee Screening Security Services Waste Services Signage & Marketing Tools OPS TECHNOLOGY Over 50% of Greystar managed communities use OpsTechnology for electronic invoicing and expense management. It is strongly recommended that each supplier become an electronic invoicing supplier in OpsTechnology. For information on how to register with OpsTechnology, after completing Compliance Depot enrollment, contact suppliers@greystar.com. PAYMODE-X Many Greystar suppliers also use Paymode-X for electronic payments, via ACH, in lieu of receiving a physical check. Suppliers report up to 10 days faster, receipt of payment. It is strongly recommended that each supplier enroll in Paymode-X. For more information, visit: Frequently Asked Questions: If the answer to your question is not listed below, contact Compliance Depot at for assistance. Q: What does the Compliance Depot enrollment fee cover? A: Annual Compliance Depot subscription fee covers extensive screening procedures for Greystar including, but not limited to: background and criminal checks; government watch list searches, professional license verification, liens/judgments/bankruptcies, and Tax ID number verification. Q: I have already enrolled with Compliance Depot and am an approved supplier for a different Compliance Depot client. Why do I need to enroll for Greystar too? A: Each management company has different compliance requirements. Complete the enrollment process for Greystar to ensure that your company meets Greystar-specific standards and requirements. Q: How long does it take Compliance Depot to process documents? A: Approximately 3 business day. This process restarts each time a new document is submitted for review. Q: I have submitted all of my documents but I am still not Approved, what should I do? A: Contact Compliance Depot at at , reference your 6-digit Compliance Depot Vendor ID#, to determine what items are outstanding or log in to using username and password provided at initial setup. Q: What does it mean when my Additional Insured Endorsement verbiage is incorrect? A: It is required that the statement or verbiage Greystar Real Estate Partners, LLC, its affiliates, and the ownership entities of their owned or managed communities be added to your insurance policy as an additional insured on the Additional Insured Endorsement page of the insurance policy. The endorsement, or additional insurance form, shows proof that your agent has added Greystar as an additional insured to your policy. It must be attached to your policy and reflect this statement exactly as shown in the sample provided. 2

4 GREYSTAR SUPPLIER SERVICES AGREEMENT (hereafter Supplier ) agrees to provide goods and/or services to owners of communities (hereafter Owners ) managed by Greystar Real Estate Partners, LLC. and/or its affiliates (hereafter Greystar ), as agent for clients under management contracts. Supplier is an independent contractor of one or more Owners and not an agent or employee of an Owner or Greystar. As a supplier providing goods and/or services to Owner, Supplier understands that Greystar is the property manager on behalf of Owner, and accordingly Greystar shall have no liability for obligations of the Owner. Supplier agrees to look solely to Owner for payment of goods and/or services and for interest and collection of fees incurred by Supplier in making collection of any sums that are due and payable. Greystar is not liable and is not to be held liable for the payment of any invoice for charges rendered to any community or to the Owner, and Greystar is not a guarantor for any indebtedness owed to Supplier related to any community. Supplier agrees to the following terms: Supplier Requirements: Supplier must have a W-9 and any applicable professional licenses on file with Compliance Depot. If Supplier provides any type of good and/or service which requires it to send a representative to a community, Supplier must also have one or more current certificates of insurance on file with Compliance Depot; the amounts of coverage are detailed on the Supplier Checklist that Supplier has been provided. The certificate(s) of insurance must be accompanied by an additional insured endorsement for the general liability policy which includes, among others, Greystar Real Estate Partners, LLC, its affiliates, and the entities that own the communities managed by Greystar as additional insureds. Any applicable excess/umbrella policy is to be issued on a follows form basis. All coverage shall be primary and non-contributory. A waiver of subrogation shall apply in favor of the aforementioned parties on all policies as permitted by law. The certificate(s) of insurance must remain current and any lapse in coverage will result in the termination of future purchases of goods and services and any other remedies to which the applicable Owner and/or Greystar are entitled. Annual renewal with Compliance Depot is a requirement of continuing as a Greystar approved supplier. Supplier s Property: Supplier will be responsible for insuring all personal property including personal property of its employees and all materials and equipment brought onto any community. Background Screening of Workers: Supplier agrees to regularly perform commercially reasonable background screens on any employees, laborers, or subcontractors who perform work within property boundaries and inside dwelling units and to not place any such employees, laborers, or subcontractors who have a history of criminal convictions or deferred-adjudication or pose a potential threat or risk of injury to residents and others. Unacceptable criminal history might include, but is not limited to, crimes such as molestation, sexual assault, indecent exposure, indecency with a child, murder or kidnapping. Supplier also agrees to comply with Immigration and Customs Enforcement (ICE) regulations. Supplier understands that it has a duty to use responsible hiring practices and acknowledges Greystar s policy regarding the background screening of its labor force. Fair Housing Policy: Supplier agrees to treat all staff, residents, prospective residents and their guests in a fair, professional manner without regard to race, color, religion, sex, familial status, handicap or national origin and in accordance with all jurisdictional guidelines, and that it will train its employees to adhere to the same anti-discrimination practices. Supplier understands that failure to adhere to Greystar s Fair Housing Policy and the Fair Housing Laws will result in the termination of its relationship with Owner and Greystar. Supplier understands Greystar s Fair Housing Policy, and Supplier is committed to complying with that policy. Workers Compensation Requirements: Supplier understands that Greystar, on behalf of Owner, requires worker s compensation coverage for all suppliers regardless of state regulations, except for suppliers who are sole proprietors with no employees. Suppliers categorized as off-site are not required to provide proof of worker s compensation insurance. Employees, agents or sub-contractors of Supplier agree to conduct themselves in a professional and ethical manner in all dealings with Owners, Greystar, and their respective agents and employees. Supplier acknowledges and understands that Greystar has a policy prohibiting bribes, commissions or financial incentives of any kind. 3

5 INDEMNIFICATION: To the fullest extent allowed by law, Supplier shall indemnify, save harmless, and defend Greystar Real Estate Partners, LLC, its affiliates, Owners, and their respective officers, directors, managers, employees, agents, and representatives (hereafter the Indemnified Parties ) from and against any all suits, actions, legal proceeding, claims, demands, damages, costs, and expenses of whatsoever kind or character (including but not limited to attorney's fees and litigation expenses) caused by, in connection with or arising from work performed by Supplier, materials or goods supplied by Supplier, or any wrongful acts or omissions, fault, negligence or breach of Supplier, or of anyone acting on Supplier s behalf (including, but not limited to, subcontractors of Supplier and the employees and agents of any of the foregoing), regardless of whether it was caused in part by the passive conduct, vicarious negligence, or implied omission of any Indemnified Party. However, this indemnity will not extend to any loss, damage, or expense arising out of the actions and sole gross negligence, willful misconduct or criminal acts of the Indemnified Parties. Such obligation shall not be construed to negate, or abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or persons described in this paragraph. Supplier s obligations shall continue without limitation as to time, notwithstanding the extinguishment of other rights and duties under this contract by completion, termination, or any other manner. Compliance with Anti-Corruption Laws: Supplier represents, warrants and agrees that it has complied, and shall comply, with all Anti- Corruption Laws and shall not intentionally cause itself, an Owner, or Greystar, or any of their respective officers, directors, and employees to violate any Anti-Corruption Laws. Supplier agrees that it shall not make, and it shall not cause or intentionally permit any person or entity acting on its behalf or on behalf of an Owner to make, any expenditure for any unlawful purposes in the performance of its obligations under an agreement and in connection with its activities in relation thereto. Supplier agrees that it shall not make, and it shall not cause or intentionally permit any person or entity acting on its behalf or on behalf of an Owner to make, any offer, payment or promise to pay, authorize the payment of any money or offer, promise or authorize the giving of anything of value, to (i) any government official; or (ii) any other person or entity while knowing or having reason to know that all or a portion of such money or thing of value will be offered, given, or promised, directly or indirectly, to any such government official or to any other person for the purpose of (A) improperly influencing any action or inaction or decision of any government official in his, her or its capacity, (B) inducing any government official or other person to act in violation of his, her or its lawful duty, (C) securing any improper advantage or (D) improperly persuading any government official or other person or entity to use his, her or its influence with any governmental authority or any government-owned entity to effect or influence any act or decision of such governmental authority or government-owned entity. Supplier agrees that it shall not, and it shall not cause or intentionally permit any person or entity acting on its behalf or on behalf of an Owner to, give, offer, pay, promise to pay, receive, or authorize the payment of a financial or other advantage, to any person or entity, whether or not a government official, with the intention to induce the improper performance or non-performance of a duty or obligation. Supplier shall provide products and services in compliance with all applicable federal, state, and local laws, ordinances, codes, rules and regulations, including, without limitation, all environmental health and safety Laws relating to (i) the use or disposal of any materials, products, by-products, substances and pollutants now or hereafter designated or regulated under any environmental, health, or safety Laws, and/or (ii) the giving and/or posting of notices or signage relating to such use or disposal. Office of Foreign Assets and Control (OFAC): Supplier represents and warrants that it is not: (i) a person or entity that is listed in the Annex to, or is otherwise subject to the provisions of, Executive Order No on Terrorist Financing (effective September 24, 2001); (ii) a person or entity owned or controlled by, or acting for or on behalf of any person or entity that is listed in the Annex to, or is otherwise subject to the provisions of, Executive Order No ; (iii) a person or entity that is named as a specifically designated national or blocked person on the most current list published by the U.S. Treasury Department s Office of Foreign Assets Control at its official website, (iv) a person or entity that is otherwise the target of any economic sanctions program currently administered by the U.S. Treasury Department s Office of Foreign Assets Control; or (v) a person or entity that is affiliated with any person or entity identified in the foregoing clauses (i), (ii), (iii), or (iv). Severability: Each provision of this Agreement is intended to be severable. If any term or provision hereof or the application thereof to any party or circumstance shall be determined by a court of competent jurisdiction to be illegal or unenforceable for any reason whatsoever, such term, provision or application thereof shall be severed from this Agreement and shall not affect the validity of the remainder of this Agreement or the application of such term or provision to any other party. 4

6 Attorney s Fees & Costs: Should any party commence an action to enforce or to interpret the terms and conditions of this Agreement, the prevailing party in such action shall be entitled to recover the costs and expenses of such litigation, including reasonable attorney s fees, whether such costs and attorney s fees are incurred in a trial court, appellate court, or in an arbitration proceeding. Governing Law and Venue: This Section applies only to suits, actions or other proceedings which name Greystar and/or its affiliates as a party. The supplier or property owner may file an action related to this Agreement in any appropriate venue outside the State of Texas so long as neither Greystar nor any of its affiliates are named as a party to such action. This Agreement shall be governed by and construed in accordance with the laws of Delaware without reference to its principles of conflict of law to the extent such principles would require or permit the application of the laws of another jurisdiction. The parties hereto each hereby irrevocably submit to the exclusive jurisdiction of any state or federal court sitting in Dallas County, Texas for any suit, action or other proceeding arising out of or based upon this Agreement. Third-party Beneficiaries: Supplier acknowledges and agrees that the direct and indirect owners of the properties managed by Greystar are intended to be third-party beneficiaries of this Agreement and Supplier will not challenge the enforceability of this Agreement. Supplier s signature indicates acknowledgement of receipt and agreement with the above terms. Violation of any terms of this agreement will result in the termination of approval to perform work for Greystar, its agents or employees. Signature of Supplier Date Print Name/Title Supplier Name and Address Send a signed copy of this agreement, and required supporting documents to Compliance Depot via fax at or documents@compliancedepot.com. 5

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11 ADDITIONAL INSURED ENDORSEMENT SAMPLE GREYSTAR REAL ESTATE PARTNERS, LLC, ITS AFFILIATES, AND THE OWNERSHIP ENTITIES OF THEIR OWN OR MANAGED COMMUNITIES Any site where work is performed by the named insured or on behalf of the named insured in the U.S. 10