ContractVendors and enforcement

Vendor Services Contract

~40 minutes to fill in · 624 words · state notes for FL, CA, TX, AZ, NV, OR, WA

You picked a vendor — after getting multiple bids and confirming they are licensed, bonded, and insured — and want the work on the association's paper instead of the vendor's one-page proposal. Attach the winning bid as the scope exhibit. Don't be cheap: fix things once and fix them right — this contract exists so quality, not just price, is enforceable. For projects over roughly $[25,000] or anything structural, have your attorney review before signature.

Before you use this:Replace every [BRACKETED] placeholder, check the state note for your state below, and have your association’s attorney review anything you intend to sign or send. This is a reference document, not legal advice.

1. Parties, scope, and term

This Services Contract (the “Contract”) is made as of [DATE] between [ASSOCIATION NAME] (the “Association”) and [VENDOR LEGAL NAME], [STATE] license no. [LICENSE NUMBER] (the “Contractor”).

Scope of work: The Contractor shall perform the services described in Exhibit A (the Contractor's proposal dated [DATE], as modified by this Contract) at [COMMUNITY NAME / SPECIFIC LOCATIONS]. Where Exhibit A conflicts with this Contract, this Contract controls.

Term: [One-time project to be completed by [DATE] / Recurring services from [START DATE] to [END DATE], with service frequency of [SCHEDULE]]. Time is of the essence.

2. Price and payment

Contract price: $[AMOUNT] [fixed / per month / per the unit-price schedule in Exhibit A]. No change orders, extras, or price adjustments are payable unless approved in advance in a writing signed by a board officer.

Payment terms: [Net 30 after invoice and board or manager verification of completed work]. For projects: [10]% retainage held until final completion, punch-list closure, and delivery of final lien releases. No deposit exceeding [10]% [or the lower amount your state's contracting law allows] will be paid before work begins.

3. Licensed, bonded, and insured — conditions of payment

Before starting work and throughout the term, the Contractor shall provide and maintain:

An active [STATE] contractor's license in the classification required for the work (verify per the state note attached to this template)
Commercial general liability insurance of at least $1,000,000 per occurrence / $2,000,000 aggregate, naming the Association as ADDITIONAL INSURED, with a certificate of insurance delivered before mobilization and at each policy renewal
Workers' compensation covering all personnel on site, as required by law
Auto liability of at least $[1,000,000] combined single limit for vehicles used on site
[License/payment/performance bond of $[AMOUNT], for projects where the board requires bonding]

Lapse of any required license or coverage suspends the Contractor's right to be on site and to be paid until restored. The Contractor shall not subcontract without written Association approval; approved subcontractors must meet the same insurance requirements.

4. Performance standards

Response times: routine service requests within [48 hours]; urgent issues affecting safety or property within [4 hours], 24/7 line: [PHONE]
Work quality: materials new and of the specified grade; workmanship per industry standard and applicable code; permits obtained by the Contractor where required
Site conduct: work hours [HOURS/DAYS], daily cleanup, no blocking of resident access without notice, identifiable uniforms or badges on all personnel
Warranty: all work warranted against defects in materials and workmanship for [ONE (1) YEAR] from completion; the Contractor shall correct warranty defects within [14] days of notice at no charge
Supervision: the Association's contact is [NAME/ROLE]; the Contractor's supervisor is [NAME/PHONE]

5. Integrity, indemnity, and termination

No gifts or kickbacks: the Contractor shall not give, and the Association's board members and manager shall not accept, any gift, discount, commission, or other thing of value in connection with this Contract. A violation is grounds for immediate termination.

Indemnification: the Contractor shall indemnify, defend, and hold harmless the Association, its board, members, and manager from claims, damages, liens, and costs (including reasonable attorneys' fees) arising from the Contractor's work, except to the extent caused by the Association's own negligence. The Contractor shall keep the property lien-free and deliver lien releases with each payment where applicable.

Termination: the Association may terminate (a) for convenience on [30] days' written notice, paying only for work satisfactorily completed; or (b) for cause immediately if the Contractor fails to cure a documented performance failure within [10] days of written notice, or immediately without cure for loss of license or insurance, abandonment, or an integrity violation.

Governing law: [STATE]; venue [COUNTY]. This Contract and its exhibits are the entire agreement.

ASSOCIATION: [ASSOCIATION NAME] By: ____________________ [NAME], [OFFICE] · Date: ________

CONTRACTOR: [VENDOR LEGAL NAME] By: ____________________ [NAME], [TITLE] · Date: ________ License no.: [NUMBER] · [STATE]

State notes