======================================================================== [ASSOCIATION NAME] — VENDOR / CONTRACTOR SERVICE AGREEMENT For maintenance, repair, or improvement work on association property Free template from The HOA Guide — thehoaguide.com ======================================================================== SECTION 1 — PARTIES Association name: __________ Address: __________ Contact person: __________ Title: __________ Phone: __________ Email: __________ Contractor / vendor name: __________ Business address: __________ Contact person: __________ Title: __________ Phone: __________ Email: __________ State license number (if applicable): __________ Federal tax ID / EIN: __________ SECTION 2 — SCOPE OF WORK Describe all work to be performed (attach additional pages if needed): __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Work location(s) within the community: __________ Materials to be supplied by: [ ] Contractor [ ] Association [ ] Both (see detail below) Material details: __________ Permits required: [ ] Yes — obtained by: [ ] Contractor [ ] Association [ ] No [ ] Unknown — contractor to confirm before work begins Change orders: Any change to the scope, schedule, or cost requires written approval from the association's authorized representative before work begins. SECTION 3 — TERM AND RENEWAL Start date: __________ Estimated completion date: __________ Contract type: [ ] One-time project — ends on completion and final acceptance [ ] Ongoing service — term of _____ months, beginning __________ Renewal: [ ] Automatically renews for successive _____ month terms unless either party gives _____ days' written notice before expiration [ ] Does not auto-renew — new agreement required for additional work SECTION 4 — COMPENSATION AND PAYMENT SCHEDULE Total contract price: $__________ [ ] Fixed price [ ] Time and materials — not to exceed $__________ Payment schedule: [ ] Lump sum on completion [ ] Progress payments as follows: _____ % ($__________) due upon signing _____ % ($__________) due at midpoint / milestone: __________ _____ % ($__________) due on final completion and acceptance [ ] Monthly invoicing — due within _____ days of invoice date Retainage: _____ % held until _____ days after final acceptance Late-payment interest rate: _____ % per month (if applicable) Invoices submitted to: __________ Invoice method: [ ] Email [ ] Mail [ ] Online portal SECTION 5 — INSURANCE REQUIREMENTS Contractor must provide a certificate of insurance (COI) before work begins. Minimum coverage required: General liability: Per occurrence: $__________ Aggregate: $__________ Workers' compensation: [ ] Required — statutory limits [ ] Not required (sole proprietor with no employees — attach waiver) Commercial auto (if vehicles used on site): Combined single limit: $__________ Umbrella / excess liability (if applicable): $__________ [ ] Association must be named as additional insured on all policies [ ] COI must include a _____ day notice-of-cancellation endorsement Contractor must provide updated COI if any policy renews, changes, or is canceled during the contract term. SECTION 6 — INDEMNIFICATION Contractor agrees to indemnify, defend, and hold harmless the association, its board members, officers, agents, and homeowners from and against any and all claims, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) contractor's performance or failure to perform under this agreement; (b) any injury to persons or damage to property caused by contractor, its employees, or subcontractors; (c) contractor's violation of any law, regulation, or permit requirement. This obligation survives the expiration or termination of this agreement. SECTION 7 — TERMINATION Termination for convenience: Either party may terminate this agreement with _____ days' written notice. Contractor will be paid for work completed and accepted through the termination date. Termination for cause: Either party may terminate immediately upon written notice if the other party: [ ] Fails to cure a material breach within _____ days of written notice of the breach [ ] Becomes insolvent or files for bankruptcy [ ] Fails to maintain required insurance coverage [ ] Abandons the work for _____ or more consecutive business days without written explanation Upon termination, contractor must: [ ] Remove all equipment and materials within _____ days [ ] Leave the work site in a clean and safe condition [ ] Return any association-provided materials or access credentials SECTION 8 — PERFORMANCE STANDARDS Work hours: __________ to __________, Monday through __________ Weekend or holiday work allowed: [ ] Yes, with prior approval [ ] No Contractor must: [ ] Comply with all applicable federal, state, and local laws, codes, and regulations [ ] Obtain and maintain all required licenses and permits [ ] Supervise all employees and subcontractors on site [ ] Keep the work area clean and free of hazards daily [ ] Protect existing landscaping, structures, and common areas from damage during the project Use of subcontractors: [ ] Permitted — must notify association in writing before any subcontractor begins work [ ] Permitted only with prior written approval from association [ ] Not permitted Warranty: Contractor warrants all work and materials for a period of _____ months / years from the date of final acceptance. SECTION 9 — DISPUTE RESOLUTION The parties agree to resolve disputes arising under this agreement as follows: Step 1: Written notice of the dispute delivered to the other party. Step 2: Good-faith negotiation between authorized representatives within _____ days of notice. Step 3 (if unresolved): [ ] Mediation, with costs shared equally [ ] Binding arbitration under the rules of __________ [ ] Litigation in __________ County, State of __________ Prevailing party entitled to reasonable attorneys' fees: [ ] Yes [ ] No SECTION 10 — GENERAL PROVISIONS Governing law: State of __________ Notices: All notices must be in writing and delivered to the addresses listed in Section 1 by: [ ] Certified mail [ ] Email [ ] Hand delivery Entire agreement: This agreement, including any attachments, constitutes the entire understanding between the parties. No oral agreements or representations are binding unless incorporated here in writing. Assignment: Contractor may not assign this agreement without the prior written consent of the association. Independent contractor: Contractor is an independent contractor, not an employee or agent of the association. ======================================================================== SIGNATURES ======================================================================== Association representative: Printed name: __________ Title: __________ Signature: __________ Date: __________ Contractor representative: Printed name: __________ Title: __________ Signature: __________ Date: __________ ======================================================================== ATTACHMENTS CHECKLIST ======================================================================== [ ] Detailed scope of work or project specifications [ ] Certificate of insurance (COI) [ ] Contractor's license and permits [ ] Payment schedule or draw schedule [ ] Warranty documentation [ ] Subcontractor list (if applicable) [ ] Site map or work-area diagram