NOTE: For new vendor set ups, the CAM is responsible to request/obtain/manage all paperwork from the vendor until ALL of the required documentation is received.
Once everything has been received, the CAM should forward the documentation (combined into one PDF file) via email to Insurance@eHammersmith.com.
To have a new vendor set-up in Vantaca, the following information is required to be submitted by the vendor.
- Completed Vendor Packet ALL PAGES (including signed Code of Conduct and Statement of Understanding)
- These forms are located on our website at https://ehammersmith.com/about-us/vendor-resources/
- Trade Name Registration with Colorado Secretary of State
- Completed W-9
- Insurance Certificate(s) for proof of:
- General Liability (min $1,000,000 limit coverage)
- Workers Comp (min $500,000 limit coverage)
- Auto Liability (min $1,000,000 limit coverage)
- INSURANCE CERTIFICATES MUST LIST HAMMERSMITH MANAGEMENT, INC. AS ADDITIONAL INSURED
If they are a sole proprietor and do not carry workers comp, they have to complete, notarize, and return a rejection of workers comp form.
Vendors that work for multiple HOAs we manage are also required to pay an administrative set up fee of $100.00 payable to Hammersmith Management. There is an annual renewal fee of $75.00.
If a vendor only performs services for ONE HOA we manage, the administrative fee will be waived. They can indicate this on the first page of the vendor packet.
If the vendor is required to pay the administrative fee, it is recommended they mail their paperwork to the Inverness office with their check for proper processing.
The above requirements only apply to vendors that actually perform work on the property. We do not need insurance info for attorneys, insurance agents, banks, city/county entities, suppliers, reimbursements, etc.
If you receive updated proof of insurance for a vendor, please also forward this to Insurance@eHammersmith.com.