Contractor Packet

IRS Form W-9

CK requires a completed IRS Form W-9 to be on file for all vendors. Please submit a completed W-9 if this is the first time you are providing services to CK. View and download W-9 here.

The Vendor packet is included with these instructions. Upon completion of the W-9 and other requested forms, please scan and email the attachment to finances@casakeepers.com or bring them by the office.

Certificate of Insurance

CK requires an up-to-date General Liability Certificate of Insurance (COI) to be on file for all vendors. This certificate should name CasaKeepers, LLC as Additional Insured. Please ensure that you have submitted an up-to-date COI to avoid payment processing delays.

Failure to comply with this requirement can be very costly; therefore, payments for services performed cannot be processed without this information. We appreciate your help and understanding in this matter.

The client's name and billing address should be styled as follows:

Accounts Payable
c/o CasaKeepers, LLC
1610 Goat Creek Rd.
Kerrville, TX 78028

Invoices must reference the Project name/address. Invoices without the correct project name or address will not be processed.

Please include the following information on your invoice:

• Project Name/Project Address
• Invoice Number
• Invoice Date
• Remittance Address (or notate if you'd like to pick it up at the CK office)
• Description and Date of Service(s) Provided
• Contact information (address, phone number, and email address)

Invoices may be submitted by one of four methods:

1. Emailed as a .pdf document to finances@casakeepers.com
2. Mailed to: 1610 Goat Creek Rd., Kerrville, TX 78028
3. Handed directly to the Office Manager/Bookkeeper at the CK office
4. Emailed and payable through an online portal (such as QuickBooks)

Submission Guidelines:

• Please only submit your invoice once
• If you email your invoices, please submit each invoice as a separate attachment
• Submitting invoices to the staff Carpenters could delay processing
• Generating an invoice is the sole responsibility of the vendor/subcontractor; CK employees are never to create or edit an invoice on your behalf.
• Invoices must be submitted to CK Accounts Payable within thirty (30) days of the date of completion for the services performed within the invoice.

Unacceptable documents/invoices:

• Email or text conversations/notes
• Written conversations/renderings
• Drawings and technical specifications
• Third party invoices/work orders
• Invoices sent after 30 days from the service completion date

CK processes invoices every day and pays once a week in an effort to process payments as quickly as possible. CK utilizes a standardized work flow system to process invoices for payment and has processes and controls in place to safeguard our clients and maintain an appropriate audit trail. These processes entail each and every vendor invoice going through multiple steps and approvals prior to disbursement. This length of the process can vary for each invoice depending upon numerous factors including ensuring that the vendor provided all necessary and correct information and their product/service was satisfactory. Every "approved" invoice that's received by Thursday at 6pm will be paid Friday by 1pm.

CK offers three methods for receiving payment of your services:

1. If you submitted your invoice through an online portal (such as QuickBooks), payment can be made via credit card
2. A paper check can be mailed to you via USPS
3. A paper check can be sealed in an envelope and placed in the black box by the Office door for you to pick up in person at your convenience

Vendors and Trade Partners working for CK must maintain a certain minimum amount of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.

As a guideline, the minimum insurance requirement is: $1 Million each occurrence / $2 Million aggregate of Commercial General Liability.

Coverages and limits are to be considered as minimum requirements and in no way limits the liability of the Vendor/Subcontractor. The above guidelines of limits is merely illustrative and may not include all insurance requirements for vendors providing specialized services. A certificate of insurance (COI) with the coverage as cited above and listing CK as the certificate holder, must be submitted to CasaKeepers, LLC before work begins by the Vendor/Subcontractor. Coverages represented on the certificates of insurance must show policy numbers, effective dates, and limits. Renewal COI's shall be provided annually.

CasaKeepers LLC is committed to maintaining the highest standards of quality and reliability in our projects. To ensure this, we require all trade partners to provide a comprehensive warranty for their workmanship and materials. By signing this agreement, you stipulate that your warranty aligns with current Texas law, which mandates a minimum one-year warranty for workmanship and materials, and a two-year warranty for plumbing, electrical, heating, and air-conditioning systems.

By adhering to these warranty periods, you meet the statutory requirements, thereby offering our clients added peace of mind and reinforcing our dedication to excellence.

The work premises must be kept free of waste and excess materials. Daily cleanup of all waste generated by trade partners is required, and trade partners shall leave each home broom-swept clean at the end of each day. At the end of each work day, trade partners must place waste in a dumpster or trash bin for the site. If there is no dumpster or bin on site, the trade partner shall then remove and dispose of all waste at their expense. Trade partners will be responsible for cleaning any mud tracked into streets or finished flatwork by their vehicles, employees or associates.

Upon completion of the Work, the trade partner shall remove all of their plans, tools, materials and other articles, including but not limited to all waste, hazardous materials, temporary structures, and debris from their work, and additionally clean all surfaces, fixtures, equipment, etc., and remove protective coatings as applicable. No driving on lots or completed flatwork, no vehicles with fluid leaks (including forklifts and machinery).

The following types of behaviors (including but not limited to) shall not be permitted on CasaKeepers job sites:

• Unruly behavior
• Smoking or vaping
• Drinking, distributing, and/or possessing alcoholic beverages
• Possession, distribution, and/or use of illegal drugs
• The playing of loud music by trade partners (or its employees, agents, associates, or suppliers)

To help insure the safety of all workers, including a worker that may be impaired, the trade partner agrees to adhere to the following procedures:

• Trade partners shall monitor their workers and investigate and make inquiries of co-workers on the job site to confirm any and all suspected impairment. CK shall have no duty to monitor or investigate any such impairment. If impairment is found or believed to exist, the impaired worker must be removed from the job site. The trade partner must provide transportation for the impaired worker and not allow the worker to drive from the job.
• At no time are counter or vanity tops to be used for work benches. No tool boxes or materials should be stacked on tops at any time.
• Any sawing, sanding, or similar work performed after a house is carpeted, must be done outside, or in the garage.
• Care should be taken with painted walls, and woodwork, that your personnel leave no smudges, fingerprints or mars or nicks in any finished surfaces.
• Respect the work that was performed before you started and the work to be performed after you are finished. Be proud of your contribution to the quality of our homes.