Property Management Vendor and Contractor Quarterly Performance Review Checklist
This property management vendor and contractor quarterly performance review checklist provides a structured framework for evaluating the vendor relationships that are critical to efficient property operations. Vendors represent a significant portion of operating expenses and directly impact resident satisfaction through the quality of services they provide. Systematic quarterly performance reviews identify underperforming vendors, verify insurance and licensing compliance, confirm contract terms
- Industry: Property Management
- Frequency: Quarterly per Major Vendor
- Estimated Time: 30 minutes per vendor
- Role: Property Manager / Regional Manager
- Total Items: 28
- Compliance: State Contractor Licensing Requirements, Insurance Services Office (ISO) Certificate of Insurance Standards, OSHA Multi-Employer Worksite Policy, IRS Independent Contractor Requirements (1099 Compliance), State Prevailing Wage Requirements (where applicable)
Service Quality and Performance
Evaluate quality and reliability of vendor services.
- Work quality meets or exceeds contract specifications?
- Vendor consistently meeting scheduled service dates and times?
- Emergency call response time meeting contract requirements?
- No excessive callbacks for incomplete or poor-quality work?
- Any resident complaints about vendor conduct or quality logged and addressed?
- Overall quality rating for review period
Insurance and License Compliance
Verify all required insurance and licensing is current.
- General liability insurance certificate on file and not expired?
- Workers compensation certificate on file and not expired?
- Property named as additional insured on liability policy?
- State contractor license current and in correct trade classification?
- Commercial auto insurance current for vendors using vehicles on property?
Contract Compliance and Billing
Review contract adherence and invoice accuracy.
- Invoices match contracted rates with no unauthorized price increases?
- Full contracted scope being delivered (no skipping services)?
- All extra work beyond contract scope authorized in writing before performance?
- Invoices itemized and accurate with matching purchase orders?
- Payment terms being honored by property per contract?
Safety and Professional Conduct
Evaluate vendor safety practices and professional conduct.
- Vendor employees using appropriate PPE and following safety protocols?
- Vendor employees professional, uniformed, and courteous to residents?
- Vendor protecting property from damage during work (drop cloths, equipment protection)?
- Work areas left clean after each service?
- Background check on file for vendor employees with unsupervised property access?
Contract Renewal and Documentation
Document performance review and make renewal decision.
- Formal performance review documented and shared with vendor?
- Formal corrective action issued for any performance deficiencies?
- Contract renewal, rebid, or termination decision made before expiration?
- Alternative vendor quotes obtained if rebidding or as competitive benchmark?
- Performance review filed in vendor file?
- Vendor 1099 tax compliance confirmed (W-9 on file for payments over $600)?
- Vendor classified as preferred, approved, or probationary based on performance?
Related Property Management Checklists
- Apartment Property Fair Housing Compliance Self-Audit Checklist
- Apartment Lease Renewal Process Compliance Audit Checklist
- Apartment Rent Collection and Delinquency Management Monthly Checklist
- Apartment Security Deposit Disposition Compliance Checklist
- Apartment Property Insurance Coverage Annual Compliance Review Checklist
- Apartment Property ADA Accessibility Compliance Self-Audit Checklist
- Apartment Property Annual Budget and Capital Planning Review Checklist
- Apartment Resident Communications and Required Notices Compliance Checklist
Related Administrative Compliance Checklists
- Apartment Property Fair Housing Compliance Self-Audit Checklist - FREE Download
- Apartment Lease Renewal Process Compliance Audit Checklist - FREE Download
- Apartment Rent Collection and Delinquency Management Monthly Checklist - FREE Download
- Apartment Security Deposit Disposition Compliance Checklist - FREE Download
- Apartment Property Insurance Coverage Annual Compliance Review Checklist - FREE Download
- Apartment Property ADA Accessibility Compliance Self-Audit Checklist - FREE Download
- Apartment Property Annual Budget and Capital Planning Review Checklist - FREE Download
- Apartment Resident Communications and Required Notices Compliance Checklist - FREE Download
- Apartment Utility Management and Billing Quarterly Audit Checklist - FREE Download
- Apartment Complex Emergency Preparedness and Response Plan Annual Review Checklist - FREE Download
Why Use This Property Management Vendor and Contractor Quarterly Performance Review Checklist?
This property management vendor and contractor quarterly performance review checklist helps property management teams maintain compliance and operational excellence. Designed for property manager / regional manager professionals, this checklist covers 28 critical inspection points across 5 sections. Recommended frequency: quarterly per major vendor.
Ensures compliance with State Contractor Licensing Requirements, Insurance Services Office (ISO) Certificate of Insurance Standards, OSHA Multi-Employer Worksite Policy, IRS Independent Contractor Requirements (1099 Compliance), State Prevailing Wage Requirements (where applicable), ASIS International Vendor Risk Management, UK Contractor Health and Safety Management, Australia WHS Regulations - Contractor Management. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Property Management Vendor and Contractor Quarterly Performance Review Checklist cover?
This checklist covers 28 inspection items across 5 sections: Service Quality and Performance, Insurance and License Compliance, Contract Compliance and Billing, Safety and Professional Conduct, Contract Renewal and Documentation. It is designed for property management operations and compliance.
How often should this checklist be completed?
This checklist should be completed quarterly per major vendor. Each completion takes approximately 30 minutes per vendor.
Who should use this Property Management Vendor and Contractor Quarterly Performance Review Checklist?
This checklist is designed for Property Manager / Regional Manager professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.