VendoRFP proposal terms

VendoRFP is a tool and a marketplace. Buyers — community associations, management companies and other organizations that put work out for proposals — publish requests for proposals; vendors submit proposals; the buyer reads them and chooses. VendoRFP does not choose for the buyer, does not assign work, and does not manage your workforce.

Your company is an independent business. When a buyer selects your proposal, the contract for that work is between your company and that buyer. VendoRFP is not a party to it and does not perform, direct, schedule or supervise the work.

This agreement is between your company and VendoRFP. It governs your use of the platform. It does not change anything in a contract you and a buyer sign.

Before your company can open an RFP, VendoRFP reads its W-9 and its business license. If you set a travel radius, your company can open only RFPs from communities inside it. Where a management company runs the buyer’s community, your company also needs that management company’s approval before it can open the RFP. To send a proposal, your company files the certificates of insurance and the credentials its trade requires, and meets the insurance limits and credentials set for the buyer’s community. A person at VendoRFP reads each document and records what it says and when it expires.

You confirm that every document you upload is genuine, current and yours, and you keep it current. If a policy is canceled or lapses, you tell VendoRFP within five business days and you stop proposing on work that requires it until it is back in force.

VendoRFP may refuse, pause or withdraw its approval of a document it cannot verify, and may ask for the original from the issuer or the carrier.

Your proposal is read by the buyer that published the RFP and by nobody else who is competing for it. You read the RFP you opened and the proposal you sent, and only those. You agree not to seek, share or use another vendor’s proposal, price or terms on any RFP.

The company that runs VendoRFP also competes as a vendor on this platform. It enrolls, is verified and sends proposals through the same door as every other vendor, and every VendoRFP admin account linked to it is recused from any RFP where it has proposed.

Opening costs nothing and there is no limit on how many RFPs you open. The buyer’s name, address and RFP parameters shown to you are for preparing and delivering your proposal on that RFP. You may share them inside your own company and with a subcontractor you need in order to price or perform the work, on the same terms.

You may not sell, publish or pass that information to another vendor, use it to build a prospecting or marketing list, or collect contact details from the platform’s records for any purpose other than the proposal you are preparing.

VendoRFP never gives you a customer’s email address or phone number before a contract exists; until then you reach the buyer through VendoRFP. Once a contract exists you deal with the buyer directly about the work in whatever way you both prefer.

This section runs for 12 months from the day you opened the RFP, whether or not you were selected.

Once a buyer selects your proposal, VendoRFP makes available a signed-contract record, invoicing, a calendar for the visits you and the buyer agree, proof-of-work reports, messaging and payment collection with payouts. Each is optional. You may invoice, schedule and collect payment for that work in any lawful way you and the buyer agree on, on or off this platform.

Nothing in this agreement requires the work to be contracted, invoiced or paid through VendoRFP, and VendoRFP charges no fee, and applies no penalty, for work that runs outside it. This agreement is not an exclusivity grant and not a non-compete.

Where you do use a tool, its own rules apply: an invoice you issue here is your own invoice, at your price, and the buyer reads every vendor’s invoice in one place; sales tax and payment processing are shown as separate line items; and a record you create here is kept on the terms in the VendoRFP Terms of Service.

VendoRFP charges vendors nothing to join, nothing to be listed and nothing per proposal. The only vendor charges are the ones on the vendor price sheet at /pricing/vendors: an optional paid plan; credits, at the rates published there, for a service you order and for a credential pack, charged once when a management company you applied to approves your company; and an optional early-payout fee on a payout you elect to draw early. VendoRFP takes no percentage of the value of any work you win.

Payment processing on a payment collected through VendoRFP is charged by the processor at the rate stated on the price sheet, is separate from every VendoRFP fee, and is shown as its own line item.

Each buyer sets the insurance limits it requires. An RFP takes a proposal only from a company whose stated coverage meets the limits that buyer set and whose certificate a person at VendoRFP has read. VendoRFP compares the coverage you have stated and documented against those limits and shows the buyer the result, marking which figures a person at VendoRFP has read off a certificate and which are your own statement not yet read.

VendoRFP does not certify, warrant or represent to any buyer that your company carries the insurance a job requires, that a policy is in force on any given day, or that a certificate reflects the policy behind it. A certificate is evidence of coverage on the day it was issued, not the policy. Carrying and maintaining the insurance your work requires is your responsibility, and you agree to be the party a buyer relies on for it.

You may close your account at any time by writing to admin@vendorfp.com. Closing it does not end any contract you have signed with a buyer; those are your own agreements and end on their own terms.

VendoRFP may suspend or close your account, and withdraw its approvals, if you file a document that is false or not yours, break the seal in section 3, use platform information as section 4 forbids, or fail to keep required coverage on file. While a matter is open the suspension lasts only as long as it takes to look at the record, and you may write to VendoRFP and say why you think it was applied in error.

Sections 3 and 4 survive the end of this agreement for the period stated in section 4. Your record, and every acceptance you have made, stays available to you as the VendoRFP Terms of Service describe.

The governing law, venue and dispute-resolution terms for this agreement, and the legal entity that operates VendoRFP, are stated in the VendoRFP Terms of Service. Where the Terms of Service do not yet state them, no clause of this agreement chooses a law or a forum for you, and nothing here waives a right you would otherwise have.

You accept these terms twice: once when you open an RFP, and again once your proposal has been signed by both parties. The second acceptance is the same text, shown again at the moment it starts to matter, so that nobody is bound by something they read once in passing.

Each acceptance is recorded with the person who accepted it, the exact time, the RFP it applies to, and the version of this text — currently 2026-09-26.1, effective 2026-09-26. Editing this page in the future cannot change what you agreed to today; a new version applies only to acceptances made after it.

Every acceptance your company has made is listed in your vendor dashboard under Agreements, at the address /portal/vendor/agreements, with the date and time, the RFP it was made against, whether it was made when you opened the RFP or after the proposal was signed, and the full text of the version that was in force at that moment, however many times this page has changed since.