Vendor Services

For nearly thirty years, Community Management Associates has provided proven and professional property management throughout Georgia, Tennessee, Alabama, and South Carolina.

We bring many assets to every Association we manage including first-class customer service, proactive, experienced property management and cutting edge technology. CMA also prides itself on creating a strong working relationship with our vendors to ensure quality work is performed, vendors are vetted for licensing and insurance, and that the vendor payments are processed accurately and timely.

We have an extensive network of “preferred vendors” who have a track record of delivering quality results – on-time and on (or even under) budget. Our Vendors are insured professionals with stellar references. CMA is one of the largest and most well-recognized Property Management companies, therefore, the best vendors vie for our business.  This means that our managed associations benefit both in terms of lower costs and high quality results.

How to Become a CMA Vendor

To decrease the financial liability of our clients, CMA requires all contractors, vendors, and suppliers to register with Enterprise Risk Control (“ERC”) when agreeing to perform services at at CMA-managed association.An annual fee of $199 will be charged to you by ERC to register. This fee should be considered by you when providing a proposal to any CMA-managed association. You will be required to register online and to provide information about your company.For more information about ERC, please go to Enterprise RC.

Important Contact Information:

Why is CMA Partnering with ERC?

CMA must protect the interests of our clients and takes this responsibility quite seriously. This duty includes ensuring contractors performing work in our managed associations have the appropriate and adequate insurance, are properly credentials or licensed to perform the work, and have no criminal business history, etc.

To continue to perform these checks and services in-house has become overly burdensome and is not within CMA’s area of expertise. As such, CMA is partnering with ERC as they have that expertise along with a proven track record handling those matters.

Important Contact Information:

Benefits to You, Our Vendor

Once you go through this process, CMA will add your company to an exclusive list of CMA-approved vendors of which all have been vetted and held to the same standard as being qualified to work at our CMA-managed associations.

When you bid on a project, you can be confident that the other bidders have invested in the same level of professionalism and insurance coverage (which decreases the likelihood of underbidding due to low overhead).

Your firm is also entered into a database of vendors which is accessible by other professional association management companies.

Important Contact Information:

FAQs

Do I need to register and pay ERC if I am only providing a proposal?

No. You will only be required to register once you are awarded the proposed work and are hired to perform services at any CMA-managed association.

Do I have to register and pay for each CMA-managed association at which I do work?

No. You will only have to register once per year and pay the maximum of $199 per year regardless of how many CMA-managed associations for which you perform work.

Why does the contractor have to pay ERC? Why doesn’t CMA pay ERC on behalf of the contractor?

To maintain transparency and avoid any perceived conflict of interest, the contractor must work with ERC independently of CMA.

What if I choose not to register with ERC?

All current and future contractors, vendors, and suppliers will be required to register. After receiving your credentials from ERC, you will have a grace period of thirty (30) days to enroll. Those companies which do not enroll within the thirty (30) day period will unfortunately not be allowed to do business with CMA or CMA-managed associations.

Important Contact Information:

How to Submit an Invoice

To ensure prompt payment, please submit all invoices by using ONE of the following methods:

Option 1 – Email invoices to CMAinvoices@cmacommunities.com (preferred)

  • Send invoices by email OR US Mail only, but please do NOT do both!
  • Include only one invoice per attachment. (Emails can include multiple attachments.)
  • PDF is the preferred invoice submission format.
  • Other accepted invoice submission formats are Word, Excel, JPEG, TIFF, and email with no attachments (where the email itself would be used as the invoice).
  • The association name must appear on the invoices themselves and not just in the email subject line or body. This will ensure your invoice is routed the quickest.

Option 2 – US Mail (note required format):

Association Name
c/o CMA
PO Box 36729
Charlotte, NC 28236

  • Send invoices by email OR US Mail only, but please do NOT do both!
  • The association name and the address shown above must appear on the invoices themselves and not just the envelopes. This will ensure your invoice is routed the quickest.

Partnering with CMA

CMA enjoys a strong bond with our vendors. This has translated to better service to our shared clients (CMA’s managed associations). Vendors often ask us about opportunities to build relationships with our managers.

Partnering with CMA puts your company into an elite group (Partner and Preferred vendors only) which will be permitted to:

  • Meet with our managers through a hosted “lunch and learn” or “breakfast on the go” session at the CMA offices or your company’s office.
  • Provide educational and continuing education courses for our managers at the CMA offices or your company’s office.
  • Participate in and present to Board members at CMA’s Board education seminars.
  • Co-sponsor (with CMA or other vendors) employee events
  • Be listed in CMA’s online vendor directory.

Important Contact Information:

To Our Boards of Directors

As the leader in the community management industry, we are constantly striving to find ways to serve our clients more effectively. We know that maintaining your associations through the management of multiple vendors is critical to that service. We have a duty to you, as our clients, to ensure that we do everything within our power to look out for your best interest. This includes ensuring that all vendors who provide service for CMA-managed associations meet predetermined minimum requirements (especially adequate insurance and licensing).

After careful evaluation, CMA has contracted with Enterprise Risk Control (“ERC”) to automate our vendor credentialing process. ERC is a company dedicated to managing vendor requirements including credentialing vendors, reviewing documents such as insurance certificates, licenses and W-9s. By leveraging ERC’s platform, we are able to provide greater financial security to your association by minimizing your risk and liability. ERC’s automated vendor portal and intuitive online registration process will streamline vendor interactions, allowing vendors and CMA to centrally track in an accurate and timely manner all important documents, including contracts, proof of insurance and W-9s. This vendor credentialing process is the standard in the multifamily industry. As most CMA vendors have been working in the multifamily space for years, they will be familiar with this credentialing process.

We work directly with your vendors to begin their registration. While we do not expect disruption to your level of service, we know it is important for you to be aware of these changes.
Thank you for allowing us the opportunity to help you achieve the vision for your community as much of which is accomplished and made possible through vendor partners.

CMA will continue to bring the latest tools and practices to the community association industry and affiliated professionals. We are offering ERC to our communities at no additional cost to our associations in an effort to add more value to our already robust service offerings. ERC simplifies the process of screening and tracking vendors for all managed properties.

Should you as a Board member have general questions about this program, please contact Brooke Cooler at 404.835.9264 or bcooler@cmacommunities.com

HIDDEN COST OF EXEMPTIONS

Introduction

Every Homeowners Association (HOA) Board will at some point hire a third party (vendor) to perform certain tasks on behalf of the HOA or to furnish services to the HOA and its members. In doing so, a HOA may be exposed to liability brought about by the vendor’s actions and/or the terms of the vendor contracts. Because such liability may substantially impact the financial interests of the HOA and its members, HOA Boards of Directors and community managers must understand how to properly protect the HOA when hiring a vendor. Credentialing services like those provided by Enterprise Risk Control (“ERC”) transfer the risk exposure back on the vendor.

Before making the decision to exempting or waiving a vendor from being credentialed, there are several items to consider when contracting with a vendor to perform services:

Licensed, Bonded and Insured Vendors

Unlicensed vendors are rarely bonded or properly insured. This increases the HOA’s risk exposure, therefore opening up the HOA to a severe financial risk in the event of property damage or injury. For example, when you hire an unlicensed general contractor, the general contractor and their insurance carriers are the primary payers in the event something goes awry on the job. If that general contractor is not licensed and insured to handle the project, the HOA is general contractor!

If an unlicensed contractor breaks a sewer line, the HOA is responsible. If a worker gets hurt and can’t work for two years, and there’s no workers compensation covering in place, the HOA is on the hook for that workers medical bills and lost wages.

An HOA that hires an unlicensed or uninsured vendor also subjects itself to potential liability for unpaid wage or worker’s compensation claims brought by the vendors’ employees.

The issue of lapsed coverage is also important here, because there are many instances of vendors cancelling their policies during the coverage year with no notification provided to the HOA. Studies have shown that over 45% of vendors have had a lapse in one or more of their policies in the past two years.

Past Financial Practices

Hiring vendors with questionable financial practices (bankruptcies, liens and judgments) can also place the HOA in the precarious position should the vendor not be able to complete the job due to lack of capital or simply walks away from the job after receiving the first payment.

It’s the Law

The Office of Foreign Assets Control (OFAC) of the U.S. Department of the Treasury administers and enforces economic and trade sanctions based on U.S. foreign policy and national security goals, threats to national security, foreign policy or the economy of the United States.

Sanctioned organizations, companies and individuals are listed on the Special Designated Nationals and Blocked Persons (SDN) list and other government watch lists. Most are unaware that that they are breaking laws by doing business with people or organizations on these lists and don’t check their vendors against them. As a result of this, many companies and non-profits, large and small, are fined for inadvertently transacting business with U.S. sanctioned organizations. Companies who are slapped with fines, many in the hundreds of thousands and even multi-million dollar range, usually had no idea that their vendor was on one of these lists.

Hidden Dangers with Friends and Family

Hiring friends as contractors doesn’t make the liability and risk issues go away. Everyone can enter an arrangement with the best of intentions, but when your buddy falls off the ladder and files a claim with their insurance company, they may well pay the claim and then go after you in subrogation proceedings (the area of law in which insurance companies fight to get reimbursed after paying their customers’ claims).

In one California case, Mendoza v. Brodeur, a homeowner asked his neighbor to do some work for him on his home. But the neighbor got hurt on the job. The homeowner thought he was hiring an independent contractor who had his own insurance. The court rejected that reasoning, and found instead that the homeowner was the neighbor’s employer and therefore should have had workers compensation coverage in place to cover the possibility of injury on the job. Since workers compensation wasn’t there, the homeowner has to cover the costs personally.

Closing
There are scenarios where exempting/waiving a vendor from going through the credentialing process makes sense. But exceptions made blindly, without understanding the impact of the vendor’s failed criteria, greatly increases the HOA risk exposure and inevitable financial loss.

Should you as a Board member have general questions about this program, please contact Brooke Cooler at 404.835.9264 or bcooler@cmacommunities.com

PARTNER VENDORS

Ameristar Roofing, Inc

1000 Peachtree Industrial Blvd. Suite 6-188 Suwanee, GA 30024

(877)-330-3301

Arborguard Tree Specialist

(404) 299-5555

Blueprint Painting & Renovation

3250 Peachtree Ind. Blvd. #110 Duluth, GA 30096

(770) 622-3131

Community Management Construction Services

1465 Northside Drive Suite 128 Atlanta, GA 30318

COMWEB

1875 Old Alabama Rd, #1110 Roswell, GA 30076

(866) 491-5397

3045 Chastain Meadows Pkwy, Suite 400, Marietta, GA 30066

770.516.3491

Dreher & Dreher

1805 HERRINGTON ROAD BUILDING 1, SUITE C LAWRENCEVILLE, GA 30043

678-205-0224

Firestar A Parker Young Corporation

Parker Young Construction, Inc. 6815 Crescent Dr., N.W. | Norcross, GA | 30071

770.368.1000

Gray Contracting, LLC
Northwest
Firestar A Parker Young Corporation

Parker Young Construction, Inc. 6815 Crescent Dr., N.W. | Norcross, GA | 30071

770.368.1000

P3 Painting & Renovations

1000 Peachtree Industrial Blvd Suite 6-404 Suwanee, GA 30024

(770) 271-6868

PTR Controlled Access LLC

6990 Peachtree Industrial Blvd. Suite A Norcross, GA 30071

404-609-1500

Rooter Plus

770-888-1931

4300 Woodward Way Sugar Hill, GA 30518

770-446-3552

Sweetwater Pools, Inc

(770)-939-5757

Profit Enhancement Consulting

PREFERRED VENDORS

4 Seasons Landscape Group
Addresses of Distinction

2115 Hills Avenue Northwest, Atlanta, GA 30318

(770) 436-6198

Advantage Pool Mgmt Service

770.992.4322

Alexander Termite & Pest Control

(770) 448-9696

AllGood Pest Solutions

(855) 906-5597

American Pool

11155 Dolefield Boulevard, Suite 216, Owings Mills, MD 21117

1-877-920-7665

Atlanta Landscape Group, LLC

Atlanta Landscape Group 1735 Buford Hwy., Suite 215-336 Cumming, Georgia 30041 United States

(770) 962-2921

BCJ Building Services, LLC

1413 Woodmont Ln NW, Suite A Atlanta, GA 30318

(404) 551-2310

Bloom'n Gardens Landscape, LLC

6174 Oakdale Road Mableton, GA 30126

404-314-1474

Castle Property Service-Painting Ext

925B Peachtree St Ste 482 Atlanta, GA 30309

(877) 766-3910

2960 Alston Drive SE Atlanta, GA 30317

470-338-5892

COMMERCIAL ASPHALT AND CONCRETE SERVICES, INC.
Contracting Unlimited

262-729-3441

ControlByNet

One Meca Way Norcross, GA 30093

(770) 564-5544

Corporate Office Cleaning

1170 Tidwell Road, Ste 105 Alpharetta, GA 30004

770.558.6926

Crabapple Landscape

1012 Union Center Drive Alpharetta, Georgia 30004

770-740-9739

Fleetwood
Fleetwood Cleaning Services of GA
Freeland Painting

678-679-3126

Galt Landscape Company
Greenwood Group, Inc

770.849.8800

Hill Mechanical

770-792-1200

Jowers & Company
KEG Plumbing & Mech Inc
Landscape Mgmt Services, Inc

1595 McCurdy Drive, Stone Mountain, GA 30083

(770) 939-6450

Metro Metering Solutions Inc.

195 John Wesley Drive Dallas, GA. 30132

(678)503-8286

Nature Scapes, Inc

Nature Scapes, Inc. 1270-A Turner Road Lilburn, GA 30047

770-923-7023

Occupied Renovations

6730 Jones Mill Ct. Norcross, GA 30092

770.326.9212

Paramount Plumbing, LLC

4197 Tuggle Rd NE Buford, GA 30519

(770) 861-2204

Pest USA

844-777-3996

Phoenix Contracting, LLC

1225 Old Alpharetta Rd, Suite 250 Alpharetta, GA 30005

470.239.3427

Rose Paving, LLC

7300 W. 100th Place Bridgeview, Illinois 60455

888-773-7673

Sentry Roofing

(678) 301-5555

Sundial Plumbing

2255 McCollum Parkway, Suite 500 Kennesaw, GA 30144

770-427-1998

Tower Roofing, Inc.
Waterproofing Contractors of FL, LLC

4475 Northgate Ct. Sarasota, Florida 34234 USA

941-358-3401

Zurn Plumbing Service, LLC

3724 N. Peachtree Road Chamblee, Ga 30341 770.451.6765

770-451-6765