Published August 29, 2026
Vendor onboarding is not paperwork for its own sake. Each item on this list corresponds to a specific way properties get hurt.
The non-negotiable file
1. State license. In Minnesota, residential contractors performing more than one skill trade generally need a residential building contractor or remodeler license. Verify the number against the state's license lookup; do not accept a photo of a card. (Ours is QC807391.)
2. Certificate of insurance naming the owner as additional insured. General liability at minimum, plus workers' compensation. Additional insured status is what gives you defense coverage when someone is hurt on your property. A COI that only names the contractor protects the contractor.
Typical multifamily minimums: $1M per occurrence / $2M aggregate general liability, workers' comp per statute, and auto liability. Larger portfolios often require umbrella coverage.
3. W-9. Needed before the first payment, not at year end.
4. Written scope and contract. Itemized, with inclusions, exclusions, and unit prices for unknown conditions.
5. Lien waivers. Conditional waivers with each progress payment, unconditional on final. Without them, a sub who was not paid by your contractor can lien your property even though you paid in full. This is the single most-skipped item and the most expensive one to skip.
6. Warranty terms in writing. Duration, what is covered, and response time.
7. Emergency contact. A name and number that answers after hours, not a general voicemail.
Access and resident-facing requirements
- Advance notice protocol for unit entry, with written notices the office can issue
- Identifiable crews — marked vehicles, ID, or at minimum a daily roster
- Background check policy for crews entering occupied units
- Key control procedure, with keys signed out and returned daily
- Work hours agreed in writing, including quiet hours
- Daily cleanup standard and secured work zones — especially where children are present
- Parking plan that does not consume resident spaces
Performance requirements worth adding
- Response time commitment for emergencies
- Named project contact who is on site
- Photo documentation of completed work, delivered with the invoice
- Punch list closed within a set number of days
- Invoices itemized to the scope line items, not lump-sum
Red flags
- Reluctance to name the owner as additional insured
- No physical business address
- Offering to pay, waive, or rebate an insurance deductible — this is illegal in Minnesota
- Large deposits before materials are ordered
- Verbal change orders
- No license number offered on request
Our vendor packet
We provide license verification, certificate of insurance with the owner named as additional insured, W-9, lien waivers with each payment, written warranty, and a direct after-hours number. Photo documentation ships with every invoice.
Call 612-400-8036 to get set up as a vendor before you need us.
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Frequently asked questions
What insurance should an apartment contractor carry?
General liability commonly at $1M per occurrence and $2M aggregate, workers' compensation per statute, and auto liability, with the property owner named as additional insured on the certificate.
Why do lien waivers matter?
Without them, a subcontractor who was not paid by your general contractor can place a lien on your property even though you paid the contractor in full.
What are red flags in a multifamily contractor?
Refusal to name the owner as additional insured, no physical business address, verbal change orders, large up-front deposits, and any offer to cover or waive an insurance deductible, which is illegal in Minnesota.