How to work with Keys-Caldwell.
We coordinate roughly 120 pre-qualified vendors across the Suncoast - from landscape and pool to roofing, paint, and structural restoration. This page covers what we look for, what we require, and how to get on the list. We're a relationship firm; the vendors we work with longest are the ones who turn up, document the work, and bill cleanly.
Six things that get you on the list.
Current
COI
General liability ($1M / $2M minimum), workers' comp where applicable, auto where applicable. Keys-Caldwell named as additional insured. We track expiration on 30-day pre-notice; expired COI means no work on the property until restored.
COI requirementsLicense
& bonding
Florida license appropriate to the trade (CGC / CRC / CFC / CMC / CPC / etc.) where law requires. Bonding for capital projects above $50K. We verify license status with DBPR at onboarding and on contract renewal.
DBPR verification →Two CAM
references
Active engagements at two other community associations under professional management. We call references. We're looking for response time, documentation discipline, and how the firm handled an issue that didn't go smoothly the first time.
Submit applicationThree-bid
procurement
Florida 718.3026 mandates three competitive bids on capital expenditures above $5K. We solicit bids from our pre-qualified roster against engineer-developed scope. Vendors who consistently bid against scope (not against assumptions) win more often.
How we run procurementDocumentation
on every visit
Service tickets, photos before/after, time on site, materials used. We track this in the work-order system and surface it in the monthly board packet. Vendors who document well make boards confident; vendors who don't get scored down on the quarterly scorecard.
Work-order standardOrder a resale
certificate
Need an estoppel, resale packet, or payoff statement for a unit in a Keys-Caldwell-managed association? All orders go through CondoCerts and are delivered on a statutory timeline.
Order through CondoCerts →Talk to
property services
For questions about the vetting process, payment terms, or the procurement calendar, the property-services lead handles vendor relations directly. Email is best for first contact; phone follow-up is welcome.
(941) 408-8293The roster runs roughly twenty trade categories.
We coordinate roughly 120 pre-qualified vendors across the Suncoast. Categories below run from recurring routine maintenance to capital project work. We always carry at least two qualified vendors per category so we can hold a competitive procurement when scope warrants.
- Routine
- Landscape · pool service · pest · pressure washing · pond / lake · janitorial
- Mechanical
- HVAC · plumbing · electrical · elevator · generator · fire systems
- Capital
- Roofing · paint · paving · concrete restoration · stucco · waterproofing · windows
- Structural
- Engineering · post-tension restoration · seawall · dock · milestone inspections
- Specialty
- Security · gate · access control · marine · hurricane shutters · fitness equipment
How invoicing actually works.
Vendors get paid by the association directly, not by Keys-Caldwell. We run AP on a published cadence so you can expect timing. Payment terms are net-30 from invoice receipt unless the contract specifies otherwise.
Three channels that route correctly.
Property services lead
New applications, COI updates, license renewals, scope clarifications, scorecard discussions. Ask for property services.
Invoicing & payment
Invoice submissions, payment status, ACH setup, W-9 updates, 1099 questions. Ask for accounts payable.
General inquiries
Mon – Fri · 8:30am – 5:00pm ET. The front desk routes vendor calls to the right CAM or to property services.
Boards have a different door for capital projects.
If you're a board member looking for vendors for a specific project - a roof, a paint cycle, a milestone inspection - the property-services page is the right starting point. It walks through the procurement process, scope development, and how we coordinate engineering on capital work.