External Subcontractor Terms and Conditions for IDM Signs & Graphics
1. Payment Terms and Late Fees
– We operate on Net 15, 30, 45, or 60 payment terms, which will be calculated based on calendar days, not business days. The countdown begins on the day of the invoice or upon the completion of the project, whichever comes first.
– Payment must be made in full by the last day of the designated net term. In cases where payment is mailed (such as a check), it is the customer’s responsibility to ensure it is sent with enough lead time for receipt by the due date.
– If payment is not received by the end of the net term, a late fee will be applied according to our standard late fee policy. Our late fee schedule mirrors what we charge our direct customers: 2% of the total invoice per day until the balance is paid in full. Any further delay may result in a lien being placed on the project property, and legal action will be pursued to recover the outstanding balance and fees. All legal costs and fees associated with the collection process will be the responsibility of the customer
2. Purchase Order Requirement
– A valid purchase order must be submitted to us prior to the commencement of any work. This ensures that all project expectations are aligned, and any work done outside of a formal purchase order will not be recognized or undertaken. We reserve the right to halt work if the purchase order is not provided.
3. Deposit Policy
– For new clients or clients with prior payment issues, we reserve the right to require a deposit prior to beginning any work. This deposit may vary from 10% to 100% of the total project cost depending on the assessed risk and our discretion. Failing to provide the required deposit in a timely manner may result in project delays or cancellation.
– In cases where 100% prepayment is required (due to trust issues or a lack of history with the company), the full payment must be made before any work starts. No exceptions will be made, and failure to comply with this condition will result in project cancellation.
4. Permit and Regulatory Issues
– We are not liable for any delays, rejections, or complications resulting from permit or regulatory issues. These matters are outside of our direct control, and we cannot guarantee specific timelines for permit approvals.
– Once we begin the permitting process, all permit fees are non-refundable, even if the project is canceled for any reason. In the event of cancellation, all work done regarding permits will be due and payable immediately.
– If you cancel the job after we have secured a permit, the permit will be voided. You are not permitted to transfer the permit to another company or contractor. Any attempt to do so will result in legal action, and you will be held responsible for all associated court costs and legal fees.
5. Project Cancellation Policy
• A flat $1,500 cancellation fee will be charged for any canceled project, regardless of the project’s total cost. This fee applies once any form of work has begun, including preliminary steps like design or permit application.
• If the product related to the project is stored at one of our facilities, the cancellation fee must be paid before the product can be released. You are responsible for picking up the product within five business days, and for loading the product yourself. If assistance is required, additional handling fees will apply.
• Any cancellation where the product has already been received by our warehouse will require payment of 50% of the agreed-upon purchase order, in addition to the $1,500 cancellation fee. If these amounts are not paid within 15 business days, we reserve the right to place a lien on the property associated with the project and pursue legal action to recover the owed amounts.
6. Scheduling and Installation
• Once the product arrives at our warehouse, allow 5 to 15 business days for us to schedule the installation. We will make every effort to install within the agreed-upon timeframe, but this is contingent on project complexity and other variables.
• If we deem it necessary to subcontract any portion of the work, we are under no obligation to inform you, as long as the subcontractors meet all necessary qualifications, including insurance requirements. They will operate under our name, and we take full responsibility for their work.
7. Product and Payment Liability
• If the project is canceled after the product arrives at our warehouse, you will still be held liable for 50% of the purchase order total, as well as the $1,500 cancellation fee. No product will be released without full payment of these charges.
• Warranty on installation only applies to products we produce or source through our verified suppliers. For any product provided by the client or another vendor, we offer no warranty on the installation, and the client bears all liability once the project is completed.
8. Price Increases
• Price increases that are under $500 will be automatically approved and billed without requiring your approval, even if your purchase order states otherwise. Any increases over $500 will be communicated for authorization, but all charges under $500 will be the client’s responsibility and added to the final invoice.
• By conducting business with us, you acknowledge and agree to this policy, regardless of any conflicting terms in your own purchase order.
9. Absence of Signed Net Terms
10. Proof of Completion
• If we cannot obtain a sign-off from your representative at the time of project completion, photographic proof will serve as sufficient evidence that the job has been completed to specification. Payment will still be required in full upon presentation of this evidence, even in the absence of a formal sign-off.
11. Customer Satisfaction
• We are not responsible for ensuring the satisfaction of your client. As long as the work has been completed in accordance with industry standards, local code, and project specifications, payment is due in full. Any disputes between you and your client are separate from our contractual obligations.
12. Electrical Work
• We will only connect electrical wiring within five feet of the sign’s installation point. If additional electrical work is required, this must be explicitly outlined in the contract. Failure to specify additional electrical work will result in our refusal to connect any wiring beyond the five-foot limit, and payment will still be required.
• If electrical work is requested but not included in the contract, we reserve the right to charge additional fees for any wiring or electrical connections completed.
13. Return Visit Fees
• If we are required to make a return visit due to an issue that is not our fault, such as customer error or site readiness, a return trip fee will be charged, along with any associated costs for the additional work. You are responsible for covering these fees regardless of your agreement with the visit.
• Failure to agree to the return trip fee does not negate your responsibility to pay for the original work or services rendered.
14. Scheduling Flexibility
• Installation and delivery dates provided are estimated, and we reserve the right to adjust the schedule at any time. You will be informed of any changes, but we are not bound by the original estimated timeline.
By engaging us as a subcontractor, you are agreeing to these External Subcontractor Terms and Conditions, regardless of any conflicting terms in your own purchase order or agreements. These terms supersede any provisions in your documents unless explicitly waived by us in writing.