Terms & Conditions of Service
Effective & Last Updated: September 2026 | Propvexa Services LLC (Austin, Texas)
PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY. They govern all commercial engagements, work order assignments, digital estimates, service proposals, and field maintenance contracts executed by Propvexa Services LLC, a Texas Limited Liability Company (“Propvexa”, “Contractor”, “we”, “us”, or “our”). By issuing a work order, approving an estimate, or authorizing service dispatch, the client (“Client”, “Servicer”, “Property Owner”, or “Asset Manager”) explicitly enters into a legally binding agreement under the terms set forth herein.
1 Definitions & Commercial Terminology
- “Work Order”: Any formal written authorization, electronic transmission, vendor management system (VMS) dispatch, email instruction, or approved quote directing Propvexa to perform property preservation, maintenance, or repair services.
- “Allowable Threshold”: Pre-authorized dollar ceilings established by governmental sponsors (HUD, VA, USDA) or institutional mortgage GSEs (Fannie Mae, Freddie Mac) within which routine preservation tasks may be executed immediately without prior bid submission.
- “Over-Allowable Bid”: A formal, itemized cost proposal accompanied by photo documentation submitted to the Client when property remediation costs exceed standard allowable thresholds.
- “Quality Control (QC) Sign-off”: The internal review process conducted by Propvexa auditing photographic logs, field reports, and scope completion prior to client delivery and invoice issuance.
- “Substantial Completion”: The stage in work order execution where the contracted preservation or repair task is sufficiently complete in accordance with trade standards so that the asset may be utilized or inspected for its intended purpose.
2 Standard of Workmanship & Regulatory Compliance
All preservation, maintenance, turn-key repair, and inspection services shall be executed in a good and workmanlike manner, conforming to established industry standards and, where applicable, the specific servicing guidelines published by:
- HUD Handbook 4000.1 & Mortgagee Letters: Property preservation and conveyance standards established by the U.S. Department of Housing and Urban Development.
- Fannie Mae (FNMA) Servicing Guide: Property preservation and REO management standards, including lock codes, winterization guidelines, and hazard mitigation.
- Freddie Mac (FHLMC) Bulletin Guidelines: Vacant property inspection, security, debris removal, and lawn maintenance standards.
- Texas Municipal & Building Codes: Relevant municipal code enforcement ordinances across the City of Austin, Travis County, Williamson County, and neighboring Central Texas jurisdictions.
3 Property Ownership, Access Warranty & Defense/Indemnification
Client represents and warrants that Client is the legal fee simple titleholder of the subject property, or is an authorized mortgage servicer, loan holder, or asset manager possessing full legal authority under applicable loan documents, deeds of trust, or court foreclosure orders to authorize entry, rekeying, lockbox placement, cleanout, and preservation of the real estate asset.
Mandatory Client Defense & Indemnification: Client shall defend, indemnify, and hold harmless Propvexa Services LLC, its officers, members, employees, and subcontracted trade specialists from and against any and all claims, lawsuits, liabilities, losses, damages, fines, and expenses (including reasonable attorney's fees) arising out of or related to:
- Allegations of criminal or civil trespass, unlawful entry, or wrongful foreclosure resulting from work orders dispatched on properties where legal rights to entry were defective, unperfected, or disputed.
- Claims of personal property conversion or disposal of tenant belongings where the Client verified vacancy or authorized trash-out/eviction cleanout.
- Unannounced property occupants, squatters, or hazardous animals causing injury or delay during field operations.
4 Allowable Thresholds, Bids & Over-Allowable Orders
To optimize turnaround speed and protect asset preservation timelines:
- Within Allowable Thresholds: For institutional preservation accounts utilizing standard allowable fee matrices, Propvexa is authorized to execute required preservation tasks (initial lock change, window boarding, grass cut, winterization) up to the specified cap without prior bid approval.
- Over-Allowable Conditions: When field inspection reveals property damage, extensive debris, roof breaches, or safety violations requiring remediation costs in excess of published allowable caps, field technicians will secure the property against imminent hazard and generate an itemized bid. Propvexa will transmit digital photo documentation justifying the over-allowable bid within 24 to 48 hours for Client written approval.
- Client Approval Expiration: Bids not approved within thirty (30) days of submission are subject to market material price re-verification prior to dispatch.
5 Commercial Invoicing, Credit Terms & Payment Obligations
Upon internal Quality Control approval of completed work orders, Propvexa issues an itemized digital commercial invoice.
Payment Due Terms: Payment terms for approved institutional asset managers, banks, and corporate entities are Net 30 calendar days from invoice date. For residential and non-account commercial accounts, invoices are Due Upon Receipt.
Accepted Payment Methods: Remittances must be made via Corporate ACH direct transfer, bank wire transfer, corporate check, or major credit card processed through our secure, encrypted invoice links. Cash is not accepted.
Delinquent Balances: Invoices unpaid after thirty (30) days shall accrue interest at the rate of one and one-half percent (1.5%) per month (18% per annum) or the highest statutory rate permitted under Texas law, whichever is lower.
Collection Costs & Attorney’s Fees: In the event Propvexa engages legal counsel or a third-party collection agency to recover outstanding balances, Client agrees to pay all reasonable attorney's fees, court costs, and administrative collection expenses incurred by Propvexa.
6 Texas Statutory Mechanic's Lien Rights Notice
Propvexa Services LLC expressly reserves all statutory and constitutional mechanic’s, materialman's, and contractor's lien rights provided under Chapter 53 of the Texas Property Code and Article XVI, Section 37 of the Texas Constitution for all labor, materials, equipment, and services furnished for the improvement, preservation, or repair of real property.
7 100% Quality Assurance Guarantee & Dispute Protocol
Propvexa maintains a rigorous multi-tier Quality Control framework:
- 48-Hour Review Window: Client shall review the electronic photographic completion package delivered by Propvexa within forty-eight (48) hours of transmission.
- Punch-List Remediation: If Client identifies any contracted task that fails to meet agreed scope or investor guidelines, Client must notify Propvexa in writing with specific photo references. Propvexa will dispatch a punch-list remediation crew within 24 to 48 hours to rectify the item at no additional charge.
- Deemed Acceptance: If no written discrepancy is reported within forty-eight (48) hours, the work order shall be deemed fully accepted, approved, and payable in full.
8 Environmental, Hazardous Materials & Safety Protocols
Field technician and environmental safety is strictly maintained:
- Hazardous Substances: Standard work orders exclude remediation or handling of regulated asbestos-containing materials (ACM), friable lead hazards requiring certified lead abatement, active methamphetamine laboratory chemicals, underground storage tanks, or industrial bio-hazards unless a specialized HAZMAT contract is executed.
- Right to Cease Work: Field technicians retain the absolute right to suspend operations immediately if an unannounced structural hazard, chemical hazard, biological waste hazard, or hostile occupant poses danger to life or health. Client will be billed for reasonable mobilization expenses.
9 Force Majeure & Texas Inclement Weather
Neither party shall be liable for failure or delay in performance resulting from causes beyond reasonable control, including but not limited to: severe Texas freezing weather and ice storms, flash floods, tornadic activity, sustained power grid failures, mandatory civil evacuation orders, acts of God, strikes, or municipal utility shutoffs. In such circumstances, performance deadlines shall be extended by the duration of the delay.
10 Limitation of Liability & Waiver of Consequential Damages
Liability Limitation Cap: TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE TEXAS LAW, THE TOTAL AGGREGATE LIABILITY OF PROPVEXA SERVICES LLC, ITS OFFICERS, EMPLOYEES, AND SUBCONTRACTORS ARISING OUT OF OR RELATING TO ANY WORK ORDER, SERVICE, OR BREACH OF THIS AGREEMENT, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), INDEMNITY, OR OTHERWISE, SHALL NOT EXCEED THE TOTAL AMOUNT ACTUALLY PAID BY CLIENT TO PROPVEXA FOR THE SPECIFIC WORK ORDER GIVING RISE TO THE CLAIM.
Waiver of Consequential & Punitive Damages: IN NO EVENT SHALL PROPVEXA BE LIABLE FOR INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF REAL ESTATE PROFITS, DIMINUTION OF ASSET VALUE, DELAYS IN PROPERTY CLOSING, OR FINES LEVIED BY CODE ENFORCEMENT AGENCIES PRIOR TO PROPVEXA’S FIELD DISPATCH.
11 Subcontractor Engagement & Independent Trade Partners
Propvexa utilizes a hybrid operational model comprising in-house field supervisors and thoroughly vetted, independent trade subcontractors. Propvexa manages all Quality Control, guidelines compliance, and digital reporting. Nothing contained in this agreement creates a partnership, joint venture, or employer-employee relationship between Client and Propvexa's trade subcontractors.
12 Governing Law, Mandatory Dispute Resolution & Travis County Venue
This agreement, all work orders, and any claims or controversies arising out of or related to our commercial relationship shall be governed by and construed in accordance with the substantive laws of the State of Texas, without giving effect to conflict of laws principles.
The parties agree that any formal litigation or legal proceeding shall be filed and maintained exclusively in state district courts or federal courts located in Travis County, Austin, Texas, and both parties irrevocably submit to the exclusive personal jurisdiction of such courts.
13. Legal Notices & Corporate Communication
Formal legal notices, contract inquiries, or official service of process must be delivered via certified US mail or verified electronic mail to: