Entity Monitoring & Maintenance Service Agreement

Simplifying Procurement, Amplifying Results

1. Parties

This Agreement ("Agreement") is made between Procurement & Co., LLC ("Company") and the individual or entity identified in the acceptance form below ("Client"), collectively referred to as "the Parties."

2. Project Description

The Company will provide the Client with ongoing entity monitoring and maintenance services. This service ensures Client's SAM.gov registration, DSBS profile, and state/local vendor registrations remain active, accurate, and fully compliant — so Client never misses an opportunity or falls out of eligibility due to overlooked updates.

3. Scope of Work

3.1 Services Included:

The Company will perform the following services on a quarterly basis:

  • SAM.gov Profile Monitoring — check registration status (active/inactive/expiring), review expiration dates, verify TIN/EIN accuracy, confirm NAICS code alignment, validate CAGE code, monitor FAR Reps & Certs currency

  • DSBS (Dynamic Small Business Search) Profile Review — check visibility and keyword optimization, verify linkage to SAM.gov, recommend enhancements

  • State/Local Vendor Portal Monitoring — review 1-2 state or local vendor registration systems per quarter (e.g., Illinois BEP, Cook County, City of Chicago), check for expired certifications, verify business license status, confirm vendor status is active

  • Notifications & Alerts — provide quarterly status report summarizing entity health, upcoming expiration dates, and completed action items. Optional: monthly email alerts between quarterly reports if opted in

  • Minor Profile Edits & Maintenance — up to 2 small profile updates per quarter (e.g., POC change, NAICS update, address correction, business info refresh)

  • Error Resolution Support — assist with federal system validation errors, entity mismatches, TIN issues, or inactive profile re-submissions

  • Custom Monday.com Dashboard — all monitoring updates visible on secure client dashboard with upcoming deadlines flagged, completed actions tracked, and quarterly status updates

  • Initial registration setup and SAM.gov access configuration within 24 hours of form submission

  • 30-minute registration setup call (Tuesday-Thursday) to confirm SAM.gov access, verify registration details, and explain monitoring dashboard

3.2 Monitoring Schedule:

Ongoing quarterly monitoring with status updates provided via Monday.com dashboard and quarterly report. Monthly email alerts available if opted in. Service continues automatically quarter-to-quarter unless cancelled with 30 days written notice.

3.3 What is NOT Included:

  • SAM.gov registration or initial setup (available as separate service)

  • Certification applications or renewals (available as separate service)

  • Proposal writing or bid assistance

  • Strategic consulting beyond registration monitoring

  • Legal advice or compliance consulting

  • Changes to business structure or significant entity modifications

4. Deliverables

The Company will provide the following deliverables:

  • Quarterly monitoring and status review

  • Quarterly status report (via Monday.com dashboard and email)

  • Entity health assessment (Active/Needs Attention)

  • Upcoming expiration date flagging

  • Completed action items documentation

  • Monthly email alerts (optional)

  • Custom Monday.com dashboard access

  • Error resolution support and re-submission assistance

  • Up to 2 minor profile edits per quarter

5. Refund Policy

  • No refund after intake form submitted. Once Client submits the completed intake form, the quarterly service fee becomes non-refundable because the Company begins registration setup and access configuration.

  • Refund available before intake. If Client cancels before submitting the intake form, a full refund is available within 7 calendar days of purchase.

  • Cancellation of Recurring Service. Client may cancel ongoing quarterly monitoring with 30 days written notice(via email to info@procure-ment.com). Final quarter will be charged, then service ends.

6. Payment Terms

  • Quarterly Service Fee: $500.00 per quarter

  • Payment Schedule: Billed quarterly in advance on enrollment date (or quarterly renewal date)

  • Auto-Renewal: Service automatically renews each quarter unless Client provides 30 days written notice of cancellation before billing date

  • Non-Payment: If payment fails, monitoring service is paused until payment is resolved

  • Cancellation Notice: Must be provided at least 30 days before next billing date to avoid charge

7. Client Responsibilities

The Client agrees to:

  • Complete the intake form thoroughly within 24 hours of purchase

  • Schedule and attend the 30-minute setup call (Tue-Thu), or reschedule with 48-hour notice

  • Provide SAM.gov login credentials securely (via email, phone, or password manager as specified in intake form)

  • Notify Company of any changes to business address, DUNS, EIN, certifications, or registration status within 5 business days

  • Respond to Company requests for clarification or additional information within 48 hours

  • Maintain accurate and current business information on all platforms

  • Grant Company access to SAM.gov, DSBS, and state/local vendor portals for monitoring purposes

  • Authorize Company to submit minor profile updates and error corrections on Client's behalf

  • Review Monday.com dashboard monthly and address flagged items promptly

8. SAM.gov Access & Security

  • Client grants Company secure access to SAM.gov account for monitoring purposes only

  • Company will not make major changes without Client approval (minor edits up to 2/quarter are authorized)

  • All access is confidential and used solely for entity monitoring

  • Client retains full control and can revoke access anytime with written notice

  • Company will not share SAM.gov credentials with any third party

9. Confidentiality

Both Parties agree to maintain confidentiality of all business information, registration details, and access credentials shared during the monitoring service. Information will not be disclosed to third parties without prior written consent, except as required by law.

10. Intellectual Property

  • All monitoring frameworks, dashboards, and proprietary methodologies remain the property of Procurement & Co.

  • Client receives access to customized Monday.com dashboard for monitoring purposes only

  • Client owns all business information and registration data

11. Service Modifications

The Company reserves the right to suspend or discontinue monitoring if:

  • Client fails to provide or maintain SAM.gov access

  • Client fails to attend the scheduled setup call without rescheduling

  • Client is unresponsive for more than 30 days regarding monitoring updates or flagged items

  • Client fails to pay quarterly fees

12. Quarterly Monitoring Cadence

Monitoring occurs on a quarterly basis aligned to Client's quarter (Jan/Apr/Jul/Oct or custom quarter based on enrollment date). Status reports will be provided within 7 business days of quarter end. Client will receive 15-day advance notice of upcoming expiration dates.

13. Governing Law & Dispute Resolution

This Agreement shall be governed by the laws of the State of Illinois.

Disputes shall first be attempted through negotiation and mediation. If unresolved, disputes shall be settled by binding arbitration in Illinois before litigation is considered.

14. Termination

Either Party may terminate this Agreement with written notice.

  • Termination by Client requires 30 days written notice before next billing date to avoid charge

  • Termination takes effect at end of current quarter

  • Upon termination, all access and confidentiality obligations survive

  • Final quarterly fee applies unless Client provides notice before billing cycle

15. Acceptance

By submitting the form below, the Client agrees to the terms of this Agreement and understands this is a recurring quarterly service that auto-renews unless cancelled with 30 days notice.