Keeping your investment well-maintained without surprises comes down to one thing: control. Many owners ask, “Can I use my own vendors for repairs and maintenance?” Short answer: usually yes—with the right guardrails. At TGN Property Management, our Los Angeles Property Management experts recommend a clear, compliant framework that protects habitability, minimizes liability, and keeps costs transparent while still honoring your vendor preferences.
Quick Answer: Yes, with pre-approval and standards
- Allowed with conditions: You can use your own vendors if they pass onboarding (licenses, insurance, W-9) and agree to response times and pricing.
- Critical work defaults to proven pros: For emergencies, code-required repairs, or habitability issues, we dispatch pre-vetted vendors immediately to protect you and your residents.
- Transparency first: Clear dollar thresholds for approvals, no surprise markups, and written scopes keep everyone aligned.
- Document everything: For LA and California compliance, every visit, estimate, invoice, and photo should live in your property’s record.
Our Los Angeles Property Management experts recommend this balanced model to get the best of both worlds: your trusted relationships and our compliance-driven oversight.
Why this matters in Los Angeles
Los Angeles blends strict habitability rules with real-world urgency. Delays or non-compliant work can trigger fines, rent reductions, or programs like REAP. Consider:
- CSLB license requirement (California): Any job of $500 or more (labor + materials) requires a licensed contractor.
- Permits and inspections (LADBS): Electrical, plumbing, structural, water heater replacements, and many HVAC jobs require permits.
- LA RSO and habitability: Timely repairs are essential; slow or improper work can create legal exposure.
- SCEP inspections: Routine city inspections mean your property must be repair-ready year-round.
- Insurance and liability: Uninsured or underinsured vendors can shift risk back to you.
Because of these factors, our Los Angeles Property Management experts recommend a formal vendor approval process before the first work order.
How using your vendors works with TGN Property Management
We’re flexible—and we protect you. Here’s the typical flow when you want us to dispatch your preferred pros:
- Vendor pre-approval
- Provide: W-9, CSLB license number (if applicable), General Liability and Workers’ Compensation certificates, additional insured endorsement naming owner and TGN Property Management, and signed service standards.
- Verify: License status, coverage limits, exclusions, and any specialty certifications (e.g., EPA Lead-Safe for pre-1978 work).
- Our Los Angeles Property Management experts recommend renewing documents annually and tracking expirations.
- Clear service standards
- Response times: Emergencies within 2 hours, urgent within 24 hours, routine within 72 hours.
- Communication: Photo/video before/after, written diagnosis, and firm ETA windows.
- Pricing: Hourly rates, trip charges, and materials markup documented up front.
- Dispatch and approvals
- Under a pre-set limit (e.g., $300–$500), we approve and proceed to prevent delays.
- Above the limit, we seek your approval and, when sensible, a second bid.
- Emergencies: We may use our vetted network immediately if your vendor is unreachable, then loop them back in for follow-up.
- Payment and warranty
- We collect invoices, lien waivers as needed, and proof of completion.
- Warranties and contact details are stored in your property file for easy future claims.
Our Los Angeles Property Management experts recommend this structure to preserve speed without sacrificing safety or compliance.
Can tenants use their own vendors?
Generally, no. To protect access, liability, and quality control, repairs must be coordinated through management. Exceptions may include:
- Tenant-paid cosmetic work with prior written approval, proof of license/insurance, and a signed indemnification.
- Reasonable accommodations/modifications under Fair Housing, handled through TGN’s approval process to ensure compliance.
Our Los Angeles Property Management experts recommend routing all work through the management portal so there’s a single source of truth for schedules, keys, and communications.
Pros and cons of using your own vendors
Pros
- Continuity and trust: You know the quality and pricing.
- Specialty expertise: Long-time pros who understand your building’s quirks.
- Potential savings: Negotiated rates or legacy relationships.
Cons
- Coordination risk: If they’re slow to respond, habitability timelines may be missed.
- Compliance gaps: Missing insurance, expired licenses, or skipped permits can create liability.
- Limited capacity: Popular vendors book out, which can stall make-readies or unit turns.
Our Los Angeles Property Management experts recommend a hybrid approach: approve your preferred vendors, but allow TGN to step in with backups when speed or compliance is at stake.
A policy you can adopt today
Copy and tailor this owner policy for your management agreement and house rules:
- Owner-preferred vendors are welcome subject to TGN pre-approval (license, insurance, W-9, rate sheet).
- Approval thresholds: TGN may approve and complete repairs up to $500 per incident without additional owner consent; emergencies proceed as needed to protect habitability and safety.
- Response standards: Emergencies within 2 hours; urgent within 24 hours; routine within 72 hours. If the preferred vendor cannot meet these, TGN may dispatch an alternate.
- No surprises: Written estimates above $500; photos and final invoices required for all jobs.
- Compliance: Permits pulled when required; EPA Lead-Safe practices for pre-1978; asbestos/mold protocols as applicable.
- Payment controls: Invoices paid to vendors only after completion confirmation; lien waivers for larger jobs.
- Tenant vendors: Not permitted without written approval from TGN; all access is scheduled through management.
Our Los Angeles Property Management experts recommend including this language in your management agreement to avoid confusion later.
LA compliance checklist for repairs and maintenance
- License check: CSLB license for $500+ jobs; verify classification matches the work.
- Insurance: General Liability and Workers’ Comp; additional insured endorsement for owner and TGN Property Management.
- Permits: LADBS for structural, electrical, plumbing, HVAC, water heaters, and major alterations.
- Lead-safe work: EPA RRP certification for pre-1978 paint disturbance.
- Documentation: Photos, estimate, final invoice, warranty, and if applicable, lien waivers.
- Tenant notices: 24-hour written notice for entry (except emergencies); multi-language when appropriate.
- SCEP readiness: Keep corrective actions documented for inspections.
Our Los Angeles Property Management experts recommend reviewing this checklist quarterly and after any regulatory updates.
FAQs
- Do you upcharge vendor invoices?
- TGN prioritizes transparency. If a coordination fee applies for non-network vendors, it’s disclosed up front in your management agreement. No hidden markups.
- What if my vendor lacks Workers’ Comp?
- We cannot dispatch them into occupied units. It’s a liability risk for you and us. Our Los Angeles Property Management experts recommend partnering only with fully insured vendors.
- Can I require three bids?
- For non-urgent work, yes—we’ll manage the bid process. For emergencies, we move fast first, then update you.
- What about HOAs or home warranties?
- We work with HOA-approved vendors and home warranty dispatches; just note response times can be slower. We’ll help you balance cost vs. speed.
The TGN Property Management difference
TGN Property Management is built for flexibility without sacrificing compliance. We’ll onboard your favorite trades, maintain proof of licensing and insurance, set clear response and pricing standards, and step in with vetted backups when time is critical. That’s how we keep units safe, residents satisfied, and your liability low.If you want an owner-first policy that honors your relationships and keeps your property fully compliant, our Los Angeles Property Management experts recommend starting with a quick vendor audit and approval plan. Contact TGN Property Management to set up your vendor framework and make maintenance effortless.