Maintenance Project Notification

Many issues require an onsite point of contact and/or Board authorization to make needed repairs. Coastal Association Services, Inc. strives to assist in addressing all HOA issues in a timely and efficient manner. To achieve this goal, please provide the information as indicated.

Date of Request: *

Association Name: *

Board Member Point of Contact: *

Phone Number: *

Onsite Point of Contact: *

Phone Number: *

Description and Location of Maintenance Project (Please Provide As Much Detail As Possible): *

Three Vendor Bids

*Issues requiring three bids, must have copies of all three bids uploaded or provided with work order. Coastal may have phone numbers of vendors the Board can contact, as they work to acquire bids.

*All submitted bids must be complete. Coastal will not negotiate, renegotiate, or request vendors to "add on" services to existing bids.

*The board is required to inspect work during and after services are rendered.

HOA laws require Boards to show due diligence for unbudgeted or large expenses by seeking and providing three independent bids for service.

Please select one: *

All three bids will be faxed to Coastal at 760-749-4004

All three bids will be uploaded

Bid #1:

Bid #2:

Bid #3:

Vendor / Bid Selected By The Board To Perform Requested Work

Company Name: *

Company Address: *

Company Contact Person: *

Phone Number: *

Work To Be Scheduled By Board:

Scheduled Start Date: *

Anticipated Completion Date: *

Vendor Payment

Total Dollar Amount For Services: *

Advance Payment or Deposit Required: *

Yes

If yes, Enter Amount:

Payee
(If Different Than Company Name):

Mailing Address
(If Different Than Company Address):

Funds To Be Allocated From: *

HOA's Operating Account

HOA's Reserve Account

Vendor Fees Are To Be Applied To Which Budgeted Line Item (ex: maintenance, landscaping, plumbing, etc.): *

Authorized By: *

Phone No: *

Authorized By: *

Phone No: *

Terms and Agreement:
By typing the two Board Member's names authortizing this request, you are indicating that the two Board Members have discussed this matter and are in agreement.

Please Type Your Initials To Accept The Terms and Agreement: *

Email address of other Board Member authorizing this request: *

HOA Boards with FIVE Board Members require special consideration. Please indicate a THIRD Board Member authorization below.

Authorized By:

Phone No:

Email address of third Board Member authorizing this request:

This form may be mailed, faxed, or electronically submitted
970 West Valley Parkway #651, Escondido CA 92025
Phone: 760-749-4400 Fax: 760-749-4004
tp@coastalassociationservices.com

For Confirmation Receipt Enter Your Email Address: *

Any fraudulent use of forms resulting in a monetary disbursement, loss, and/or fees will be absorbed by the HOA. Anyone found to be transmitting forms fraudulently will be penalized to the maximum extent allowed by law.

Maintenance Project Notification

Three Vendor Bids

Vendor / Bid Selected By The Board To Perform Requested Work

Vendor Payment

***HOA Boards with FIVE Board Members require special consideration. Please indicate a THIRD Board Member authorization below.***

HOA Boards with FIVE Board Members require special consideration. Please indicate a THIRD Board Member authorization below.