COMPLETE INITIAL SERVICES JOB AID

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Osborne Calvin Tucker
5 years ago
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1 COMPLETE INITIAL SERVICES JOB AID After an asset has been reported vacant, the assigned property preservation vendor has 5 business days to complete initial services under the flat fee agreement for property services. Within the flat fee agreement there are certain in-scope items that must be addressed by the assigned vendor. Services that are outside of the flat fee umbrella are considered out of scope and need prior approval from VRM before completing the repair. Out of scope items require bids and photos for review by the VRM preservation/repair specialist. IN SCOPE SERVICES The following services are included in the flat fee agreement. Out of scope repairs required for an asset must be escalated to the preservation/repair specialist or the asset manager. For additional information or clarification on In Scope/Out of Scope repairs, contact the assigned preservation/repair specialist. IN SCOPE SERVICES Initial Lawn Care (up to 15,000 sqft) Roof Patching/Tarping All Snow Removal and Salting of Driveways & Walks Vehicle Removal (one standard size vehicle) Graffiti Abatement Exterior and Interior Debris Removal (40 cubic yards)* Sump Pump and Pump Out (one sump pump) Interior Pest Control (interior infestation) Smoke Detectors & CO Detectors Outlet Panels All Doors Rekeyed Padlock Installation on Pool Fence Boarding Exposed Wiring Banisters & Handrails Active Water Leak Holes in Flooring/Deck 1

2 ACCESSING THE PRESERVATION MODULE The Preservation Module is located within the module ribbon on the left side of AMS Default AMS View Preservation Module in the Left Side Ribbon 2

Bi-Weekly Services The Bi-Weekly Services tab houses services that must be completed when inspecting a property after initial services have been completed 3.

3 Default Preservation Module View SECTIONS OF THE PRESERVATION MODULE 1. Initial Services Initial Services houses the initial services checklist and list of items to be completed, if applicable, when completing initial services 2. Bi-Weekly Services The Bi-Weekly Services tab houses services that must be completed when inspecting a property after initial services have been completed 3. Preservation Vendor Info Information tab that identifies the assigned property preservation vendor, including contact name, , phone number and address 4. Download Checklist Link to a printable copy of the Initial Services and Bi-Weekly Property Inspection Checklist COMPLETING INITIAL SERVICES 1. Click on the Complete Initial Services link from the task module 3

4 2. Click on each service in the General section. Each service needs to be marked as Completed, Not Completed or Not Required. a. Completed If the service has been completed, select Completed from the drop-down menu and upload a minimum of 4 JPEG photos for that service b. Not Completed If the service has not been completed, select Not Completed and enter a detailed note as to why the service was not completed c. Not Required If the service is not required, select Not Required 3. Repeat for each service 4

5 4. Answer the applicable HEALTH AND SAFETY QUESTIONS 5. Click Save to save your progress and complete the task at a later time. Click Submit to submit the checklist to the assigned listing agent for review and sign-off 5

VERIFY INITIAL SERVICES After the initial services have been completed by the property preservation vendor, the listing broker is tasked to verify the initial services have been completed. 1.

6 VERIFY INITIAL SERVICES After the initial services have been completed by the property preservation vendor, the listing broker is tasked to verify the initial services have been completed. 1. Click on Verify Initial Services from the task menu 2. Review the property preservation vendor s responses and supporting photos/comments on the Complete Initial Services ribbon 3. Click on the Verify Initial Services ribbon and verify services 6

7 4. Click on each service in the General section and indicate if the services completed are Acceptable, Not Acceptable or Not Required d. Acceptable The services have been completed according to VRM s standards and supporting photos have been provided e. Not Acceptable If the service has not been completed to VRM standards and/or sufficient photos are missing f. Not Required If the service is not required, select Not Required 5. Repeat for each service 6. Review any submitted issues under the HEALTH AND SAFETY QUESTIONS. If there are issues that need to be addressed, request repair approval through the P&M Repair Module 7. Click Save to save your progress and complete the task at a later time. Click Submit to submit the checklist to the assigned listing agent for review and sign-off 7

8 If any services are marked as Not Acceptable, the property preservation vendor will be tasked to Revise Initial Services. If the initial services are acceptable, the asset will move to valuations. 8

REVISE INITIAL SERVICES If the listing broker marks any service as Not Acceptable, the property preservation vendor will be tasked to Revise Initial Services. 1.

Review the Verify Initial Services ribbon to see why the services were rejected In this example, the listing broker has indicated that the debris removal and the

9 REVISE INITIAL SERVICES If the listing broker marks any service as Not Acceptable, the property preservation vendor will be tasked to Revise Initial Services. 1. Click on Revise Initial Services from the Task module 2. Review the Verify Initial Services ribbon to see why the services were rejected In this example, the listing broker has indicated that the debris removal and the outlet covers were unacceptable. The property preservation vendor will upload new photos to support the completion of the task and resubmit for review (see Complete Initial Services above) 3. Complete the Revise Initial Services tab in the same manner as the Complete Initial Services 9

10 ADDING PRESERVATION & MAINTENANCE REPAIRS 1. Access the Repair module 2. Click on Add Repair ADD REPAIR Landing Page 3. Select the Category 10

11 4. Select Type 5. Input the Estimated Cost and Description 6. Upload a minimum of 3 before photos (JPEG) Cancel an uploaded photo by selecting the X 11

12 The asset manager is tasked in AMS to review the P&M Bids. The requested repairs are now visible under the Preservation & Maintenance Repairs sections. 12

The listing broker will receive one or more of the following tasks: Enter P&M Repair Bids Enter Capital Repair Bids

13 ENTERING REPAIR BIDS If the asset manager agrees with the added repairs, bids are requested in AMS and the listing broker is tasked to enter repair bids. The listing broker will receive one or more of the following tasks: Enter P&M Repair Bids Enter Capital Repair Bids Enter LR/BR Repair Bids 1. Access the Repair module through the module ribbon or by clicking directly on the task 2. The requested repairs are displayed. To upload a new bid, click Add Bid 13

14 Input the REPAIR CONTRACTOR Search for the repair contractor by clicking on the magnifying glass. If the repair contractor is not an available option, the repair contractor information will need to be entered Search Feature Manual Input of New Repair Contractor a. Click on Click here to add it to the list b. Enter the repair contractor details 14

15 c. Click Add & Select The repair contractor is now a part of the vendor network and can be selected for future repairs by searching the name. 3. Upload the CONTRACTOR BID DOCUMENT (BID) (PDF) 4. Enter the Estimated Completion Date 5. Check the box to indicate which repair(s) the bid is being submitted for 6. Enter the BID AMOUNT 15

7. Upload photos (if necessary) 8. If additional repairs are needed, the additional repairs are SUPPLEMENTAL REPAIRS. To input a supplemental repair, click on Add Supplemental Repair a.

16 7. Upload photos (if necessary) 8. If additional repairs are needed, the additional repairs are SUPPLEMENTAL REPAIRS. To input a supplemental repair, click on Add Supplemental Repair a. To add the supplemental repair, add the repair in the same way as adding Repair, Capital or LR/BR repairs AMS navigates to the Enter Bids page of the Repair module. The bids are displayed for final review 9. Repeat as needed until all the bids are entered 10. Click Submit Bids to send the bids to the asset manager to review 16

INSPECTION REPORT DISCLAIMER This report was provided by the seller of the property. Neither ServiceLink Auction, LLC nor Hudson and Marshall, LLC

INSPECTION REPORT DISCLAIMER This report was provided by the seller of the property. Neither ServiceLink Auction, LLC nor Hudson and Marshall, LLC (collectively the Auction Provider ) or the seller have