P&P WORKSHOP. P&P Yard Maintenance

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2 P&P WORKSHOP P&P Yard Maintenance

3 Overview Contacts and maps Work order requirements Weather delays Postings and violations Due dates Photo documentation and requirements Vendor Web Mobile

4 Important Phone Numbers Safeguard contact information If you know the extension, please call: o o IT Help Desk o o Ext (Password issues, problems with Vendor Web, or Vendor Web Mobile and PD) (Vendor Contact Center)

5 Important Phone Numbers When to call: Trouble gaining access to the property Property unsecure Issues/situations exist that are outside of standard requirements ******* Do not call for invoice disputes. All invoice disputes must be handled through Vendor Web per Memo *******

6 Grass Start Date Split Vendors must read their work orders carefully for the grass cut season changes based on the loan type and by state. You can also obtain this information by looking on the Vendor Contact Center in Vendor Web.

7 Work Order Requirements Timeframes Recuts may be completed up to 48 hours before the due date and must be updated by the due date. Any order completed/updated after the due date will be considered late. The front, back and sides of house need to be maintained. Initial grass cuts may be completed before the due date, within the month of the due date. For instance, if an order is due on June 7, the earliest it may be completed is June.

8 Work Order Requirements Over one acre You are required to charge your flat rate fee for any property up to the size of one acre. If the grass is over one foot high, you may invoice an additional $20 per foot. However, 75% of the yard has to be the height claimed in order to get paid.

9 Work Order Requirements Over one acre A photo using a ruler or yardstick should be shown to support the height of the grass. If the property is over one acre, cut the first acre and bid the initial cut on the remainder of the property. Also include a bid for recuts of the entire lot. If the front yard is one acre, cut the front and bid for the back, otherwise a perimeter cut of one acre should be completed.

10 Work Order Requirements Shrubs Shrubs should be trimmed when they are causing damage to the property, impeding a walkway or pose a citation risk. If the shrubs are excessively overgrown and cannot be cut for the allowable, take sufficient photos to support and submit a bid with your update. Be sure to include the dimensions of the shrubs and approximate man hours to complete.

11 Work Order Requirements Shrubs Shrubs over one story tall or shrubs that have a trunk are considered trees. A bid must be submitted for maintenance. Do not remove vines from the sides of the property. Please place a bid with your update, noting if it is causing damage to the property.

12 Work Order Requirements Weeds and trees Saplings are branches and are not considered weeds. A bid must be submitted to remove saplings. Weeds should be cut back with a line trimmer. If required by local ordinance or HOA, the affected area should be sprayed with weed killer.

13 Work Order Requirements Weeds and trees Trees: trimming trees is not part of a routine grass cut, however reporting it is. If you arrive to a property and there are overgrown tree limbs touching the house, you must report this on your update. It is important that you also note whether or not it is causing damage to the property.

14 Work Order Requirements Leaves and clippings Leaves should be mulched over with your mower. If grass or shrub clippings are not removed completely, the invoice will be denied.

15 Work Order Requirements Yard debris Debris should not be removed, but consolidated at the rear of the property and not visible from the street. This would help in reducing any potential HOA or city violations. Note that debris is present when updating the work order.

16 Work Order Requirements HOA and common grounds To update an order that the property is maintained by HOA/someone else (including occupied), photos and information on who is maintaining the property is required.

17 Work Order Requirements HOA and common grounds If the front of the property has been maintained, but the back has not, then you are required to cut the backyard and charge your flat rate. If the property is a condo or gated community and you cannot maintain the property, you need to take photos to support and invoice a trip charge.

18 Work Order Requirements Unsecure issues If the property is unsecure, call from site. Do not enter the property. If pool is unsecure, meaning uncovered or not behind a locked fence, call from site. On the update note the property was unsecure. The requirements are the same for visible damage. Call from site and have proper photo documentation for update.

19 Weather Delay Grass should be cut even if there is rain. Grass cuts should only be delayed for weather during lightning storms or where performing the grass cut would cause damage to the property. For weather delayed grass cut orders, vendors should submit a status update including commitment date notifying the work coordinator why the grass cut was not completed.

20 Weather Delay It is the vendor s responsibility to keep an eye on the property and return to cut the grass as soon as weather permits, without damaging the lawn. Do not provide full update until grass cut is complete. For flooded grounds or lawns too saturated to cut, for re-cuts, vendors must provide photo documentation that supports the condition, submit a status and complete the re-cut once able

21 Weather Delay Vendors are expected to understand their local weather. If a cut cannot be completed two days before or on the due date because the lawn is snow covered, or is too wet (cutting will cause damage) the vendor should provide a commitment date when they believe the cut can and will be completed and update the status on Vendor Web (excluding initial cuts).

22 Weather Delay No trip charges will be given on any snow-covered properties. Please be aware of the weather in your area.

23 Postings and Violations Advise Safeguard of any violations/citations posted at the property. Take a photo of the citation/violation and provide the following information from the citation in the comment portion of your update (contact name and phone number, city department, type/purpose of violation, date of violation, compliance date, if noted). In addition, please post the sticker referenced in Memo 1211: Code Enforcement / City Violation Stickers.

24 Postings and Violations Advise Safeguard of any violations/citations posted at the property (cont d). If a violation is present, call ext for POC approval to cure the violation if it is a landscape issue.

25 Postings & Violations If you find a property posted for demolition, call ext from the site immediately. You must ensure that the properties, on your grass cut order list, do not get city citations or violations for poorly maintained yards. Any violation incurred while under a vendor s management may be assessed to the vendor.

26 Due Dates Any order that past due is eligible for reassignment by the work coordinators without a warning or phone call. Once the work is reassigned, it will not be given back. If you know you re going to be late contact your regional coordinator.

27 Due Dates If for any reason, you are going to be late on a work order, your work coordinator must be notified prior to the order becoming late. Any late order we reassign can result in a chargeback if we have to pay a vendor a rush fee to complete.

28 Photo and Update Documentation Photos for all grass cuts are required to be date stamped. Vendor Web Mobile or Photo Direct applications should be used to take and submit photos. All before, during and after photos of front, rear and side yards are required on every order. Photos should include some portion of the house as a reference point. Rear Yard Before Rear Yard After

29 Photo and Update Documentation Photo from the street facing the home/building Full front and rear yard, before and after, are required. Close up or insufficient angles are not acceptable. Front, rear and side photos should be taken from the property lines, facing the house and from the house facing the property lines.

30 Photo and Update Documentation Provide exterior condition photos of all sides of the house. Include a photo with the address. If grass height is over 12 inches, a before photo showing the measurement is required. After photos must contain a photo showing a ruler with the grass blade height no higher than 3 inches and photos of the wheel tracks when grass type permits.

31 Photo and Update Documentation Weed whacking During photos must contain weed whacking, and a mower in the yard, both in the front and back of property. Provide before and after photos of weed removal from paved or landscaped areas. Provide photos that show the fence line and foundations are free of tall grass and weeds.

32 Photo and Update Documentation Desert landscape If property consists of desert landscape, photos of trimming and then spraying the weeds with weed abatement are necessary. You must report desert landscaping on your update. Shrub trimming Provide before, during, and after photos of any shrub trimming that is completed. If shrub trimming is not necessary, photos of shrubs must still be supplied.

33 Photo Standards After photos must contain a photo on all four sides of the house and at least one photo with a ruler showing the grass blade height no higher than three inches. Photos should show the wheel tracks on all four sides of the house if the grass type will provide. Keep in mind that all grass cuts must have during photos showing the equipment on site and the cut in progress. After pictures must show the full line so that a person reviewing can verify that the lawn was cut properly. Fuzzy or zoomed in photos will result in non-payment.

34 VENDOR WEB MOBILE Android Device running Android 2.3 or higher Minimum 2 megapixel camera Data plan recommended The Vendor Web Mobile app will expand in size to fill the available screen space whether you are using an Android phone or a tablet-sized Android device.

35 VENDOR WEB MOBILE Apple ipod Touch running ios 5.x or higher iphone 3GS or 4 running ios 5.x (iphone 4S or 5 recommended) Apple ipad 2 or newer Data plan recommended

36 Installation of Vendor Web Mobile Vendor Web Mobile is installed directly on a user s smartphone via Safeguard s mobile download site. The download website is reached by using your smartphone's web browser and typing m.safeguardproperties.com in the address bar.

37 Installation of Vendor Web Mobile Android On Android devices, you may first need to change an option in your phone's settings menu to allow non-market apps. This is typically found in the Security menu, although this may vary depending on the device and version of Android being used. Enable the Unknown Sources" setting.

38 Questions? Thank you for your continued hard work.

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