Consulting Services

Project Services
Notice Letters
PSG will prepare landlord notice letters for Client on Client letterhead indicating that PSG is to be copied on all lease-related document transmittals and official lease correspondence as well as invoices. This will ensure that document information corresponds to the database and document files always contain the proper legal files.

File Inventory & Organization
Client will be responsible for sending PSG a master listing of expected files and full copies of each lease file. PSG will log these files in as they are received and create an inventory control list. This list will include reference numbers and be referred to for project activity.

If it appears that there are exceptions such as missing, unsigned, or inconsistent documents, it will be identified and included on a project report that PSG shall deliver to Client as agreed. If the exceptions do not prohibit an accurate abstract, as reasonably determined by PSG, abstracting will continue. If exceptions prohibit completing an abstract, Client will need to resolve the exception prior to abstracting.

Property Data Gathering
For each owned or leased location in Client's portfolio, PSG can facilitate the gathering of data elements that are not typically found in the lease documents. This includes information about ownership and physical property attributes.

Lease Abstracting - Domestic Locations
Once the files are cleaned up, similarly formatted, and reviewed for missing or conflicting information, PSG will extract data from the files according to the field listing that is agreed for the project (Exhibit A). Additional information that is not available from the lease but that is necessary to drive certain reports will be gathered at this time as well (i.e., headcount or division / department information). This data is reviewed for consistency and completeness prior to entry into the database. Whenever interpretation of data is necessary, assumptions are documented and Client's best interests are considered.

Lease Abstracting - International Locations
In order to achieve a complete database of lease obligations, PSG can also coordinate the necessary resources to create abstracts for leases outside the US. Because laws and local nuances greatly influence the leases, a local expert in the country of origin accomplishes abstracting. This person creates a "profile" of the lease as opposed to a verbatim translation that may overlook statutes that also guide the landlord/tenant relationship.

Once conformed to a similar format, PSG will enter the information into the same database and make the image documents available just as with the domestic leases.

Exception Documentation & Resolution
During the abstracting process, PSG is trained to find exceptions in the documents such as conflicting lease information or errors in mathematics or dates. PSG will take reasonable corrective actions where possible to eliminate the exceptions that can be resolved. Those which cannot be immediately resolved will be recorded in the File Inventory. If an exception remains unresolved, detailed information explaining the exception will be recorded in the File Inventory and presented to Client with resolution recommendations.

Database Population
Once the abstracts are examined for quality assurance, the abstracted data is entered into a newly initialized database. Upon completion, PSG will run a series of reports to verify the integrity of the data. If any changes are required, PSG will take corrective measures to make the data accurate. Once the data is entered and verified, PSG will supply the Client user(s) with a secure login and password to gain access to their data.

Document Imaging
With the files cleaned, organized, and free from exceptions, the ideal opportunity presents itself to image the files. Imaging technology is similar to copying except that an electronic index is added so that the images can be quickly navigated and accessed. PSG will build an index that allows Client to file and locate documents electronically in a way that makes sense to their organization. Once imaged, documents are available for Internet access and can be shared across geographic boundaries. Imaging protects the integrity of the documents in that the files are not subject to damage or loss and as such offers excellent disaster recovery protection.

Lease Audit – A Sensible Approach to Maximizing Cost Recovery and Avoidance
Just because a lease is smaller doesn’t mean that it is not worth checking for calculation errors or aggressive billing practices by an overzealous Landlord. In some cases, this initial review will lead to a more involved review. In others it will only serve to give you peace of mind in knowing that what you negotiated is what was billed. In all cases, it ensures that your occupancy costs are being reviewed by someone that understands the bottom line impact of this expense and how to decode the intricate nature of this hotly negotiated item.

PSG’s methodology involves a layered approach starting with work that is included as part of your support service. As review increases, you remain involved so that you control the nature of the review and the tone/level of interaction with the Landlord. The three levels below indicate each level of assurance.

Lease Audit – Critical Compliance
Calculation Accuracy
Calculation Method is Consistent with the Lease Terms
Landlord Compliance with Caps, Stops and Identifiable Inclusions/Exclusions

Lease Audit – Desktop Analysis
Large Increase Percentages Questioned
Costs Per Square Foot Considered Against “Typical” Ranges
Unexplained Categories Qualified
Allocations or Gross Up Method Questioned

Lease Audit – Contingency Review
On Site Review By Trained Specialists
May Involve PSG’s Audit Alliance Partner


Ongoing Support Services