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Click to Expand Sections:
 Consulting Services
Project Services
 Ongoing Support Services
Level One – Database Hosting
Application Hosting & Access
All Client information will be contained in a separate database that is fully secured with controlled access as defined by Client. The data is backed up daily, and firewall secured. There is no limit to the number of users that Client may allow to access their data.
Level Two – Database Hosting & Change Management
Continuous Document Processing
New leases received by PSG will be fully abstracted according to the abstract form in use under this agreement. These leases will be made a part of the active database within 5 working days of receipt. As amendments or other documents are received, PSG will review, abstract and make necessary updates to the active database.
In addition to processing documents as received, PSG's account team will be monitoring the database and reports on a proactive basis, as well as seeking out information or documents needed to complete missing data or resolve open issues. This ensures long-term database and process integrity, especially when lease expiration or option dates can often pass without new documents being generated.
Other services that were required during the project phase and deemed appropriate for ongoing maintenance, such as imaging, will also be maintained.
Help Desk Service
PSG utilizes an email based system for tracking new documents that are sent as well as to track the processing of these documents and other requests that are sent to the help-desk. Between 8:00 am to 5:00 pm Central time, clients may either:
Call: 312-279-5350
Or Email : Service@askpsg.com
The purpose of this service is to ensure timely updates to the database and to request assistance in using the database application. All authorized Client personnel may contact PSG to ask questions about the leases or get help using the database. This service is unlimited, although high volumes of new document or information requests may require longer processing times. An approval protocol will also be documented regarding fee-based service requests.
Level Three – Database Hosting, Change Management & Invoice Processing
The greatest value and protection from erroneous occupancy charges can be achieved when ongoing file maintenance is coupled with a monthly proactive invoice review.
Landlord Invoice Review
On a monthly basis, PSG will review landlord charges to verify that they comply with Client's contractual obligations ("Critical Compliance"). The scope of Critical Compliance will verify the following:
- Base rent charges are consistent with lease terms
- CPI and other index-based increases are mathematically correct
- Caps in operating expenses and other pass-throughs have been applied
- Calculations of operating expenses and other pass-through liabilities are mathematically correct
- The correct Base Years for operating expense and other pass-throughs have been applied
- The correct pro rata shares of operating expense and other pass-throughs have been applied
An expected payment report will be created monthly and used to review invoices presented by the landlords. Variances to projected amounts and/or one-time payments will be reviewed against this projection and relevant lease terms. A final report of recommended payments is presented to the Client for payment or incorporation into their enterprise accounting system. PSG and Client will agree on an approval protocol for confirmation of service work or other amounts that would need to be authenticated locally.
PSG's process includes a "desktop" review of annual tax/operating expense reconciliation. The scope of this review is to request reasonable backup for the billing, verify mathematical accuracy, confirm the appropriate proration for square footage and time, and verify that any negotiated caps, stops, or other limitations have been included. If this review gives reason to believe that expenses have been overstated, PSG may recommend a more complete lease audit to be performed (see "Elective Services").
In the event that noncompliance by the landlord with the foregoing is determined, PSG shall use its reasonable best efforts to attempt to correct the same, and obtain refunds or credits for Client, as appropriate (PSG will not attempt a final resolution with any landlord without Client's authorization).
Level Four - Database Hosting, Change Management, Invoice Processing & Live Payments/Collections
PSG can provide the actual accounts payable check drafting services as well as invoice billing and collection services as requested in lieu of providing a file of the amounts to be billed/paid by Client. Adding this level of service anticipates incorporating internal audit/treasury input but increases the degree of process control significantly. This level of service is complete with monthly bank account and funds reconciliation as well as the requisite 1099 reporting at year end.
Other Services
(Sub)lease Invoice Preparation
If lease or sublease revenue is expected, the reports and projections will indicate the expected amounts that should be billed and paid. These can be shown independently or as an offset to the lease expense.
(Sub)lease Collection Services
As lease or sublease revenue is due, the amounts can be recorded as income in a general ledger system that can be used for reflecting and aging balances. PSG’s typical service would include a courtesy call and a late notice with the appropriate late fees being billed for unpaid items. Our clients receive a fully detailed aging report with information about collection activity for the month.
Reporting Options
The database provides for a set of standard reports, as well as an ad-hoc reporting tool that will allow the Client user to create and modify existing reports. These reports may be printed to .PDF or .xls formats and emailed to additional users. PSG is also available to assist in developing and creating specific custom reports for an agreed-upon cost.
On-Line Reports
On-line reports are available to the Client user on a 24/7 basis. These reports provide real-time information, dynamic sorting and links to more detailed information, lease abstracts, and imaged documents.
Monthly Reports
PSG will provide Client with a standardized monthly report highlighting current database activity, trends, and portfolio alerts.
Electronic Reminders
As critical dates come up for key portfolio activity, automatic email reminders will be sent to an agreed list of personnel. PSG will follow the activity and ensure that the responsible party is aware of the required activity.
Custom Reports
PSG will design, format and set up custom reports through the database, or other report writer. This report will be linked to the database so that current reports may be run as needed by the client.
Database and Report Writer Training
PSG will provide the initial database training and a brief orientation for new users of the database and the report-writing tool (if elected). Extensive training and/or training required for large groups of users may be better facilitated by the ASP / Database company and may entail reimbursable charges.
Certificate of Insurance Coordination
As fulfillment of the lease obligation to provide certificates to a Landlord or as a means of ensuring subtenant compliance of the obligation to CLIENT, PSG will facilitate gathering certificates evidencing the coverages stated in the lease and manage the ongoing process of obtaining renewal certificates at expiration. Automatic lease reminders will also be setup to support this process as well as reporting that indicates outstanding expirations that are out of compliance.
Rent Allocation
The database tool allows for rent to be allocated across various cost centers and/or business units. This can be set up a number of different ways but the intention is to create an internal “charge back” report that ties to the lease documents and rent obligations. PSG will facilitate this allocation process and work with CLIENT to establish and maintain the allocation method and process for reporting. For the purposes of gauging scope of work, PSG anticipates updating these allocations upon initialization of a new lease and then once annually.
Project or Transaction Tracking
PSG can activate and provide user edit access or administrative support for projects such as renewals, construction, or dispositions that relate to active or proposed future locations.
Headcount Tracking & Utilization Reporting
PSG can make fields available in the database to record headcount information as provided as well as information about how the space is being used (occupied/vacant or office/production etc). These field availabilities allow custom utilization reporting outside the database and/or integration with a facilities management tool or report.
Non-Landlord Occupancy Payments
Any occupancy related payments that need to be made for the lease/property can be administered through the database so that the cost history can become more complete. PSG can coordinate the payment via a payments report or by drafting the checks through the custodial account established for the client.
Real Estate Tax Protest Coordination
PSG has the capability to coordinate this “project based” activity with your tax protest firm or one that we have worked with in the past. Collaborating with past, present and future activity and keeping you advised is our goal.
Special Projects
Our team is equipped to handle special projects that may arise. With an experienced team of real estate professionals, we are able to fulfill most requests.
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