BuildingsOne Property Administration Series comprises an expansive set of documents and templates that incorporate property administrative concepts and applications, across a broad range of procedures, manuals, agreements and forms, routinely encountered in the operation of commercial real estate. The Property Administration Series documents and templates cover an extensive range of administration programs pertaining to building owner, manager, tenant and vendor service programs. Several key document templates, such as the Tenant (Occupant) Handbook, Vendor Services – Request for Proposal (RFP) and the Property Transition Plan, offer comprehensive, industry best practice resources to the real estate owner | operator. The universal word and excel format helps facilitate template modifications in order to customize them for your client’s properties. Several documents incorporate content pertaining to technical operations. However if the document has more of an administrative program aspect, the document is available in the Property Administration Series of the BuildingsOne web-site library.
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American Flag Protocol & Procedures
{PDF Document}
American Flag Protocol & Procedures
{PDF Document}
5 page document, with illustrative photos, that reviews protocol and various procedures for displaying and handling of the American Flag with an emphasis on commercial real estate applications.
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Building Improvement Capital Expense (CAPEX) Request
{Excel Template}
Building Improvement Capital Expense (CAPEX) Request
{Excel Template}
1 page excel document, including best practice standards, of a building improvement capital expense request. Includes a ’selection menu’ for CAPEX Category (7 standard categories provided) and CAPEX Justification (12 standard justification criteria provided).
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Building Rules & Regulations
{Word Template}
Building Rules & Regulations
{Word Template}
7 page best practice Building Rules & Regulations standard word template for modification and implementation at any office property. Organized with a cover page and six standard sections including: “Tenant’s Use of the Premises”, “Maintenance of the Tenant Premises”, “Life Safety”, and “Moving”.
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Commercial Food Service Establishment FOG Program
{PDF Document}
Commercial Food Service Establishment FOG Program
{PDF Document}
Fats, Oils, and Grease (FOG) Maintenance and Management Program
16 page document covering key aspects of establishing and administering a FOG maintenance and management program for building owner’s having Food Service Establishment (FSE) leased premises. Specific guidance is provided in determining the FOG Program – Authority Having Jurisdiction (AHJ) and the typical requirements imposed by the AHJ. The document organizes FOG program compliance into three core components: 1. Cooking Oil Storage, Removal, and Recycling, 2. FSE Worker Training & Best Practice FOG Control, and 3. Grease Removal Systems & Devices. Effective FOG Program inspection and record keeping procedures are also outlined.
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Construction Project – Contractors Lien Release Form Concepts & Applications
{PDF Document}
Construction Project – Contractors Lien Release Form Concepts & Applications
{PDF Document}
9 page document covering everything the commercial real estate manager | operator needs to know about the legal and administrative process for contractor’s (mechanic’s) lien forms. Explains the purpose of the 4 standard “Lien Waiver and Release of Claims” forms. References www.zlien.com web-site as a resource for lien waiver forms and other contractor lien administrative information.
Outlines the procedures in effective management and administration of lien forms during the project management process. Introduces American Institute of Architects (AIA) Contract Documents™ and their role in the effective management and administration of contractor lien waiver forms.
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Contractor Progress Payment | Lien Waiver – Tracking Worksheet
{Excel Template}
Contractor Progress Payment | Lien Waiver – Tracking Worksheet
{Excel Template}
4 page excel workbook for tracking contractor’s progress payments, and periodic lien waiver form submittals, during a typical tenant construction project or other building project.
Organized in two sections: The top section comprises an overview of the project; including basic description, project budget, tenant name, RSF and location. The lower section is organized for tracking contractor’s progress throughout the project, specifically each application for payment. This section contains pre-formatted information and cell formulas in order to calculate (total) progress payments against the contractor’s project value. The workbook is pre-formatted for tracking up to 15 contractors.
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Contractors (Construction) Rules & Regulations
{Word Template}
Contractors (Construction) Rules & Regulations
{Word Template}
18 page best practice Contractors Rules & Regulations standard word template for modification and use at any office property. Organized in four standard sections:
- General Building Operating Guidelines and Design Parameters
- Pre-Construction Activities
- Construction Activities
- Post-Construction Activities.
Pre-formatted cover page, property photo insert and 30 sub-sections.
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Janitorial Service Program – Best Practices Concepts & Applications
{PDF Document}
Janitorial Service Program – Best Practices Concepts & Applications
{PDF Document}
8 page document with insight into key concepts and applications within the commercial real estate janitorial services business. Introduces applications, with practical insight, regarding cleaning specifications, cleaning labor production rates and cleaning proposal and bid documents.
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Janitorial Services – (Class A Office) Night Cleaning Specification
{Excel Template}
Janitorial Services – (Class A Office) Night Cleaning Specification
{Excel Template}
5 page, industry best practice, Cleaning Specification template for cleaning a Class-A office property. Arranged by cleaning tasks and frequencies, in six standard functional areas, within a typical office property. The specification is pre-formatted as follows:
- General Area
- Specific Area, Fixture or Surface
- Cleaning Task
- Frequency
- Instructive Notes
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Janitorial Services – Day Porter Specification
{Excel Template}
Janitorial Services – Day Porter Specification
{Excel Template}
1 page, pre-formatted Day Porter Cleaning Specification template for cleaning a typical Class-A office building. The template is structured in four columns:
- Functional Area to be Cleaned
- Tasks
- Recommended Time Periods
- Instructive Notes
The specification has a focus on cleaning prescribed locations in a way that compliments the building tenants’ (occupants) schedules and utilization of building services and amenities.
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Janitorial Services – Request for Proposal (RFP) Bid Form
{Excel Template}
Janitorial Services – Request for Proposal (RFP) Bid Form
{Excel Template}
1 page pre-formatted template that includes the appropriate information in order to understand the cleaning service provider’s labor hours, cost of labor and other resources, committed to the building’s janitorial service program. Pre-formatted in order to auto-calculate total labor costs, supplies cost, contractor’s overhead burden rate, cleaning cost per SF and cleaning labor production rates.
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Janitorial Services – Request for Proposal (RFP) Document
{Word Template}
Janitorial Services – Request for Proposal (RFP) Document
{Word Template}
18 page standard Request for Proposal document, with language and terms specific to the janitorial services industry. Includes various administrative prompts, and a basic RFP milestone | key date section, to help keep the proposal submission, review process, vendor selection and services transition on track.
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Janitorial Services – Vacancy SF Credit Worksheet
{Excel Template}
Janitorial Services – Vacancy SF Credit Worksheet
{Excel Template}
1 page pre-formatted template for updating and formally recording the building’s occupied (and vacant) square feet on a periodic (monthly) basis. Includes a column for 12 calendar months and 16 tenant premises (expandable by inserting rows). A section at the bottom of the template auto-calculates the ‘Monthly Cleaning Charge” based upon the current month’s vacancy and the service provider’s pre-determined monthly contract cleaning rate and vacancy credit.
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Job Description – Engineering | Operations “Senior Positions”
{Word Template}
Job Description – Engineering | Operations “Senior Positions”
{Word Template}
8 page, pre-formatted word template comprising an industry standard job description for “Senior Positions” in the Building Operations & Engineering profession. Includes over 45 “bullet point” responsibilities to select from. Dependent upon property owner | manager requirements, the responsibilities would be appropriate for the following positions: Operations Director, Operations Manager, Engineering Manager, Senior Chief Engineer, Chief Engineer, Assistant Chief Engineer and Lead Engineer
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Job Description – Property Management “Assistant & Administrator Positions”
{Word Template}
Job Description – Property Management “Assistant & Administrator Positions”
{Word Template}
5 page, pre-formatted word template comprising an industry standard job description for “Assistant or Administrative Positions” in the property management profession. Includes over 30 ‘bullet point’ responsibilities to select from. Dependent upon property owner / manager requirements, the menu of responsibilities would be appropriate for the following positions: Assistant General Manager, Assistant Property Manager, Property Administrator and Tenant Coordinator
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Job Description – Property Management “Manager Positions”
{Word Template}
Job Description – Property Management “Manager Positions”
{Word Template}
8 page, pre-formatted word template comprising an industry standard job description for “Manager Positions” in the property management profession. Includes over 45 “bullet point” responsibilities to select from. Dependent upon property owner | manager requirements, the menu of responsibilities would be appropriate for the following positions: Regional Property Manager, General Manager, Senior Property Manager and Property Manager
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Lien Waiver & Release “Conditional Upon Final Payment” – Sample Form
{PDF Document}
Lien Waiver & Release “Conditional Upon Final Payment” – Sample Form
{PDF Document}
1 page sample (New York) Lien Waiver & Release Form with instructive comments regarding interpretation and proper completion of the form.
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Lien Waiver & Release “Conditional Upon Progress Payment” – Sample Form
{PDF Document}
Lien Waiver & Release “Conditional Upon Progress Payment” – Sample Form
{PDF Document}
1 page sample (Texas) Lien Waiver & Release Form with instructive comments regarding interpretation and proper completion of the form.
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Lien Waiver & Release “Unconditional Upon Final Payment” – Sample Form
{PDF Document}
Lien Waiver & Release “Unconditional Upon Final Payment” – Sample Form
{PDF Document}
1 page sample (Maryland) Lien Waiver & Release Form with instructive comments regarding interpretation and proper completion of the form.
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Lien Waiver & Release “Unconditional Upon Progress Payment” – Sample Form
{PDF Document}
Lien Waiver & Release “Unconditional Upon Progress Payment” – Sample Form
{PDF Document}
1 page sample (California) Lien Waiver & Release Form with instructive comments regarding interpretation and proper completion of the form.