Download - Prisgene 2009
Company Profile
P R I S G E N E
“PFSPI is committed to provide superior property
management services through the unmatched
value we place on service excellence, innovation
and continuous improvement – all of which are
values that differentiate us from our competitors.”
A Passion for Excellence ----
In the 40 years that the management team has worked in the property management
business, we have acquired solid experience in various areas of property management such
as engineering and technical services, property accounting and general administration. In
recent years, we have been the first property management company to be outsourced by a
prime village association in Metro Manila, first outsourced company to perform nationwide
electrical audit for a major commercial bank and the only independent (non-developer
owned) property management company to manage a mall. Currently, we are exploring the
global market. Seeing there is still a huge demand for property management services, we
believe that we can be a major competitor not only locally but as well as internationally.
PFSPI Difference ----
PFSPI is concentrated on the property management aspect of a property and is committed to
provide superior management service through the unmatched value we place on service
excellence, innovation and continuous improvement – all of which are values that
differentiate us from our competitors. We maximize available technologies in IT infrastructure
and software and management principles which gives us the ability to respond promptly and
appropriately to your needs.
PFSPI’s Proactive Asset Management and Responsibility ----
Our responsibility to you while keeping in mind
our vision of excellence, is to prepare the
business management plan for the property.
The Business Management Plan is comprised
of the management and maintenance plans &
programs, contribution and expense annual
budget, capital expenditure budget and
tenancy issues.
The Business Management Plan is evaluated
and re-evaluated annually to keep abreast with
current trends and practices in property
management. Moreover, expense budgets
are discussed thoroughly for transparency and
betterment of your property.
We will make sure that all aspects of you
property are well-covered with a goal to make
it work more profitably for you by increasing its
curb appeal to reach the highest possible net
operating income.
Your property is a valuable asset, which is why
we implement a customized plan of scheduled
preventive maintenance to protect the
building’s systems and equipment. Our
flexible reporting and analysis capabilities
keep you fully informed, providing you with an
accurate accounting of your property’s
financial performance. Together with any
building-specific reports that you may require,
we will provide you with reports covering the
various aspects of property management such
as engineering & technical services, general
administration, janitorial & housekeeping,
landscaping, risk management, engineering
and technical services, operations
maintenance, finance & accounting, pest
control, insurance, other technical services
and security & safety.
Our cost-efficient, aesthetic and operational
recommendations will maximize your return on
investment by sustaining the property’s value
and optimizing rental rates.
Property Objectives ---- Regardless of the property type, PFSPI will
provide you with an efficient and effective
property management service to preserve your
assets and enhance the value of your real estate
development. We will diligently work with you to
reduce direct operating expenses through
controlled operation costs and the delivery of
quality services.
Furthermore, the concept of a joint management
arrangement between the property owners and
PFSPI will bring about a greater understanding
and appreciation of each other’s role in the
success of the Property. PFSPI’s responsibility
to the upkeep of the Property ensures its
continued success through a well planned
execution of Property Management Service
responsibilities.
Our Turnover Program and Transition Plan -----
PFSPI will ensure a smooth take-over for management of the Property following our proposed schedule: for a smooth transition.
PFSPI implements a comprehensive takeover
program for every property that it manages to ensure
a smooth transition and subsequent property
operation.
Upon receipt of Notice of Award, the
following activities will be performed by the
Turnover Team, to prepare the Property and
for a proper turn-over from the current
administration to PFSPI. and to enable us to
gradually install our own systems and
standards until a full and normal stream of
operations is achieved.
Prior to actual take-over, PFSPI shall establish a
task force to conduct a thorough Property
inspection, audit system, requisite Property
management system to determine the hand-
over condition of the building to be managed.
Required capital expenditures such as equipment,
gadgets, etc. necessary to ensure safe and
normal building operations will likewise, be
determined from the audit.
Phase-in and phase-out activities for turn-over will
be conducted with the current on-site staff. In this
period, PFSPI shall already deploy the required
staff whose cost will be billed directly to the
Client.
ACTIVITY MONTH ( In Weeks )
1. Audit of Property Common Areas, Clubhouse and Machinery
2. Contract Review and Signing
3. Turn-over of Building Equipment and Facilities a. As-built Plans b. Equipment
Manuals c. Permits
d. Testing & Punchlisting
e. Acceptance
4. Turn-over of Common Areas and Amenities a. Inspection
b. Punchlisting c. Acceptance
5. Deployment of PFSPI
Management Team
One criteria of an excellent Property Manager is to report all activities at the Property. In this aspect,
PFSPI will provide all necessary reports relative to Administration, Engineering, Finance and
Accounting, Contractual Services.
The report will also include:
• Planned activities for the following month based on the annual plan.
• Highlights of operations of the different departments will be the main item of the report.
• Performance evaluation of the various third party contractors to ensure that all contractual
obligations are adhered to and standards are applied according to agreed plans and programs.
Management Team Requirements To enable PFSPI’s on-site management team to discharge its duties and functions in the most efficient
way possible, we look to our clients in assisting with the on-site provision of adequate management tools
and paraphernalia.
The Management Office shall be the center of operations at the Property where all on-site staff and
third party contractors will report to before proceeding to their assigned location of responsibility.
The office should be provided with a computer together with the basic peripherals to establish
the computerized system of works requisition, administration work, tenants’ 201 Files, and others.
Only licensed computer software will be loaded to the computer for legal purposes. Basic
furniture shall be provided for all operative personnel.
On-Site Management Team ----
PFSPI assigns professionals, all of whom have
extensive experience in Property Management,
engineering and technical services, housekeeping
and sanitation, will be working cohesively to
provide the expertise and services your property
requires.
The PFSPI Manager reports directly to the Board of Directors.
Continuous support from the Central Office will be provided to
the Property Manager (e.g. engineering, administration, accounting, legal, etc.) to ensure consistency in
the operations and management of the Property. Our Property Manager will ensure that all operational works in their respective areas are monitored in
compliance with specified standards.
Engineering
• The Property Manager is responsible for the routine maintenance, upkeep and
repair of all plant and equipment of the Property such as motors, pumps, ground
facilities including perimeter lighting, drainage and sewerage, water facilities and
waterways, entrance and exit doors, etc.
• Formulation of a planned Preventive Maintenance Program for all facilities to ensure
that all plant and machinery, and Property facilities are functioning at an economic
level and downtime is minimized or totally eliminated.
Scope of Services
• Formulate bidding procedures for contractors if major repairs or improvements are
required.
• Prepare the necessary terms of
reference from scope of work to
evaluation and recommendation of
winning bidder.
• Periodic studies will be conducted
specifically for improvements of
Property facilities for possible
upgrading.
• Provide other ancillary services to
Property residents and / or tenants
such as minor electrical works,
plumbing, carpentry, etc. for better
security control of personnel
coming in and out of the
Property.
• Personnel to be used will be coming from the PFSPI Central Office and contracts will
be direct to residents and / or tenants.
• Organize an Emergency Team to cope with both man-made and natural emergencies
in compliance with prescribed safety standards for properties.
• Coordinate with Property residents in the formulation of emergency guidelines and
procedures for their safety and protection.
• Seminars will be conducted to attain the highest standard of safety for the
Property.
• Long - range maintenance plans will be formulated for operational efficiency, prevent
down time, energy conservation and proper utilization of the Property facilities.
Administration • Set-up the manpower requirements of the Property in accordance with approved
manpower structure and deployment schedules.
• Formulate and prepare the Building Rules and Regulations and if there is already
one, recommend improvements based on industry practice for enhancement and
easier enforcement.
Scope of Services
• Monitor and review all plans and designs for any renovation to conform with the
Property’s integral design and philosophy and make recommendations for
amendments or approval.
• Enforce the Property’s Deed of Restrictions, if any, through strict monitoring and
coordination with the Property residents.
• Keep and maintain residents’ / tenants’ record and information sheet for efficient
monitoring and coordination between the residents and / or tenants and Property
Manager.
• Responsible for March-In and March-Out of Property residents / tenants.
• Responsible for tenancy services and clarification of policy issues with regard to
operational matters of the Property.
• PFSPI will advise or arrange for the necessary insurance cover for the
development with respect to fire, earthquake, flooding, comprehensive general
liability, employee’s compensation, plant and machinery cover, etc.
• Responsible for vehicle control, ingress and egress of vehicles, pedestrian traffic and
control, No - I.D., No - Entry System, etc.
• The approved valuation shall be the basis for the tender of bids of possible
insurance companies to attain an economic premium level for the development.
• PFSPI will implement its procurement procedures through tender of bids or a minimum
of at least three (3) quotations for better control of expenditures and quality of materials
purchased.
• Liaise and coordinate as and when necessary with the relative government
agencies for the maintenance, upkeep and management of the Property.
• Attend to all suggestions and complaints of residents for better management and
reply in writing within twenty-four (24) hours.
• Maintain a harmonious / cordial relationship with residents for easy
• Understanding of their obligations in terms of contributions and expenses.
Finance, Accounting, & Budget • The Property Manager will be responsible for the financial management and
accounting of all contributions and expenditures for the Property.
• PFSPI will fully implement the accounting system and procedures designed for the
operation of the Property.
• Prepare and formulate an annual budget based on the annual plan and
assumption of forecast for expenses.
Scope of Services
• Prepare / formulate a capital expense budget of the Property based on audit findings.
• Prepare profit and loss statement on a monthly basis.
• Prepare billing statement and implement the timely collection of regular assessments
or maintenance fees.
• Control of all out-goings and recommend the disbursements in compliance with
approved budgets.
• Prepare a quarterly financial report to include balance sheet and profit and loss
statement.
• Provide monthly cash position report including budget variances and schedule of
receivable and aging analysis.
Third Party Contract Management
General Housekeeping
• Emphasis in this service will be given priority since cleanliness and sanitation is a
reflection of good and quality management.
• Supervise and monitor the maintenance personnel for the cleaning of all common
areas of the Property.
Scope of Services
• Formulate custodial work orders and schedules to maintain the highest standard of
cleanliness and sanitation.
• This will include personnel deployment schedules with exact location of responsibilities
for better work coordination.
• Formulate a comprehensive cleaning and sanitation guideline and procedures to attain
the highest quality of cleanliness and hygiene.
• Set-up the regular and periodic system of reporting for cleanliness, sanitation, waste
management and garbage disposal system, etc.
Security Force Management
• Monitor the security force contractor for adherence to established procedures and
guidelines.
• Assist the security contractor in the formulation of a comprehensive security
and defense plan and program for the Property for the security of all
homeowners and / or tenants.
• Set-up and formulate a comprehensive evacuation plan in case of exigencies
such as fire, earthquake, typhoon, flooding, etc. and periodic review of the
security system for possible improvement in its implementation to attain greater
efficiency and prevention of losses.
• Formulate and implement the guests handling procedure, identification
system, vehicle traffic ingress and egress, speed limitation and other safety
measures.
• A periodic inspection of a Security Consultant will be implemented to ensure
the security of all homeowners / tenants in the building.
• The Security Service Provider will be evaluated on a monthly basis to
prevent lapses in the terms of the contract.
Safety Enforcement
• In coordination with the homeowners, PFSPI will ensure that all safety
measures are implemented in any improvements and renovations in
compliance with existing Property Guidelines and other laws on safety.
• Set-up a Fire Fighting Team to address the safety concern of all homeowners of the
Property.
• Require the services for a Risk Management Consultant as and when
necessary.
Scope of Services
Landscaping
• Supervise and monitor the Association’s maintenance personnel to fully implement the
greening requirements of the Property.
• Establish work responsibilities and schedules for better coordination in the greening
maintenance of all common areas of the Property.
• Performance evaluation will be conducted to comply with agreed terms and
conditions of the contract.
Waste Management
In coordination with the local government unit, PFSPI will utilize as much as
possible their garbage collection and disposal capability.
• In case of deficiency, PFSPI will engage the services of an outside contractor
to correct the shortcoming.
• Guidelines for dumping of wastes and garbage will be designed to help the
environmental concerns of the Property.
• Color coding scheme of trash bags will be implemented to determine
biodegradable and non-biodegradable wastes and materials.
Pest Management
• A detailed pest management program will be designed for the Property.
• PFSPI will accredit pest management companies, duly licensed by the FPA
and have registered entomologist to conduct pest management services inside
the Property.
• Chemicals to be used will be subjected to material data scrutiny to
determine the effect to human life, soil, Property, water and the general
surroundings.
• Performance evaluation will be conducted to comply with agreed terms and
conditions of the contract.
• Establish work responsibilities and schedules for better coordination in the
pest control treatment of all common areas of the Property.
Construction Management Prisgene Facility Services Professionals, Inc. (PFSPI) will provide the general
administration and management services and act as Project/Construction Managers for the
project.
The general objective of the Project/Construction Manager is to ensure that the project is
executed and completed in accordance with the quality, time, schedule and other terms of
the construction contract and the general sound engineering practices for construction and
development.
Scope of Services
The following are the specific tasks to be performed by the Project/Construction Manager
for the Owner/Developer:
1. Assign a Project/Construction Manager, Project/Construction Engineer and other
Technical Staff to provide the technical and administrative support needed for the
execution of the plans and specifications prepared by the Architects and Engineers.
2. Review of all construction documents, i.e., plans, specifications, shop drawings for the
purpose of coordination and consistency of requirements and conditions. Any conflict or
discrepancies in the construction documents shall be brought to the attention of those
concerned for clarification and/or decision.
3. Prepare an overall program of work to be
undertaken during the construction phase
in close coordination with the General and
Trade Contractors.
4. Prepare the Terms of Reference for the
different trades from pre-qualification to
pre-bid conferences keeping in mind the
Architectural and Engineering
requirements of the project development
5. Obtain tender of bids or conduct
negotiations including issuance of notice
of award, notice to proceed and
preparation of construction contracts.
6. Receive and evaluate tender of bids at
the designated time and place from
qualified bidders.
7. Review acceptability of tender of bids
submitted relative to and in compliance with bonds and financing requirements as
stipulated in the Terms of Reference. All awards shall be subject to the approval of the
Owner/Developer.
8. Review and evaluate architectural and engineering plans, specifications and other
contract documents for completeness and adequacy for implementation.
9. Provide liaison between the Contractor and the Owner/Developer on all matters in
relation to the construction activities. Scope of Services
10. Keep the Owner/Developer adequately informed of the construction activities, schedules
and problems that may affect the project.
11. Provide supervision and inspection of the project development by providing adequate
construction management staff to ensure satisfactory compliance of the contract
requirements, i.e., plans, specifications, schedules and all other related documents
12. Monitor the development of the project in relation to the budget or construction cost,
schedule and quality of work and make recommendations to the Owner/Develop for
courses for action, as may be required and necessary.
13. Implement decisions/instructions made by the Owner/Developer. Communicate
accurately all decisions to the contractor and make certain they are faithfully complied
with in accordance with agreed terms and conditions of the construction contract.
14. Provide the Owner/Developer with current costing and information regarding the
progress of the works as they proceed.
15. Review and comment on the Master Construction Schedule.
16. Review logic of activity sequence, the construction methodology that will be
implemented, and evaluate the reasonableness of time schedules, etc.
17. Ascertain that the contractor obtains all necessary permits, clearances, rights-of-way
and/or approvals from pertinent authorities that may be required for the uninterrupted
execution and implementation of the construction contract.
18. Prepare cost estimate and bill of materials for the proposed changes to the contract of
work, time extension, contract amendment, supplementary contracts, etc.
19. Monitor construction operations to ensure project development completion within
established time schedule and inform the Owner/Developer on any slip-up and probable
delay in the project.
20. Prepare monthly progress report evaluating project development accomplishments
against projections.
21. Review billing for progress payment of contractors and verify and confirm quantities of
accomplishments.
22. Arrange for supervised field testing requirements of materials and equipments outlined in
the contract documents.
23. Arrange for and verify measurements and determine quantities covered by unit price as
stipulated in the contract. Scope of Services
24. Review shop drawings / catalogues / brochures and sample submittals for compliance to
contract requirements.
25. Conduct the construction committee and coordination meetings held weekly on site
and/or as the need arise and prepare minutes of such meetings.
26. Attend project development Management Committee meetings as may be required by
the Owner/Developer.
27. Issues notices to contractors and suppliers regarding non-compliance to contractual
obligations.
28. Review and monitor the safety, security and sanitation requirements and programs of
contractors.
29. Conduct inspection with the Owner/Developer and Consultants upon completion of the
project development.
30. Perform punch list exercise of the project development together with the
Owner/Developer and various contractors and ensure compliance to recommended
corrections and/or adjustments required.
31. Review all as-built drawings and equipment operation and maintenance manuals
submitted by various contractors and suppliers.
32. Arrange for and verify measurements and determine quantities covered by unit price as
stipulated in the contract.
33. Review shop drawings / catalogues / brochures and sample submittals for compliance to
contract requirements.
34. Conduct the construction committee and coordination meetings held weekly on site
and/or as the need arise and prepare minutes of such meetings.
35. Attend project development Management Committee meetings as may be required by
the Owner/Developer.
36. Issues notices to contractors and suppliers regarding non-compliance to contractual
obligations.
37. Review and monitor the safety, security and sanitation requirements and programs of
contractors.
38. Conduct inspection with the Owner/Developer and Consultants upon completion of the
project development.
39. Perform punch list exercise of the project development together with the
Owner/Developer and various contractors and ensure compliance to recommended
corrections and/or adjustments required.
Scope of Services
40. Review all as-built drawings and equipment operation and maintenance manuals
submitted by various contractors and suppliers.
41. Perform testing and commissioning of all plant and equipment of the project development
in coordination with suppliers and contractors.
42. Issue acceptance certificates to contractors upon full satisfaction of the Owner /
Developer and Construction/Project Manager.
43. Evaluate and process contractors’ final payment and retention upon submission of
required warranty bonds.
44. Hand-over the entire project development to the Owner/Developer upon full completion
of all requirements and declare the project development operational.