Invoice Terms and Conditions Sample for Facilities that Streamline Your Documentation

Invoice terms and conditions sample for Facilities

what's up everyone i hope you're doing great today i wanted to talk to you about common facility management terms and abbreviations so off to the right we have the list of what i'm going to be going through and i'm going to explain the differences between a lot of these abbreviations and terms how they're used and although some of the things are going to sound very similar and can be used oftentimes in tandem i think because of the misunderstanding of what they are i'm going to go through kind of the the separations between them when they can be used and why you might use them but at the end of the day i think that these are things that come up often and while there are an endless amount of terms and abbreviations that get thrown around out there in my experience these are the most common so starting with the first sla which stands for service level agreement it's pretty straightforward and a circle service level agreement is a separate contract that's almost within a contract that details the expectations uh of what service is going to be provided that the person or company is obligated to meet so if you expect them to work within certain operating hours if you expect them to provide certain materials it kind of outlines the details of the actual job that you're going to be outsourcing or expecting to be performed so that's quite simply what it is amc annual maintenance contract no it's not the movie stock that hit to the moon and then went back down to nothing uh amc's are something that you might have with a snowplow company you might have it with a roof and gutter company to come out and quarterly uh inspect and clean your your gutters and downspouts it could be your pm plan with your hvac that come out and do your quarterly hvac systems but it's uh quite simply just an annual maintenance contract third is cafm now cafm often gets confused with cmms and there's the other one the inventory workspace management and although they do a lot of the very same things at their core there are some pretty significant differences so what the cafm does is in addition to managing assets and allowing you to be a scheduling agent it's not necessarily a ticketing agent can't receive and take calls through it now it's going to allow the facility manager to synchronize other aspects of it with like lights hvac uh and other assets throughout the facility infrastructure within the program so it actually is more robust than a typical computerized maintenance management software but it's not quite the same so get i would do a little bit more research on these there's there's a lot of information out there but cafm gets thrown around a lot people ask you what cafms you've used and go from there but again so the the core difference is that in addition to being a scheduling and ticketing agent like most maintenance management software's out there it integrates quite a bit more so as you can see right here some of these functionalities will allow you to remote manage in and you can turn turn off thermostats remotely you can access a lot of the building infrastructure lighting control so it integrates a lot more it's it's more robust than your typical maintenance management software cmms you've probably heard that word a thousand times so it's a computerized maintenance management software that takes all of the information and facilitates the process of maintenance operations uh it helps optimize the utilization and availability of physical equipment like your vehicles or machinery so or your plant infrastructure as well as other assets it's going to allow you to take whatever you have put it on a regular scheduled cadence and then it'll generally generate work orders for you that you can print assign you generally upload your technician's information you can assign certain things you can upload sops you can put parts uh processes associate and affix a lot of different costs but the core of the cmms is really it's databased so you can go through add assets put things on schedules and then oftentimes you're also able to receive calls so if somebody says hey we have a light out in a certain area that can now be generated as a work ticket and create a work order in addition to that so that is what a cmms is there's a lot of ones out there nowadays from maintenance connection upkeep contractors contractors plus um construct maintenance connection there's there's so many so many different ones out there i would encourage you to look at it and that's what cmms is can also be referred to as computerized maintenance management information system cmmis but that is what cmms stands for okay eam so this is enterprise asset management i wanted to put a picture of it because again while it's similar to cmms and the cafm and then there's the inventory workspace management it stands on its own so it does a lot of the same functions and features maintenance planning and scheduling predictive and preventative maintenance labor management hr payroll it also does design planning how you're going to dispose of certain things warranty management may be a little bit different you'll see it also integrates supply chain management will also allow you to be upgrading sorry include any financials which you don't really have the operation the ability to do in a traditional cmms you might have some features within the cafm and the other ones but as you can tell each of these have a very unique function to it that depending on your industry may or may not be beneficial to you so there's really not a good one size fits all you may have more of one thing less of another and what you really want to do is tailor it to the 80 20 rule kind of of your business uh whatever is consuming the majority of your time you might not use 20 of what's in there but if you use 80 of it as your core it's okay to have a few extra things but that's what the enterprise asset management software is okay cad so a lot of times people see cad and they'll also refer to it as autocad which is nothing more than the computer-aided design i'm sure a lot of you have seen autocad drawings the renderings 3d modeling they can be used in manufacturing they can be used in the building sometimes you'll get them with new large pieces of equipment you'll ask for cad drawings to ensure that they'll fit within a space maybe you need to verify some some bolt patterns or you wanted to look at some schematics in in a 3d realm cad autocad computer-aided design software bim so bim is another one that very similar but yet uniquely different to cmms cafm all these other abbreviated gerbil jargons [Music] and what you'll find is that building information modeling is very very in-depth it's intense and oftentimes it's used in the beginning of these commercial projects that all the trades people will work together to look at a 3d and a 40 rendering of a structure and they'll have an opportunity to get in there and simulate what it would be like if it were already in the as built world so hopefully the idea is can they identify any issues before it gets constructed so during pre-con or pre-construction what can you do to identify issues and reduce costs reduce setbacks reduce change orders all these things that may not have been able to be discovered until uh it was already in the the built phase and the idea is how can you avoid all of these issues by allowing everyone to collaborate on the design in the early on process um it's it's really cool if you get a chance to do it uh it's it's not used that often but when you do get a chance to use it it certainly is um a really unique and cool feature okay bms uh or bas they kind of go in together so building automation building automation system and what does that comprise of oftentimes it's heating hvac your electrical uh usually it's lighting other access controls security systems i'm sure you've seen just it's an upgraded version of say motion sensors you can put things uh remote access capabilities to where if you needed to unlock doors turn on lights verify where windows or doors left open a lot of the newer commercial high rises are being built with these they're really cool systems um i've had in the chat in the past where people have complained of a certain temperature and i can tell with on the the building automation system that they left the door the window open and the outdoor air temperature that was coming into the room through the sensor was 42 degrees their thermostat was set uh to 72 the and it was never going to satisfy it so i could just call the individual in that area and tell them that hey it looks like your windows open it's kind of creepy but it's a really cool system when used appropriately and ethically so bms is the building management system or bas building automation really really cool system i think moving forward it's going to improve everybody's efficiency it's going to um save everybody time so efficiency not only on the building envelope but on labor time and labor where rather than going up to troubleshoot if you have these things at the palm of your hand and you're able to uh if and you're able to see what's going on without having to leave your chair to solve some of these nuisance calls that that's a huge time savings uh and allows you to focus on things that are more important so access control i'll give you another quick example uh i've had people call me that have needed to get into the building uh maybe we had a fire alarm get pulled the fire department was there rather than break a window or whatever they simply called me i pushed a button on my phone unlock the door team gets in no issues uh security system gets disarmed it's fantastic right it's a simple way to duplicate yourself uh in addition to being able to tell with occupancy sensors who's in the building so it can throttle lighting uh hvac etc but yeah that's that's bas or bms iwms so i intentionally put this a little bit later because combining it with all the other maintenance softwares is just gets too jumbled so iwms is the integrated workplace management system and the idea is rather than maintenance management software which it can do it's really focused on the spatial planning and workplace resources so not only of your your company's real estate portfolio infrastructure and facility assets but also of desking uh your office layout so again very similar but uniquely different it may apply it may be a good fit for you it's just great to have as an option so if you have more questions on this i would look up specifically the functions of iwms but in short the integrated workplace management and that's exactly what it does so your workplace management with the added bonus of facility assets and some infrastructure okay cam that's another common term you're going to hear stands for common area maintenance so common area maintenance is the cost your business pays in the area of a commercial building that are common to all tenants so if you're leasing a commercial building you're paying two separate areas the usable area and the common area quick example of this if you look at a strip mall and let's say there are 10 tenants in a row you have a dentist office a nutrition store and a another market right all of those have a common area walkway to get to them but each one of those stores have their own dedicated space in the uh in the hoa world if you're going down a hallway it's think of it the same thing the hallway is a limited common er sorry the hallway is a common area where it serves the greater good for everyone yet you get to go into your specific dwelling or your unit and then there's also other options in here where cam is common area maintenance there's also limited common elements and a couple different things that don't come up as often but common area maintenance is an additional fee that you're going to pay to maintain that common area space general conditions are cleaning of the common area space painting upgrades it can range from flat work so if you needed to redo the the pavers out in front of businesses or if you needed to upgrade the lighting in the parking lot these are all common area items that the tenants are going to be responsible for cap x capex is another common term that gets thrown around all the time it stands for capital expenditures so capex is used to connotate a one-off on a long-term expense that needs to be incurred for an assets replacement upgrades or improvements capital expenditures are purchases and expenses incurred that are generally not regular reoccurring or monthly operating expenses they're typically associated with large purchases such as equipment furniture property and improvement a lot of times they are over a certain dollar amount so in this case this was a previous company of mine that the capital expenses anything above a thousand dollars and met that criteria was going to be categorized as a cap x and so let's take example so if you needed to replace a pump that was over a thousand dollars that had a long life expectancy that was unforeseen um you would use it as a cap x or a capital expenditure some of the advantages to capital expenditures uh that they can also depreciate these costs and depending on your company can help reduce your overall tax liability and that's the advantage of it rather than to roll it into the typical operations and maintenance category but capex really common term opex operating expenditures that's essentially the opposite so things that come on a day-to-day sometimes you'll have uh light bulbs maybe some light plumbing you'll have just your your consumable items that you need to purchase that fall under a certain threshold that don't need approval just paint touch-ups general maintenance and repair that's typically what the opex refers to on a lease you're also going to see op x it's just an additional amount of money that you're responsible to paying in addition to whatever base rent you have generally in a triple net lease which i'll talk about in a minute um but that's op x o m you've probably seen this before stands for operation and maintenance this is absolutely the core of facilities um management and is used to describe virtually everything uh i would say that 80 percent if not greater fall into this category of o m um o m is generally the name for budgetary line items that would fall under it so you could say o m whether you have pools spas maintenance repair it could even be vehicle uh so again as long as it doesn't it doesn't classify itself under the capital expenditure category uh everything else generally falls in the o m category then there was a word pmp so pmp stands for preventative maintenance program which is a series of processes guidelines and tools that help your business and facility to as much preventative maintenance as possible while being efficient with your time and money so if you see the word pmp out there uh sometimes it can stand for project management professional but in the fm world it stands for preventative maintenance program pm you're going to see the word pm uh it doesn't mean you come in to work in the afternoon it means preventative maintenance predictive maintenance it's another term that you're going to see which are techniques that are designed to help determine the condition of an in-service equipment in order to estimate when maintenance should be performed this approach promises cost savings over routine time based because tasks are performed only when warranted so that what that means is at a certain interval whether it's broken or not you're going to perform a certain set of processes and procedures so if you go to a pump and it's been operating for a thousand hours whether the bearing is bad or not you're going to replace it and so the idea is you're predicting when it's going to fail you're going to anticipate that and you're going to replace it before it happens if you have the opportunity predictive maintenance is probably the number one um the number one form of of maintenance in the field the upfront costs are higher but the long term savings outweigh everything else by and large so if you see the word predictive maintenance out there that's essentially what it is okay moving on to some other terms you're going to see nnn nnn generally stands for triple net so in summary the triple net is when a tenant or lessee agrees to pay all of the expenses of the property which generally include real estate taxes insurance maintenance and that's in addition to the cost of rent and any utilities that might be going on so triple net you are essentially mimicking the ownership of the building without being the owner on paper a lot of times they'll even roll in the cost for taxes of the building from the city you have to pull all the permits you have to do everything triple net is what you what you would do if you own the building and the driving force behind this is you oftentimes will get a lower base rent because you are assuming all of these costs you're going to pay again properties taxes rent operations maintenance insurance everything but the advantage is you also have control over it you don't have to wait for anybody the response time is a lot quicker and that is the advantage of the triple net so you see kind of the key takeaways you pay all the expenses all the expenses taxes insurance maintenance in addition to any rent utilities they're commonly found in commercial real estate triple net leases tend to have lower rents because tenant assumes all ongoing expenses that would otherwise be the responsibility of the property owner other net leases are a single net lease in which the tenant pays property taxes as a double net lease which includes property taxes and property insurance and that's why they call this a triple net the triple net leases on properties have become popular because they provide low risk and steady income so the less lessor is also incentivized to lease it to you because you are assuming all the risk and by doing so that's why they drop the cost a gross lease so you're also going to see a gross lease which is actually the polar opposite of a triple net and a gross lease is the type of commercial lease where the tenant plays a flat rent and the landlord pays for all operating expenses or opex regularly incurred by the ownership including the taxes electricity and water these are most commonly found in apartments or condos oftentimes just private party ownerships uh it can be in commercial but you'll see that the downfall is if you get a gross lease from a commercial landlord the monthly rent rate is going to be significantly higher because they are bearing the burden of everything they don't know your occupancy they're expecting you to make these phone calls and say hey the heating's not working we need a new x y and z so they're going to be having to deal with a lot more nuisance issues and calls from you and because of that the cost is going to go up dramatically reserve study reserve studies are great capital budgeting tools so they come in and they'll help identify the current status of your reserve fund in a community which is nothing more than how much money do you have in the bank in order to make repairs over the coming years for equipment that it has identified throughout your property that may be in need of future repair so they want to ensure that you have adequate funding in place that will help offset any ongoing deterioration whether that's painting your equipment your roofing interior fixtures it covers everything so a reserve study is really cool if you have the opportunity to get it done because you get an independent impartial person that comes on property to evaluate all of your equipment conditions and they do it with a really amazing book that can explain to you the the reasoning and justifica justification behind everything and they'll also include any costs that should be associated with them to help you budget for any issues that you can expect to come down the pipe so it's really a great tool that will help you budget for things in the future but that's what a reserve study is useful life you're going to see this word a lot so useful life is the estimated lifespan of a depreciable fixed asset during which it can be expected to contribute to the company operations so that's a kind of a jumbled phrase again but useful life is um an important concept in accounting because it helps fixed assets depreciated over its time uh oftentimes it's also referred to as the service life a product service life is the period of time uh it's in use or service in a non-textual context it has no scientific support or meaning and so this is somewhat of an arbitrary figure that they're estimating how long something will last based off of conditions it's very hard to predict because you don't know everything that's going on and you can't you can't assume it's going to be the perfect condition all the time and it's going to max its its useful life several other terms more accurately describe product life from the point of manufacturer storage and distribution and eventual use useful life is great from accounting and for planning on preventative maintenance or predictive maintenance you can take a again a pump and you can say okay this thing has a five year useful life expectancy uh how you depreciate its fixed asset meaning let's say you bought this pump for a thousand dollars and it has the useful life of five years so every year it essentially depreciates 200 and if a repair uh is needed you can calculate whether it's worth repairing or replacing so let's say that year three comes where it's depreciated six hundred dollars two hundred dollars a year and the repair cost is five hundred dollars you know what do you do well you can say okay it's on year three it's depreciated six hundred dollars uh the total cost of a pump is a thousand dollars uh the amount of repair is greater than fifty percent of the equipment's remaining useful life i probably shouldn't make that repair it's probably worth purchasing something new um so that's what useful life is in a nutshell all right i kind of went over this prematurely the remaining useful life you'll see it as rule so it's it is a subjective estimate of the number of remaining years that an item or component has remaining with its ability to function in ance with its intended purposes before warranting replacement so back to my previous example if you have something again where the cost exceeds 50 percent or more of the value remaining in its useful life it is typically and traditionally not worth repairing it's simply worth replacing so understanding the remaining useful life of your components is huge because you're not going to be spending money in vain and you're going to be saving money over the long run not only money but efficiency and your time building envelope you're going to see that word what does building envelope mean what is it comprised of so building envelope is is absolutely the physical separator between the conditioned and unconditioned environment of a building uh including its resistance to air water heat light and any noise transfer right so it's everything that keeps the merciless environment of the world out so that you can re maintain the conditions of your as built structure so the typical building envelope consists of your fenestration which are your doors and windows roofs walls insulation the building envelope separates the unconditioned environment from the conditioned interior and is the key is it is one of the key factors that impacts the building energy consumption so they'll say they'll often say well how tight is your building envelope right um like the curb adapters on your rooftop units your doors your seals your windows are they new are they single pane are they energy efficient or are they fire rated et cetera et cetera that's that's quite simply what the building envelope is referring to when they talk about that ifm so you're also going to see the word ifm integrated facility management it's a method of operating a property that consolidates outsource tasks to as few as vendors as possible ideally a single entity tasks include maintenance repairs and general facility management and upkeep integrated facility management streamlines the oversight involved in contracting hard and soft facility services a lot of times you're going to find these are very common in hotels that have property managers they'll find them in large-scale property management companies you'll also find them in commercial strip malls and other properties so rather than the building owners having to call a roofing contractor a painting contractor a pressure washing contractor a parking lot striping contractor they'll generally try and find an ifm that can put everything under one roof and rather than make 17 phone calls to get all of their building services they make one and say hey make this happen regardless or not whether the the ifm will outsource it is irrelevant because they still get one bill at the end of the day and the issue gets resolved uh integrated facility management is is absolutely the way to go kpi you're going to see kpi thrown around a lot as well what are your kpis well it depends you can have metrics that are key performance indicators on anything you want it can be cost per square foot on construction renovation remodeling tenant improvements it can be utility costs energy costs water consumption spatial density kpis can refer to anything and everything but the actual definition of it is your key performance indicators in your role another one that you may or may not see depending on your level is your noi which stands for net operating income is a calculation that is really used to analyze the profitability of your income generating asset your real estate investments it equals all revenue from the property minus all reasonably necessary operating expenses and while you as an fm are not the accountant or the controller because the largest costs are related to your department you're likely going to have privy to this type of information because they're going to be asking you all the time depending on the board that you might have to report to or investors uh it really varies but they're always going to want to know what's our noi which uh is your department minus the income from tenants essentially um but when you see that word out there now you know it's it's net operating income and that is all i have so i hope you were able to learn something today i hope you picked up a couple terms that maybe you didn't know maybe it's piqued your curiosity into investigating a few of those different uh maintenance management software's out there or the building information modeling uh maybe it's gonna give you some insight or just send you down a couple rabbit holes and will make you a better educated facility manager so thank you for watching and as always i appreciate your time i appreciate you tuning in and please if you wouldn't mind it would do me a huge honor and a favor to like share and subscribe and make sure you have a great day