THE SITE SURVEY & DATABASE

The Site Survey and Database development process requires in depth on property investigation and research. The first phase Site Survey will require property access to locate and document all on site equipment and systems. The Site Survey process involves:

  • Site access to document property details. Depending on scope of service and property size this process may take between 1-3 days

  • Documentation of property features including main building, outbuildings, pools, sports courts, landscaped areas, and other site specific features.

  • Documentation includes notation of each building, it’s rooms, site location, access location, parking areas, site feature locations, and utility connections

  • Methods of documentation include database development, field notes, photographs and use of client provided architectural plans if available to allow accurate coordination of room and building naming to simplify scheduling and coordination of third party contractors for service, repair, replacement, and upgrades of equipment

  • DOCUMENTED SYSTEMS INCLUDE:

  • HVAC including heating and air conditioning systems, circulation and ventilation systems, system controls including thermostats, remotes, and programming

  • Electrical systems including main service and shut off, main panel and sub panels at each building and site feature

  • Solar systems (if applicable) including array location, inverter connection, battery and transfer switches, disconnect, and net-metering utility meter

  • Plumbing systems including water heater, hydronic water heater (or boiler) and manifold for radiant systems, and distribution manifold (if applicable)

  • Security and access control systems including interface, hub, alarm bell(s), gates, and garage door openers

  • A/V systems, automation, and smart-home systems

  • Residential appliances

PROPERTY MONITORING AND SERVICES COORDINATION

With the Database information gathered during the Site Survey Estate Concierge expands that data to include:

  • Warranty and regular service provider contact information for all systems and equipment

  • Third party maintenance contractors for specialty systems such as smart home, solar, and security/access control

  • Emergency service providers for equipment failure repairs

  • Maintenance schedule, warranty expiration, and replacement schedule for lifespan equipment including water heaters, HVAC air handlers and gas furnaces, dishwashers, and other equipment requiring decade or less replacement timelines

  • Contact and coordination information for all regular on site service providers including landscaping, pool service, and security contractors and household staff.

  • CONTINUING MONITORING SERVICES INCLUDE:

  • Regularly scheduled site visits providing:

  • Observation and coordination with third party service providers to facilitate communications with clients

  • Inspection/testing of systems listed above

  • Scheduled replacement of HVAC filters

  • Coordination against Database to update scheduled service and replacement schedule

  • Coordination with client regarding any issues that have arisen since the last site visit

  • Regularly scheduled property reports with new findings, updated suggested maintenance/replacement/upgrade suggestions

  • Field notes including observations including visual inspection of all areas and features of the property including building features such as windows, siding, roofing, gutters and rain leaders, landscaping irrigation coverage, erosion, etc, to be included in property reports

  • Testing of residential appliances for signs of wear, leaks, or cleaning/service needs