grass cut guidelines 2017 -...

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GRASS CUT

GUIDELINES

2017

This document does not create or reflect a contract of any kind, including an employment contract or employment relationship with MCS. The contractor and any individuals or entities engaged by contractor using this document remain solely responsible for determining the manner and means of completing the services necessitating its use. Contractor acknowledges and agrees that it is an independent contractor of MCS that it is not an employee of MCS, and individuals and entities engaged by contractor to provide service are not MCS employees.

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TABLE OF CONTENTS

MCS Expectations .................................................................................................................................................................................................... 5

Standard Lawn Care Service Guidelines ........................................................................................................................................................... 5

Additional Landscaping - Shrubs/Trees/Vines ..................................................................................................................................... 6

Desert Maintenance Procedures .................................................................................................................................................................. 6

Grass Cut Work Order Line Items ....................................................................................................................................................................... 7

Auto GC- Initial .................................................................................................................................................................................................... 7

Auto Grass-Recut ................................................................................................................................................................................................ 7

Auto Cancellations ............................................................................................................................................................................................. 8

Grass Cut Seasons ..................................................................................................................................................................................................... 9

Timeframe Expectations ........................................................................................................................................................................... 10

Photo Expectations ................................................................................................................................................................................................. 10

Photo Documentation ..................................................................................................................................................................................... 10

Photo Examples: (Including but NOT limited to) ........................................................................................................................... 12

Reporting Size Measurements .................................................................................................................................................................... 14

Reporting Lot Condition ........................................................................................................................................................................... 16

Reporting Saturated lawns ................................................................................................................................................................................ 17

Occupied Properties ........................................................................................................................................................................................ 17

Documenting Property Access Challenges ............................................................................................................................................. 18

Reporting Access Issue in Vendor 360 .................................................................................................................................................... 18

Partial Grass Cut Bids ..................................................................................................................................................................................... 20

Important Details .................................................................................................................................................................................................. 20

Unsecure Due to Damage .............................................................................................................................................................................. 20

Violations ........................................................................................................................................................................................................ 20

Damages ......................................................................................................................................................................................................... 21

Work Order Notes/Vendor Comments ........................................................................................................................................................ 21

Expected Completion Date (ECD) ................................................................................................................................................................... 21

Bidding ....................................................................................................................................................................................................................... 22

Bid Screen: ........................................................................................................................................................................................................... 22

Invoicing .................................................................................................................................................................................................................... 23

Reporting Delays ...................................................................................................................................... Error! Bookmark not defined.

Invoicing ....................................................................................................................................................... Error! Bookmark not defined.

MCS Denials ............................................................................................................................................................................................................. 23

Clients 106, 472, 591, 685, 708, 744, 936 ............................................................................................................................................. 24

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Standard Scope of Work: ............................................................................................................. Error! Bookmark not defined.

Bid-After-the-Fact ............................................................................................................................................................................................ 24

Aspen Grove Check-in ....................................................................................................................................................................................... 5

Signage .................................................................................................................................................................................................................. 24

For all Investors (excluding Fannie Mae): ......................................................................................................................................... 25

Conventional – Fannie Mae (FNMA): ................................................................................................................................................... 25

Lawn Care Service Guidelines- CLIENTS 106, 472, 591, 685, 708, 744, 936 ................................................................. 26

Auto-Unsecured Grass Cut work orders ................................................................................................................................................. 27

Clients 140, 144 & 148 ..................................................................................................................................................................................... 27

140 ......................................................................................................................................................................................................................... 27

FHA/No Investor: ........................................................................................................................................................................................ 27

Fannie/Freddie: ........................................................................................................................................................................................... 27

VA: ...................................................................................................................................................................................................................... 28

144 ......................................................................................................................................................................................................................... 28

FHA/No Investor: ........................................................................................................................................................................................ 28

VA: ...................................................................................................................................................................................................................... 28

Fannie/Freddie: ........................................................................................................................................................................................... 28

148 ......................................................................................................................................................................................................................... 29

FHA/No Investor: ........................................................................................................................................................................................ 29

VA: ...................................................................................................................................................................................................................... 29

Fannie/Freddie: ........................................................................................................................................................................................... 29

Clients 159 & 160 ................................................................................................................................................................................................ 29

Clients 501 & 502 Specific ............................................................................................................................................................................. 30

501 .......................................................................................................................................................................................................................... 30

Fannie Mae, ABS, Special, Conv (13,16) Loan Type with Investor Not Provided: ................................................................ 30

Freddie: ............................................................................................................................................................................................................ 31

FHA/USDA/VA: ............................................................................................................................................................................................. 31

client 502 ............................................................................................................................................................................................................. 31

Client 506 ................................................................................................................................................................................................................ 31

Clients 528 & 532 ................................................................................................................................................................................................ 32

For all Investors: ............................................................................................................................................................................................... 32

CLients 520, 550, 618, 658, 674, & 954 .................................................................................................................................................. 33

FHA: ................................................................................................................................................................................................................... 33

Fannie/Freddie/No Investor: ................................................................................................................................................................. 33

VA: ...................................................................................................................................................................................................................... 33

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Clients 523 & 524Specific .................................................................................................................................................................................. 34

FHA: ................................................................................................................................................................................................................... 34

Freddie/No Investor: ................................................................................................................................................................................. 34

VA: ...................................................................................................................................................................................................................... 35

Fannie: .............................................................................................................................................................................................................. 35

Client 533 .................................................................................................................................................................................................................. 35

Client 534 Specific ................................................................................................................................................................................................. 35

Fannie/Freddie: ........................................................................................................................................................................................... 35

Client 552 Specific ................................................................................................................................................................................................. 36

FHA .................................................................................................................................................................................................................... 36

Fannie/No Investor: ................................................................................................................................................................................... 36

Freddie: ............................................................................................................................................................................................................ 37

VA: ...................................................................................................................................................................................................................... 37

Client 585, 586,587 Specific .............................................................................................................................................................................. 37

585, 586, and 587 ............................................................................................................................................................................................. 37

No Investor: .................................................................................................................................................................................................... 37

FHA/Fannie/Freddie: ................................................................................................................................................................................ 38

VA: ...................................................................................................................................................................................................................... 38

Aspen Grove Check-in ........................................................................................................................ Error! Bookmark not defined.

Clients 659, 953 Specific ..................................................................................................................................................................................... 38

659 .......................................................................................................................................................................................................................... 38

For all Investor Types: ............................................................................................................................................................................... 38

953 .......................................................................................................................................................................................................................... 39

Follow Investors Specs .............................................................................................................................................................................. 39

Clients 2017 and 2018 Specific ....................................................................................................................................................................... 39

Securing of property ................................................................................................................................................................................... 39

For all Investors ........................................................................................................................................................................................... 39

Lawn Size Diagram ............................................................................................................................................................................................... 40

Part 3 – Photography Checklists ..................................................................................................................................................................... 42

Recommended MCS Grass Cut Checklists............................................................................................................................................... 42

Grass Cut Photo Checklist .................................................................................................................................................................................. 43

Occupancy Verification Checklist ................................................................................................................................................................... 44

“Cut by Unknown” Property Photo Checklist ............................................................................................................................................ 45

Grass Cut Bid Photo Checklist .......................................................................................................................................................................... 46

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MCS GUIDELINES & STA NDARDS

MCS EXPECTATIONS

MCS performs many services on behalf of our clients. Vendors are expected to be knowledgeable of all investor guidelines to efficiently and effectively perform work on MCS properties. Follow the different Investor Grass Cut Schedule for the grass cut season for each property, if specified in the work order (HUD, VA, USDA, Fannie, and Freddie); if unknown, follow the HUD season.

MCS Grass Cut work orders are exterior work order types, meaning Vendors are not to enter the interior of a property at the time of completing an Auto Grass Cut work order. Grass Cut work orders are to be completed within the date range specified on the work order. Not completing the grass cuts at their required frequency may result in violations, chargebacks, or zeroing out of MCS invoices.

Work orders are to be issued in paper form, through 3rd party mobile technology, or as an email attachment. Do not TEXT instructions to your sub-vendor network. Do not modify work orders (excluding pricing and due date) to your sub-vendor network

Vendors and subcontractors act as a representative of themselves, MCS, and MCS’ clients. All vendors/subcontractors are expected to dress professionally and appropriately. Ripped jeans, offensive T-shirts, missing articles of clothing, etc. are unacceptable.

ID badges are strongly encouraged as a way to build credibility and alleviate any unwanted attention in the field.

ASPEN GROVE CHECK-IN (ALL CLIENTS)

Any Seasonal work order submitted through Vendor 360 is to be accompanied by a mobile check-in. Vendors may use the MCS mobile app “MCS360” or a 3rd party mobile app to check-in. The mobile check-in must occur while the field representative(s) is at the property.

STANDARD LAWN CARE SERVICE GUIDELINES

MCS Grass Cut expectation includes mowing, trimming, edging, weed-eating, removal of clippings, and broom sweeping as needed. Other landscaping items include trimming of shrubs and trees, maintenance of overgrown flowerbeds, and cutting away of any tree limbs encroaching on the roof. Snow removal includes clearing the driveway, path to the lockbox and sidewalk. Additional details provided below.

A. MCS Grass Cut Allowable will vary by state. i. Pricing allowable includes maintaining lots with grass heights of up to and including 24 inches.

B. All grass is to be cut to 2” maximum in height. C. At a minimum, vendors are expected to have mowers (push and riding), trimmer, edger, rake and any other

items needed to complete a landscaping order.

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i. This is to ensure sub-vendors are able to access and complete grass cuts and full trimming of the entire lot.

D. All sidewalks and walkways are to be clear of any natural and incidental. E. All clippings/natural/incidental debris is to be removed from the lawn, sidewalks, driveways, deck,

walkways and lawn with an action photo supporting removal of clippings. i. Pick up and remove any sticks, tree limbs, leaves, pine cones, pine needles, grass clippings,

trimmings, waste material or other such debris from the property. F. Pick up and remove any litter, waste material or debris, and prevent any litter or debris located on the

Property from being “mowed over” and further macerated and disposed of properly G. Edge along all fence lines, foundation of the home, driveways, walkways and flower beds (without

damaging the existing plants or flowers). H. Fences, fence panels, gates are not to be removed in order to access the backyard, side yard, or fenced-in

front yard. I. ALL fences and gates surrounding a pool/spa/water feature need a bid to be secured with a padlock, if a

padlock is missing.

ADDITIONAL LANDSCAPING - SHRUBS/TREES/VINES

Properties are to be maintained in a neat, presentable condition in efforts to preserve or improve upon, depending on the Clients expectations, the current condition of the property. Landscaping includes maintaining the weeds, shrubs, trees, and vines on all sides of the lot (front, back, and sides). Maintenance along the fence line, driveway, and around the outbuildings is the expectation.

All Shrubs/Trees need to be cut 18" away from the structures. All tree limbs are to be at least 24" away from the roof or sides of the structure.

A. If the shrub or tree trimming line item is to be BID ONLY, bid according to the MCS allowable. Cost estimators are to support amount bid.

B. If vegetation growth is in excess of the MCS allowable, bid must be supported by photos and a cost estimator.

If the shrubs/trees/bushes/vines look overgrown, whether it is touching the structure or not, the expectation is to either complete the trimming or bid to complete, accordingly. Work order instructions and Client directives, found in Vendor 360, will provide you the all the necessary details.

DESERT MAINTENANCE PROCEDURES

Desert Landscape lot condition is to be reported when applicable. Desert landscaping applies to properties with minimal grass coverage and require marginal cutting, spraying, and/or weed-eating. Desert landscaping, sand-scaped, rock-scaped, and low maintenance properties are to be free of loose debris, i.e. wrappers, and grass is to be trimmed and weeds sprayed.

When invoicing or bidding for maintaining a desert landscape, utilize the “Spray/Remove Weeds” line item maintenance code. Do not report desert landscaping using a grass cut line item.

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Properties with desert landscaping require the following maintenance:

A. All weeds are to be trimmed from fence lines, foundation of the home, driveways, and flower beds

without damaging the existing plants or flowers.

B. All weeds from the yard must be pulled, removed and disposed of properly.

C. All lawns, sidewalks, walkways, and driveways must be clear of any grass clippings and disposed of in

appropriate receptacles.

D. Lawn clippings are to be removed from the properties upon prior approval and/or a bid.

GRASS CUT WORK ORDER LINE ITEMS

AUTO GC- INITIAL

For the initial grass cut work order of the season, if the work can be completed for the allowable, select DONE on the Initial Grass Cut line item.

Complete initial grass cut per the allowable. If grass is over 24 inches and cannot be cut per the MCS standard allowable, submit a bid or BATF, dependent on the Clients requirements. There is not an allowable for oversized lots on FNMA properties, meaning any lawn area size that is over one acre (43,560 square feet), REQUIRES TWO BIDS to be submitted for approval, (1) a partial initial grass cut and (2) a full lot initial grass cut. (A partial grass cut is defined as a 15,000 sq. ft. grass cut beginning from the front view of the property to the street).

Complete cuts up to 36 inches and two acres (87,120 square feet) for clients 528 and 532.

AUTO GRASS-RECUT

On the initial grass cut work order of the season, if the Grass Re-Cut line item can be completed for the

allowable, Vendor360 will need it to be confirmed through answering YES to the prompt “Can re-cuts be

completed for the allowable with no bid provided for future re-cuts”

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In NO is selected, a prompt will confirm the future grass cuts cannot be completed for the maintainable area and

state allowable. Select YES and the Grass Re-Cut line item status will change to BID.

Future grass recuts should be completed for the MCS allowable. If, for any reason, a recut cannot be completed for the MCS allowable, provide TWO BIDS for approval, (1) a partial re-cut grass cut and (2) a full lot partial grass re-cut. (A partial grass cut is defined as a 15,000 sq. ft. grass cut beginning from the front view of the property to the street).

AUTO CANCELLATIONS

Auto grass re-cuts that are not submitted to Vendor 360 within 2 calendars days of the work order due date will be automatically cancelled from the system. Auto grass re-cut orders that are not submitted to Vendor 360 by the last day of the month will automatically cancel from the system, regardless of the due date.

Vendors will be held liable for any violations that may occur as a result of auto cancelations from grass cut orders not submitted within the month they were ordered.

If two (2) consecutive grass re-cut work orders auto cancel, for one property in the same month, the new grass re-cut work order will be assigned to a new vendor. Auto cancellations directly impact the volume a vendor receives.

Auto cancellations are also deducted from a vendor’s nightly scorecard and impact the overall Seasonal Scorecard.

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GRASS CUT SEASONS

FHA SEASON

Yard Maintenance Season and

Frequency Requirements

Applicable Jurisdictions UPDATES

Year Round (Once per month) AZ, NM and NV Once per Month

Year Round (Semi-Monthly) CA, FL, HI, Guam, Puerto Rico, and

the Virgin Islands

06/01-09/30 (Semi-Monthly) AK

03/01-11/30 (Semi-Monthly) AL, GA, LA, MS, SC, and TX Season Begins in

MARCH and ends in

NOVEMBER

04/01-10/31 (Twice per Month) AR, CT, DC, DE, ID, IL, IN, IA, KS,

KY, ME, MD, MA, MI, MN, MO, MT,

NE, NH, NJ, NY, NC, ND, OH, OK,

OR, PA, RI, SD, TN, VT, VA, WA,

WV, WI

04/01-10/31 (Once per Month) CO, UT, and WY Once per Month

FANNIE MAE SEASON



Applicable Jurisdictions

Year Round (Once per month) AZ, NM and NV

Year Round (Semi-Monthly) CA, FL, HI, Guam, Puerto Rico, and the Virgin Islands


03/01-11/30 (Semi-Monthly) AL, GA, LA, MS, SC, and TX

04/01-10/31 (Twice per Month) AR, CT, DC, DE, ID, IL, IN, IA, KS, KY, ME, MD, MA, MI, MN,

MO, MT, NE, NH, NJ, NY, NC, ND, OH, OK, OR, PA, RI, SD,

TN, VT, VA, WA, WV, WI

04/01-10/31 (Once per Month) CO, UT, and WY

FREDDIE MAC, USDA, VA SEASON



Applicable Jurisdictions

Year Round (Once per month) AZ, NM and NV

Year Round (Semi-Monthly) AL, AR, CA, FL, GA, GU, HI, LA, MS, OK, SC, TX, VI

and PR


03/01-10/31 (Semi-Monthly) All others

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TIMEFRAME EXPECTATIONS

There are no longer four major grass cut cycles issued each month. MCS’s auto cuts are issued based on the completion date of the prior completed cut. In addition to the re-cut auto ordering cycles, Auto Grass Cut work orders will order for new assets at any time during the month.

Grass cuts will auto order 7, 9, or 11 calendar days from the previous Completion Date. Vendors have 5 or 7 days to complete the grass cut work orders. If the work orders remain in the Vendor’s queue 2 days after the Due Date, with no results uploaded, the grass cut work order will Auto-cancel. MCS grass cut assignments are to be completed and uploaded by the due date specified on each work order.

Results are to be submitted within 24 hours of the Field Completion date you provide. Do not wait till the Due Date to upload the results to MCS system, these orders will be considered late.

IMPORTANT INFORMATION REGARDING AUTO CANCELLATIONS:

We have implemented a systematic change to avoid numerous Auto-cancellations on the same property. Numerous auto-cancellations, in general, are unacceptable. **If a Vendor allows 2 consecutive work orders to Auto Cancel, on the same property, the next work order, grass cut work order #3, will be auto- assigned to a new vendor. The new vendor will receive the work orders for these properties going forward. Auto Cancellations will impact the overall score and will impact the Vendors volume.

PHOTO EXPECTATIONS

Provide clear and identifiable photo documentation that will help our client verify the grass cut work order was completed. Provide before, during, and after photos of the lawn maintenance and landscaping, are to be taken from same location and angle. It is important that the before photos and the after photos are shot from the same location and angle so that completion of the lawn maintenance is easily validated. Take wide angle photos of the front, back and all sides of the house, using the roof-line and ground-line as a guide. Capture the fence lines, driveway and sidewalks within the photos.

Photographs are not to include offensive hand gestures or weapons, sexual paraphernalia, horse play on the premises of an MCS property, inappropriate writing and painting, or personal, non-work related photos

PHOTO DOCUMENTATION

Lack of proper photographic documentation is one of the main reasons for invoice rejections. Vendors are to provide all required photo documentation to support the height of grass, saturated lawn, lot size, maintained area, and completion of work.

Photos should be full wide angled shots of the front, back and sides of the house (including the roof and ground line).Photos should clearly show the lawn has been cut. Property lines are to be visible in photos. Provide a photo of the house number to validate that service was performed at the correct property. Geo-coding documentation will verify accuracy of results submitted

A minimum of 16 photos, to include before, during, and after, are required with each grass cut completion. Additional photos will be needed to support existing issues and

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A. 1 of each side of the property before the grass cut is completed (4 photos). Roof line and ground line should be included in photos.

B. 1 of each side of the property after the grass cut is completed (4 photos). Roof and ground line should be included in photos. After photos should be taken from the same position as the before photos.

C. 2 Action photos of the lawn being cut. D. 1 Action photo showing lawn clippings being picked up and removed E. 1 photo of the street sign. F. 1 photo of the house number G. 1 photo of the front exterior with roof line and ground line visible H. 1 photo of where debris was removed from (incidental, natural, non-natural). I. 1 photo of the existing debris prior to moving or removing (incidental, natural, non-natural). J. Most properties over ¼ acre will require more than 16 photos to document the size of the lawn and

the cost of the grass cut. K. Provide a photo of any signage/posting being posted or pre-existing at the property. I.e. WF1913 L. If no work is completed, detailed notes as well as sufficient photos must be provided to support the

lot condition that is reported M. Grass Cut photo checklists are provided at the end of the document.

Available Checklists: i. Grass Cut Photo Checklist

ii. Occupancy Verification Checklist

iii. Cut by Unknown Property Photo Checklist

iv. Bid Grass Cut Photo Checklist N. Bid photos cannot be used as “before” photos when completing grass cut bid approvals. Always

take new before photos and after photos. Duplicate photos across multiple grass cut orders will result in loss of coverage.

O. When a grass cut is not needed due to limited growth, photos must document that the grass height is less than 2 inches.

Photos of the entire property should support the height is less than 2 inches. P. When an abundance of exterior debris obstructs the grass cut, photos demonstrating the location,

quantity, and extent of the debris must be supplied.

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PHOTO EXAMPLES: (INCLUDING BUT NOT LIMITED TO)

Address Photo Street Sign Photo

Before Photos

Action Photos

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Debris

Boarding (ground floor)

Rake and Removal of Leaves and Natural Debris

After Photos

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V E N D O R 3 6 0

REPORTING SIZE MEASUREMENTS

Maintained Area: Is the total square footage that is maintained, or being bid, at the time of service. Auto-Invoices will be generated based on the Maintained Area.

Property Lot Size: Size of the lot, including all structures. Research the true lot size via the adjuster’s office or via online. Report in square feet.

Total lawn area: Total square footage. Example: 12,905 sq. ft.

Please refer to the example outlined below:

Property without a pool

Lot Condition: Report the grass height upon arrival to the property OR reasons why the grass could not be maintained at the time of the GC work order. Any property with a grass height less than 24 inches may not be bid above the vendor allowable. The lawn service is to be completed for the allowable.

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Methods for Measuring

Vendor 360 prevents vendors from bidding on lawns that are within the vendor grass cut allowable. To accurately measure Maintained Area, a measuring wheel is recommended during the Vendor’s first visit to a property.

To document the height of the grass, BEFORE and AFTER, use a tape measure. Any property that’s grass height is less than 24 inches are not to be bid above the vendor allowable. The lawn service is to be completed for the allowable.

Before: After:

Height allowable of 24 inches refers to the total average height of the lawn. **We understand not all grass grows at the same rate**. If 70% of the lawn is a certain height, go with the majority grass height when invoicing. If 50/50, then average the two heights and invoice.

For all Investors/Clients: Grass cut bids will not be accepted on properties within the height allowable of 24 inches (36 inches for clients 528 and 532).

For bidding or invoicing for over the 24 inch allowable, use the grid below to calculate the approved rate.

Bidding/BATF Over Allowable per 1000 SQFT

Grass Height Cost

Tall 25 – 36 inches $12.00

Taller 37 – 48 inches $18.00

Tallest 48 - 60 inches $24.00

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REPORTING LOT CONDITION

Lot Condition: Includes a list of all available lot condition options. This reference outlines the definition and effect each condition will have on the future re-cut orders. It is important that the correct lot condition is selected when submitting completion results. The lot condition is the condition of the lawn upon arrival to the property.

Lot Condition Use When selected

No Grass DO NOT USE unless the front/side/back yard space is made of all cement, tar, or gravel and no grass or weeds will ever grow. **This should not be used when weed removal or maintenance of small patches of grass is necessary.

Auto re-cuts will no

longer generate

Snow When snowfall is completely covering lawn. Provide photo documentation to support. Provide ECDs for snow on Auto Initial Grass Cut work orders ONLY.

Auto re-cut will

generate the following

cycle

Maintained by

HOA, COA, etc

When a grass cut is not needed because an association such as a condominium, apartment manager, property manager, or HOA is regularly maintaining a lawn.

Auto re-cuts will no

longer generate

Cannot be

determined

When parcel of land is undefined. Auto re-cut will


cycle

Dormant Grass When a property’s lawn is brown or dead due to exposure to sun or extreme cold and does not warrant a grass cut.

Auto re-cut will


cycle

Desert

Landscaping

When desert like conditions exist. This should be used when a complete grass cut is not needed but weed removal or maintenance of small patches of grass is necessary.

Auto re-cut will

generate on a bi-

monthly basis

Saturated Lawn When property is found to be flooded or underwater. This condition does not apply to lawns with normal dew/precipitation. Photos will need to support excessive saturation. Weather reports will not be sufficient documentation. Provide photos of the attempt to complete the GC work order.

Auto re-cut will


cycle

Debris Obstruction When amount debris present in yard prevents the grass cut from being

completed.

Auto re-cut will


cycle

Cut by Unknown When a single-time cut was completed by a broker, neighbor or unknown group. DO NOT SELECT THIS CONDITION WHEN A THIRD PARTY IS MAINTAINING A PROPERTY’S LAWN (instead use “Cut by HOA, COA, etc.”).

Auto re-cut will


cycle

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REPORTING SATURATED LAWNS

New functionality in Vendor 360 will impact all grass cut work orders reported as Saturated Lawn. If work order results are submitted to MCS with the grass cut line items marked as N/A and the Lot Condition Upon Arrival as Saturate Lawn, MCS will issue a new work order immediately upon submission.

If MCS recieves 2 concecutive Saturated Lawn lot conditions for the same proeprty, they next and all future work orders will be reassigned to a new Vendor.

Provide photo documentation of the saturated grounds. Vendors are expected to attempt to perform the Grass Cut and document Saturated Lawn through visual verification

OCCUPIED PROPERTIES

If a property is deemed as occupied, DO NOT PERFORM WORK. Provide a minimum of 2 occupancy indicators, the more the better, on the Occupancy Verification form in Vendor 360. Provide additional comments to support the occupancy indicators chosen. Upload the results within 24 hours of visiting the property.

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Photographs supporting the occupancy determination are required. Photo of the front of the

property and a photo demonstrating the property’s street number must be uploaded to Vendor

360. See examples below:

DOCUMENTING PROPERTY ACCESS CHALLENGES

Photographs are to be provided demonstrating the reported access issue during an attempt to gain access to the property. A field is available in Vendor 360 to report access issues when vendors are not able to access the property to determine the lot condition. When an access issue is chosen, the vendor will not be required to report a lot condition and the completion status will be marked as N/A

The access issue reasons are as follows:

REPORTING ACCESS ISSUE IN VENDOR 360

Prior to reporting a property as “unable to access”, Vendors are expected to do their due diligence to gain access. Client team APCs will be able to help obtain correct address or legal descriptions of the property.

Bad Address: Contact the Client team if the address is incorrect and cannot be verified as a real address. I.e. Zip code is for Florida, but address is for Alabama.

Access Issue Reason Additional Info

Bad Address Address listed on work order is incomplete or inaccurate.

Fill out Access Issue

Form. Marks Line Item as

N/A

Gate Code Changed Property cannot be accessed without updated gate code. Marks Line Item as N/A

Need Gate Code Property cannot be accessed without a digital gate code. Marks Line Item as N/A

Need Legal Description

Property cannot be located without legal description of property.

Marks Line Item as N/A

No Access Property inaccessible due to reasons including but not limited to padlock main gate, property not accessible from street

Fill out Access Issue

Form. Marks Line Item as

N/A

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Need Legal Description: Most rural properties are slightly tougher to find based on missing street signed or addresses visible from the main road.

No Access: If a property is not accessible due to a No Access/Private Property sign, padlocked fence, or gated access, provide photo documentation of the closest poin

Property Info – Select from Drop-Down

By selecting YES to “Are you unable to access property”, you are then prompted to provide a reason as to why.

Completion Info- Automatic Update of Vendor Comments

The Grass Cut line item will auto populates as N/A and notes a No Vendor Can Not Access Property comment under the Vendor Comment to MCS.

Access Issue- Enter No Access Info and Bad Address Info

Provide additional details within the No Access Info and Bad Address Info forms in order for MCS and our Clients to have a better understanding of what the access issue is and what may be needed to resolve the issue.

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Access Info Screen

PARTIAL GRASS CUT BIDS

For lawn sizes over 1 acre (43,3560 SqFt), client teams may request for Vendors to bid for a partial grass cut and a full lawn size grass cut. In this instance a Partial Grass Cut is considered to be 15,000 SqFt.

IMPORTANT DETAILS

UNSECURE DUE TO DAMAGE

If the property is unsecured due to broken windows, wide open doors, etc. Vendors are to close the windows and doors, protecting them from the outside elements. If a padlock is needed to keep the door closed, secure accordingly. Provide a damage report for the unsecured door and submit a bid to repair/replace.

VIOLATIONS

Report any violations that may be posted on the property. Take photos of the violation posting, and, if visible, provide a photo of what is causing the violation.

Contact the client teams upon finding a violation at a property. If the issue can be remediated immediately, the APC will provide the on-site approval and issue an additional work order. If an APC cannot be reached, leave a VM and follow up with an email reporting the violation. Vendors are to then provide a BID to remediate the issue.

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DAMAGES

Report any visible exterior damages (roof damage, fire, flood, etc). Mark any interior damages as “Did Not Enter Property”.

All bids to remedy the damages need to be uploaded within one (1) day of the completion being uploaded in Vendor 360.

WORK ORDER NOTES/VENDOR COMMENTS

Notes added to the vendor comments section of the completion must be professional and applicable to the property. Work order notes should provide the client teams with work order completion status updates as well as notification of anything of importance relating to the task at hand.

If a work order needs to be reassigned due to any unforeseen issues or if it’s no longer part of your coverage area, contact your Seasonal RVM and CC the [email protected] email box within 2 hours of receiving the order to request reassignment.

Any allocation changes need to be requested immediately upon determining a change in coverage. Do not submit work orders to MCS with a line item status as N/A and comments stating Not In Area. Vendors are to reach out directly to their RVM and request work orders to be reassigned.

EXPECTED COMPLETION DATE (ECD)/ REPORTING DELAYS

If the grass cut cannot be completed by the due date as a result of extreme weather conditions or other uncontrollable circumstances, vendors are required to add a delay code to the Expected Completion screen – on Initial Grass Cut work orders only.

Expected Completion Dates (ECD) is the request for an extension on a work order. The extensions should not stretch more than one (1) week or else they will immediately be denied. For any reason additional time is needed, over the 1 week, provide detailed comments to support and contact your Seasonal RVM.

mailto:[email protected]

22

Approved Expected Completion dates will be taken into account when measuring and managing Vendor performance.

To report an Expected Completion Date:

A. Open the Needs Completion Work Queue B. Right click on the specific work order C. Select Expected

BIDDING

Bids to perform grass cuts must be submitted under the following circumstances:

A. Measurement discrepancies exist between the current and previously reported lawn/lot sizes affecting the pricing allowable.

B. Clients 106, 708, 591, 936, 744, 685, 472, require BATF, meaning grass cut is to be completed for the provided grass height MCS allowable.

C. The work order specifically requests the vendor to bid to perform work instead of completing the assignment.

BID SCREEN:

Bids must be uploaded within one (1) day of the completion being uploaded. Should delays of providing a bid by the required due date occur, follow the procedure below:

A. Contact the client team immediately. B. Document the conversation in the work order notes. C. Enter the Expected Completion Date in the completion screen.

In the bid comments, the Maintained Area, Total Lawn Size, Property Lot Size and Lot Condition will automatically populate for BATF Grass Cuts.

MCS grass cut bid assignments are to be completed by the due date specified on each work order.

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INVOICING

The grass cut invoicing process has been modified to automatically invoice all grass cuts that

meet the criteria for Auto GC Invoicing. Vendors will no longer be provided with the option to

auto-invoice. If the following guidelines are met, the invoices will be auto-invoiced:

A. Photos are uploaded B. Grass cut line item status is marked ‘Done’

For invoices that do not meet the auto invoicing process, vendors must finalize within 5 calendar

days from the completion date.

A. Allow time to resolve discrepancies or denials submitted on invoices. Vendors must resolve discrepancies and/or denials within 24 hours.

Vendors now have the opportunity to associate their own invoice name at time of grass cut

completion submission. When submitting a completion that meets the auto invoicing criteria, the

vendor will be prompted as to whether they would like to enter in a unique invoice number.

MCS DENIALS

If/when a completion, bid and/or invoice is denied and returned to a Vendor queue, the completion, bid and/or invoice is to be corrected and resubmitted within 24 hours.

Work may be returned by MCS to a Vendor when service level expectations have not been met. Examples of reasons that MCS may return work to a Vendor are as follows:

C. Need additional completion information D. Need additional photos E. Need to revise/correct invoice or bid amount

Time is of the essence with respect to Vendors providing completions, bids and invoices.

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CLIENT SPECIFIC GUID ELINES

CLIENTS 106, 189, 472, 591, 685, 708, 744, 936

Lot sizes are to be documented accurately within Vendor360. Incorrect reporting of the lot size can result in 12 months’ work of grass cut chargebacks.

Grass Cuts missing an Aspen Grove Check-in may result in reduced remittance or a chargeback.

BID-AFTER-THE-FACT

Bid-After-The-Fact (BATF): Pre-approval from the client to resolve existing issues on a property, up to a maximum acceptable threshold, at the time of the current work order.

To properly report a BATF, Vendors will select BATF as the line item completion status. An Invoice and Bid will generate for the BATF line item. Be sure the dollar amount invoiced is the same dollar amount being bid.

In an effort to reduce excessive pricing submitted on Bid-After-The-Fact (BATF) landscaping services performed, MCS has implemented a maximum acceptable threshold of $5,000.00 per work order grass cuts only.

If the total cost to complete a grass cut will exceed $5,000.00 do not complete the work and submit a bid supported by a cost estimator to complete the work to be performed.

Vendors are to only complete trimming of trees and shrubs as a BATF when a violation is present. A copy of the violation must be provided to support the work the need to complete trimming and BATF.

Instances of submitted bids should be minimal and limited to excessively large and/or overgrown properties.

In the event the property contains a distinctly wooded area, subcontractors should cut/trim only the maintainable portion of the lawn. If it poses a violation risk, the client service team should be notified.

SIGNAGE

Photo documentation of the Post Secure sticker (WF1913), showing the location and condition of the posting, is required. WF1913 is color coded, white with a red bar located at the bottom of the sticker, specifically for Client 106, 189, 472, 685, 708, 744, 936 MCS properties.

Vendors are expected to replace any missing, worn or torn Post Secure Sticker (WF1913). Failure to comply with posting requirement and documenting the location of the posting during each property visit may result in a fine of $500.00.

25

Posting the WF1913sticker on the wrong Client property may also result in a fine of $500.00.

FOR ALL INVESTORS (EXCLUDING FANNIE MAE):

Properties for Clients 106, 189, 472, 591, 685, 708, 744 and 936 are to be maintained in a neat presentable condition. Ensure lawns are “manicured” and debris free. Grass height of 2-24 inches should be completed and invoiced at the MCS allowable, bids will not be accepted. If grass height exceeds 24 inches, complete work order and submit as a BATF.

Front yards, back yards, side yards, and easements are to be cut to 2 inches in height. Edge sidewalks, driveways, fence lines, and detached structures. Weed-eat around trees and in flowerbeds, rake, bag, and remove lawn clippings from property.

If the grass height is less than 2 inches do not cut. Outside of Grass Cut season if the grass height is over 4 inches, the grass should be cut down to 0 – 2 inches.

If the Lawn Area Size is larger than 1 acre, cut a 1 acre perimeter around the house. Provide a bid to cut the remainder of the property per the MCS allowable. If height exceeds 24 inches and cannot be completed for the allowable, cut and bid-after-the-fact (BATF).

For Recuts- TWO bids must be to be submitted,

F. 1 acre perimeter recuts and G. Full lawn recut

CONVENTIONAL – FANNIE MAE (FNMA):

Properties for Clients 106, 189, 472, 591, 685, 708, 744 and 936 are to be maintained in a neat presentable condition. Ensure lawns are “manicured” and debris free. Grass height of 2-24 inches should be completed and invoiced at the MCS allowable, bids will not be accepted. If grass height exceeds 24 inches, complete work order and submit as a BATF.

Front yards, back yards, side yards, and easements are to be cut to 2 inches in height. Edge sidewalks, driveways, fence lines, and detached structures. Weed-eat around trees and in flowerbeds, rake, bag, and remove lawn clippings from property.

If the grass height is less than 4 inches do not cut. Outside of Grass Cut season if the grass height is over 4 inches, the grass should be cut down to 0 – 2 inches.

If lawn area size is larger than 1 acre, cut 1 acre. Cut a 1 acre perimeter around the house and provide a bid to cut the remainder of the property. If grass height exceeds 24 inches and cannot be completed for MCS allowable, complete grass cut and bid-after-the-fact (BATF).

For Recuts, TWO BIDS must be to be submitted

A. 1 acre perimeter recuts and B. Full lawn recut.

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LAWN CARE SERVICE GUIDELINES- CLIENTS 106, 189, 472, 591, 685, 708, 744, 936

Front yards, back yards, side yards, and easements are to be cut to 2 inches in height. If lawn is

minimal growth or desert landscaping, trimming of shrubs, trees, vines, and weed eating is still expected to be completed. Additional details provided below.

A. Manicure shrubs, trees, and vines as part of the grass cut. Edge sidewalks, driveways, fence lines, and detached structures.

B. Trim all low hanging branches to a minimum of eight (8) feet above the ground. Cut all hedges and shrubs low enough to see all windows and doors. Trim all low hanging branches of trees which obstruct any property entrance or walkway and remove weeds in flowerbeds and foundation plantings. Trim around foundations, fences, and other construction. Remove dead shrubbery, sprouts, saplings, brush and any plant/vegetation growing on the roof, gutters, and downspouts.

C. Cut the grass to the edge of each property line to a maximum height of two (2) inches and edge all paved walkway, curbs, and driveways.

D. Cut all hedges, shrubs, and trees to 18” off of the roof and walls. E. Ensure all clippings and limbs are raked, bagged and removed from the property. If

clippings are blown, do not blow into adjoining properties, streets, or storm/sewer drains. F. Weed-eat and pull weeds around foundation, trees and in flowerbeds. G. Pick up and remove any sticks, tree limbs, leaves, pine cones, pine needles, grass clippings,

trimmings, litter (including but not limited to flyers, phonebooks, newspapers, and other like incidental litter), waste material or other such debris from the property to prevent from being “mowed over” and further macerated.

i. All natural debris is to be removed from the property. Natural debris of 1 cubic yard or less is to be included as part of the grass cut.

ii. Any natural debris as a result of the trimming shrubs and trees, in excess of 1 cubic yard, should be removed for the natural debris allowable of $25 per cubic yard.

H. Debris, other than incidental litter, should be relocated to a designated area in the back or side of the property and where possible, not visible to neighbors in adjoining properties or from the public right of way. Vendors can charge up to $15 per cyds.

i. The designated area should be located away from any pool, spa or water feature and not under any deck or in a living space or adjacent to or touching the house.

ii. If debris is over 15 cyds a tarp (dark green, dark brown or black) must be placed over the debris and stake down on each corner and approx. every 3 feet on each side. Vendors can charge $1 per SqFt. For the tarp (before discount).

I. If fence and gate is secured by an unknown coded lock, provide a bid to remove in order to cut the remainder.

iii. Perform lawn maintenance on the area not surrounded by the locked fence.

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J. ALL Fences and gates surrounding a pool/spa/water feature are to be secured with a padlock and hasp

i. If a padlock is not available, temporarily secure with a zip tie and

submit a bid to padlock and hasp

K. ALL Fences and gates, that are not surrounding a pool, should be secured with Zip Ties. L. Garbage and/or recycling receptacles are to be turned upside down and moved out of street

view. iv. Debris found in garbage/recycling receptacles should be disposed of.

Nothing (clippings, incidental debris, etc) should be disposed of in the receptacles at the property or be left at the property for pick-up.

AUTO-UNSECURED GRASS CUT WORK ORDERS

Properties that have yet to receive an Initial Secure work order and may still be occupied or maintained by the homeowners. Continue to perform lawn maintenance on these properties. Provide the standard MCS Grass Cut photos to support work being completed. Report any existing exterior property damage. Most importantly, DO NOT ENTER THE HOME.

CLIENTS 140, 144 & 148

Complete Grass Cut work orders and other landscaping tasks between the 13th

and 15th

day from

the previous Grass cut completion date.

140

Follow the grass cut seasons according to investor guidelines; if unknown follow HUD. If grass

height exceeds 24 inches and cannot be cut per the allowable submit a bid. Follow MCS

allowables for bidding oversized lots.

FHA/NO INVESTOR:

Complete up to 1 acre, bid to complete any property larger than 1 acre. If a property is larger than 1 acre, provide a bid for both

A. (1) perimeter cut B. (2) regular grass cut

FANNIE/FREDDIE:


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VA:

Complete up to 1 acre. If lawn area size is larger than 1 acre, submit a bid at the MCS allowable. If lawn area size is over 1 acre provide bids for

A. (1) a partial initial grass cut B. (2) initial grass cut for entire lot C. (3) a partial grass recuts D. (4) grass recut for entire lot

144

Follow the grass cut seasons according to investor guidelines; if unknown follow HUD. If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid. Follow MCS allowables for bidding oversized lots.

FHA/NO INVESTOR:



VA:



FANNIE/FREDDIE:



Follow MCS allowables for bidding oversized lots.

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Photo documentation must be provided and a bid for the full lot and a bid for subsequent cuts for the remainder of the season are required, if a neighboring property or business is within close proximity to the property.

148

Follow the grass cut seasons according to investor guidelines; if unknown follow HUD. If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid. Follow MCS allowables for bidding oversized lots.

FHA/NO INVESTOR:



VA:


A. a partial initial grass cut B. initial grass cut for entire lot C. a partial grass recuts D. grass recut for entire lot

FANNIE/FREDDIE:




Photo documentation must be provided and a bid for the full lot and a bid for subsequent cuts for the remainder of the season are required, if a neighboring property or business is within close proximity to the property.

CLIENTS 159 & 160

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If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable. In addition, provide a bid to cut the remainder of the property per the MCS allowable. Provide bids for the following:

A. 1 acre perimeter recuts and B. Full lawn recut

If height exceeds 24 inches and cannot be completed for MCS allowable, submit a bid. Follow the MCS allowables for bidding over 1 acre lots. Follow the grass height calculation for bidding grass height over 24 inches.

CLIENT 300 SPECIFIC

FHA

If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable. In addition, provide a bid to cut the remainder of the property per the MCS allowable. If height exceeds 24 inches and cannot be completed for MCS allowable, submit a bid. Follow the MCS allowables for bidding over 1 acre lots.

CONV/NO INVESTOR:

Bid to complete any property larger than 1 acre

A. partial cut B. regular grass cut

If local ordinances, association standards or if the grass will affect a neighboring property or a business, a bid for the full lot and a bid for full lot re-cuts for the remainder of the season are required on oversized lots. A copy of the local ordinance or association standards dictating a full lot cut is needed must be provided.

CLIENTS 501 & 502

501

FANNIE MAE, ABS, SPECIAL, CONV (13, 16) LOAN TYPE WITH INVESTOR NOT

PROVIDED:

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Lawn Cuts with grass height 24 inches or less are to be completed for the allowable. Bids will

not be accepted. If grass height exceeds 24 inches and cannot be cut per the allowable submit a

bid.

For lawns greater than 1 acre (more than 43,560 sq. ft.), complete a Partial Initial Grass Cut

(15,000 Sq. Ft.) for the given vendor allowable unless local ordinance requires the full lawn to be

cut. In those cases, bid for full lawn initial cut and recuts and partial lawn (15,000 sq ft) Initial

Grass Cut and Re-cuts. A copy of the local ordinance or association requirements must be

provided with the bid.

FREDDIE:

If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid. Grass height 24 inches or less is to be completed for the allowable, bids will not be accepted.

For lawns greater than 1 acre (more than 43,560 sq ft), complete a Partial Initial Grass Cut (15,000 sq ft), for the given vendor allowable, unless local ordinance requires the full lawn to be cut. In those cases, bid for full lawn initial cut, full lawn recuts, partial initial cut (15,000 sq ft) and partial recuts. A copy of the local ordinance or association requirements must be provided with the bid.

FHA/USDA/VA:

If a property is larger than 1 acre, cut a 1 acre (43,560 sq ft) partial around the house per the MCS allowable. In addition, provide a bid to cut the remainder of the lawn per the MCS allowable. If height exceeds 24 inches and cannot be completed for MCS allowable, submit a bid. Follow the FHA allowables for bidding over 1 acre lots

CLIENT 502

If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid. Grass height 24 inches or less is to be completed for the allowable, bids will not be accepted.

If a property is larger than 1 acre, provide a bid for both a partial and a full lawn cut.


If local ordinances, association standards or if the grass will affect a neighboring property or a

business, a bid for the full lot and a bid for full lot re-cuts for the remainder of the season are

required on oversized lots. A copy of the local ordinance or association standards dictating a full

lot cut is needed must be provided.

CLIENT 506 & 545

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Grass height 24 inches or less is to be completed for the allowable, bids will not be accepted. If

grass height exceeds 24 inches and cannot be cut per the allowable submit a bid.

Bid to complete any property larger than a ¼ of an acre (10,890 SqFt)

If a property is larger than 1 acre, provide a bid for both a partial and a full lawn cut.

A. Partial grass cut

B. Full lawn recut

If local ordinances, association standards or if the grass will affect a neighboring property or a business, a bid for the full lot and a bid for full lot re-cuts for the remainder of the season are required on oversized lots.

A copy of the local ordinance or association standards dictating a full lot cut is needed must be provided.

CLIENTS 528 & 532

Lot sizes are to be documented accurately within Vendor360. Incorrect reporting of the lot size

can result in 12 months’ work of grass cut chargebacks.

FOR ALL INVESTORS:

Properties for Clients 528 and 532 are to be maintained in a neat presentable condition. Ensure lawns are “manicured” and debris free. Grass height of 2-36 inches should be completed and invoiced at the MCS allowable, bids will not be accepted. Use the grass height matrix to calculate the allowable for cutting 25 – 36 inches in height. If grass height exceeds 36 inches, provide a bid.

Front yards, back yards, side yards, and easements are to be cut to 2 inches in height. Manicure shrubs, trees, and vines as part of the grass cut. Edge sidewalks, driveways, fence lines, and detached structures (including weed-eat around trees and in flowerbeds). Rake, bag, and remove lawn clippings from property. If the grass height is less than 2 inches do not cut. Outside of Grass Cut season if the grass height is over 8 inches, the grass should be cut down to 0 – 2 inches. Trimming of shrubs, trees, and vines, and weed eating is still expected to be completed.

PHOTOS MUST SUPPORT SCOPE OF WORK COMPLETED TO PREVENT INVOICE

ADJUSTMENTS.

If the maintainable lawn area size is larger than 2 acres, do not complete a partial cut. Provide bids to complete both of the following:

A. Full lawn Initial Cut B. Full lawn Recut for the remainder of the season

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CLIENTS 550, 618, 658, 670, & 674

Submit bid to trim shrubs/trees if needed; do not complete unless otherwise specified. All

Shrubs/Trees need to be cut 18" away from the structures, and if the trunks of the shrubs are

24" or closer to the structure, cut them down to the ground. All tree limbs are to be at least 24"

away from the roof or sides of the structure. Any landscaping that has dead trees or shrubs

should be removed. Provide photos to support bid. Submit a lump sum bid for initial shrub

trimming; itemize in detail what should be done in the comments.

FHA:

If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable.

In addition, provide a bid to cut the remainder of the property per the MCS allowable. If height

exceeds 24 inches and cannot be completed for MCS allowable, submit a bid.

Follow the MCS allowables for bidding oversized lots.

FANNIE/FREDDIE/NO INVESTOR:

If a property is larger than 1 acre, provide bids for:

A. A partial initial grass cut B. An initial grass cut for entire lot C. A partial grass re-cuts D. A grass re-cut for entire lot


VA:


If lawn area size is over 1 acre, provide bids for

E. A partial initial grass cut F. An initial grass cut for entire lot G. A partial grass re-cuts H. A grass re-cut for entire lot


CLIENTS 526

FHA:

34

If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable. In addition, provide a bid to cut the remainder of the property per the MCS allowable.

If height exceeds 24 inches and cannot be completed for MCS allowable, submit a bid.


FANNIE:

Complete up to 1 acre, if the lot size is over one acre (more than 43,560 sqft) complete a partial cut. A partial cut is defined as cutting the grass from the front view of the property to the street utilizing the 15,000 square foot grass cut allowable. Freddie/No Investor: Complete up to 1 acre, bid to complete any property larger than 1 acre. If a property is larger than 1 acre, provide bids for:



VA:

Complete up to 10,000 sq. ft. If lawn area size is between ¼ acre (10,890 sq. ft.) and 15,000 sq. ft., submit a bid at the MCS allowable.

If lawn area size is over 15,000 SqFt, provide bids for:


CLIENTS 523, 524, 535 & 536

FHA:

If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable. In addition, provide a bid to cut the remainder of the property per the MCS allowable.

If height exceeds 24 inches and cannot be completed for MCS allowable, submit a bid.


FREDDIE/NO INVESTOR:

35

If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable. If lawn area size is over 1 acre, provide bids for

E. A partial initial grass cut F. An initial grass cut for entire lot G. A partial grass re-cuts H. A grass re-cut for entire lot


VA:

Complete up to 10,000 sq. ft. If lawn area size is between ¼ acre (10,890 sq. ft.) and 15,000 sq. ft., submit a bid at the MCS allowable.

If lawn area size is over 15,000 SqFt, provide bids for: E. A partial initial grass cut F. An initial grass cut for entire lot G. A partial grass re-cuts H. A grass re-cut for entire lot

FANNIE:

If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid. Grass height

24 inches or less is to be completed for the allowable, bids will not be accepted.

Bid to complete any grass cut on a lawn larger than 1 acre (more than 43,560 SqFt). If a

property is larger than 1 acre, provide a bid for both a partial and a full lawn cut.

CLIENT 533

If lot size is 1 acre or less, complete full lot grass cut for the MCS allowable. No bids are required unless grass height exceeds the allowable.

If lot size exceeds 1 acre, complete a 1 acre partial cut. Submit bids for:

I. An Initial grass cut on the remainder J. Full seasonal lot grass re-cuts K. An Initial grass cut for 1 acre partial cut only when average grass height exceeds 24”

CLIENT 534

FANNIE/FREDDIE:

36

Complete up to 1 acre grass cut, bid to complete any property larger than 1 acre. If a property is larger than 1 acre, provide a bid for both:


CLIENT 543 & 548

If the grass height exceeds 24 inches and cannot be completed for MCS allowable, complete the grass cut and bid-after-the-fact (BATF) up to 1 acre. If a grass cut related violation is posted, then cure the violation immediately and upload a photo of the violation document and violation form.

ALL INVESTORS (EXCLUDING CONV – FNMA):


If lot size exceeds 1 acre, complete a 1 acre perimeter cut. Submit bids for:

A. An Initial grass cut on the remainder B. Full seasonal lot grass re-cuts

CONV – FNMA:

If a property is larger than 1 acre, cut a 15,000 SQ.FT. partial beginning from the front view of the property to the street and provide a bid to cut the remainder of the property.

CLIENT 552 & 554

FHA

If a property is larger than 1 acre, cut a 1 acre partial around the house per the MCS allowable. In addition, provide a bid to cut the remainder of the property per the MCS allowable. If height exceeds 24 inches and cannot be completed for MCS allowable, submit a bid. Follow the MCS allowables for bidding over 1 acre lots.

FANNIE/NO INVESTOR:

Bid to complete any property larger than 1 acre

37

C. partial cut D. regular grass cut

If local ordinances, association standards or if the grass will affect a neighboring property or a business, a bid for the full lot and a bid for full lot re-cuts for the remainder of the season are required on oversized lots.

A copy of the local ordinance or association standards dictating a full lot cut is needed must be provided.

FREDDIE:

Bid to complete any grass cut on a lawn larger than 1 acre (more than 43,560 SqFt). If a property is

larger than 1 acre, provide a bid for both

A. partial cut B. regular grass cut

VA:


If lawn area size is over 1 acre, provide bids for: A. A partial initial grass cut B. An initial grass cut for entire lot C. A partial grass re-cuts D. A grass re-cut for entire lot

CLIENT 585, 586,587

585, 586, AND 587

Follow the grass cut seasons according to investor guidelines; if unknown follow the outline

below for No Investor. If grass height exceeds 24 inches and cannot be cut per the allowable

submit a bid. Do not complete grass cuts outside of standard seasonal requirements without a

bid approval work order.

A perimeter is defined as the area around the house, along the drive, up to the front of the

property.

A. Follow MCS allowables for bidding oversized lots.

NO INVESTOR:

38

If lot size is 15,000 sqft or less, complete full lot grass cut for the MCS allowable. No bids are

required unless grass height exceeds the allowable.

If lot size exceeds 15,000 sqft, complete a 15,000 sq.ft perimeter cut. Submit bids for:

A. An Initial grass cut on the remainder B. Full seasonal lot grass re-cuts C. An Initial grass cut for 15,000 sqft perimeter cut only when average grass height exceeds

24”

FHA/FANNIE/FREDDIE:


If lot size exceeds 1 acre, complete a 1 acre perimeter cut. Submit bids for:

C. An Initial grass cut on the remainder D. Full seasonal lot grass re-cuts E. An Initial grass cut for 1 acre perimeter cut only when average grass height exceeds 24

inches

VA:

If lot size is 1 acre, complete full lot grass cut for the MCS allowable. No bids are required unless grass height exceeds the allowable.

If lot size exceeds 15,000 sqft, complete a 15,000 sq.ft perimeter cut. Submit bids for:

A. An Initial grass cut on the remainder B. Full seasonal lot grass re-cuts

C. An Initial grass cut for 15,000 sqft perimeter cut only when average grass height exceeds

24”

CLIENTS 659 & 953

659

Follow the grass cut seasons according to investor guidelines; if unknown follow HUD. If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid.

FOR ALL INVESTOR TYPES:

Complete up to 15,000 sq.ft grass cut. If lawn area size is larger than 15,000 sq.ft., submit a bid for both:

39

A. A perimeter grass cut B. A full grass cut


953

FOLLOW INVESTORS SPECS

If grass height exceeds 24 inches and cannot be cut per the allowable submit a bid.

Complete up to ¼ acre (10,890 sq. ft.). If lawn area size is larger than ¼ acre, submit a bid for both:

A. An initial grass cut and B. A grass re-cut for the entire lot.

Follow MCS allowable for bidding oversized lots.

CLIENTS 2017 AND 2018

Lot sizes are to be documented accurately within Vendor360. Incorrect reporting of the lot size can result in 12 months’ work of grass cut chargebacks.

SECURING OF PROPERTY

Property is required to be secured at all times. If property is unsecure upon arrival, and unable to secure with the existing hardware, provide bids to secure per the client’s requirements. If securing with the existing hardware, also provide bids to permanently secure as per the client’s requirements.

Follow grass cut seasons and pricing according to investor guidelines. Non-Government backed loans types will follow FNMA guidelines.

FOR ALL INVESTORS

Ensure lawns are “manicured” and debris free. Grass height of 2-24 inches should be completed and invoiced at the investor allowable, bids will not be accepted. If grass height exceeds 24 inches, provide a bid. Front yards, back yards, side yards, and easements are to be cut to 2 inches in height.

Manicure shrubs, trees, and vines as part of the grass cut. Edge sidewalks, driveways, fence lines, and detached structures (this includes weed-eat around trees and in flowerbeds). Rake, bag, and remove lawn clippings from property. If the grass height is less than 2 inches do not cut. Outside of Grass Cut season if the grass height is over 4 inches, the grass should be bid.

40

If the maintainable lawn area size is larger than 1 acre, complete a partial cut of the perimeter for a 15,000 sqft area around the house, along the drive, up to the front of the property. When 75% or more of the average perimeter area grass height exceeds 24” and cannot be cut for the allowable, provide bids to cut a 15,000 sqft perimeter area of the lot and a bid to cut the full maintainable lot area.

ONE BID must be submitted for a full lawn area grass recuts.

A D D I T I O N A L I N F O R M A T I O N

LAWN SIZE DIAGRAM

42

Vendors should work front to back when cutting the lawn size previously approved by the Client.

**IMPORTANT** Maintaining the backyard, or submitting a Bid to maintain the lawn in the rear of the home is JUST as important as maintaining the front yard. Code Enforcement officers will issue a violation for properties with overgrowth in the back yard.

Manicure shrubs, trees, and vines as part of the grass cut. Edge sidewalks, driveways, fence lines, and detached structures. Weed-eat around trees and in flowerbeds, ake, bag, and remove lawn clippings from property. If the grass height is less than 2 inches do not cut. Outside of Grass Cut season if the grass height is over 4 inches, the grass should be bid.

PART 3 – PHOTOGRAPHY CHECKLISTS

RECOMMENDED MCS GRASS CUT CHECKLISTS

Grass Cut Photo Checklist Page 43

Occupancy Verification Photo Checklist Page 44

Cut by Unknown Property Photo Checklist Page 45

Bid Grass Cut Photo Checklist Page 46

43

GRASS CUT PHOTO CHECKLIST

A minimum of 16 photos are required with each grass cut completion.

House Photo: 2 photos capturing the exterior and address of the property- Roof Line and Ground Line visible

1 photo of front exterior including property line in photo 1 photo of the house address (number typically found on front of

house or front curb)

Street Sign Photo: 1 photo capturing the Street Sign 1 photo of the Street Sign (Street Sign photo of the street property is

located on)

Before Photos: 5 photos capturing the lawn on each side of the property- Property Line visible 1 photo of the Front yard 1 photo of the Back yard 1 photo of the Right side yard 1 photo of the Left side yard 1 photo of the Existing debris (incidental, natural, non-natural)

Action Photos: 3 photos capturing the lawn being mowed and clippings being removed

1 Action Photo 1 Action Photo 1 Action Photo

After Photos: 5 total photos capturing the lawn on each side of the property- Property Line visible

1 photo of the Front yard 1 photo of the Back yard 1 photo of the Right side yard 1 photo of the Left side yard 1 photo of where debris was removed from (incidental, natural, non-natural)

Provide a photo of any signage/posting being posted or pre-existing at the property. I.e. WF1913

All grass cuts must have photo documentation to support the work

completed. All before and after photos must be taken from the same angle.

44

CCUPANCY VERIFICATION CHECKLIST

House Photo: 2 photos capturing the exterior and address of the property- Roof Line and Ground Line visible 1 photo of front exterior including property line in photo 1 photo of the house address (number typically found on front of house or front

curb)

Street Sign Photo: 1 photo capturing the Street Sign

1 photo of the Street Sign (Street Sign photo of the street property is located on) Occupancy Verification Indicators- A minimum of 3 Occupancy Indicators are required.

Direct Contact Contact was made with Borrower for confirmation Contact was made with Neighbor for confirmation Contact was made with Mail Carrier for confirmation

Indications of Occupancy

Visual Observation of Activity in Property for confirmation Personal Property Present (items such as: Interior Furniture, Clothes,

Holiday Decorations, Toys, Swing Set, Grill, and Patio Furniture). Vehicle in Driveway Animals Present Low Mail Quantity/Mail Maintained Utilities On:

Water On Gas On Electric On

Smoke from the Chimney Garbage Cans and/or Recycle Bins at the Curb

For Sale Sign Present and Realtor confirmation Sprinkler System On Lawn is Manicured and Maintained Other _____________________________

Indications of Vacancy

Un-manicured Lawn High Mail Quantity Utilities Off:

Water Off Gas Off Electric Off

Boarded Windows Unsecured Doors or Windows Signs of Vandalism Vagrants Present Violation Postings Present Piling of Old News Papers Other _____________________________

45

“CUT BY UNKNOWN” PROPERTY PHOTO CHECKLIST

A minimum of 7 photos are required to document that a property was cut by an unknown group.


1 photo of front exterior including property line in photo 1 photo of the house address (number typically found on front of house or front

curb)


located on)

Sides of Property Photos: 4 photos capturing the lawn on each side of the property- Property Line visible

1 photo of the Front yard 1 photo of the Back yard 1 photo of the Right side yard 1 photo of the Left side yard

Provide a photo of any signage/posting being posted or pre-existing at the property. I.e. WF1913

All grass cuts must have photo documentation to support the work

completed. All before and after photos must be taken from the same angle.

* For grass cuts that are not required due to “limited growth”, photos must document that the grass height is less than 2 inches.*

46

GRASS CUT BID PHOTO CHECKLIST

A minimum of 11 photos are required with each grass cut completion.


1 photo of front exterior including property line in photo 1 photo of the house address (number typically found on front of

house or front curb)


located on)

Before Photos: 4 photos capturing the lawn on each side of the property- Property Line visible

1 photo of the Front yard 1 photo of the Back yard 1 photo of the Right side yard 1 photo of the Left side yard

Grass Height: At least 2 photos demonstrating grass height

2 photos demonstrating the height of the grass Lawn Size Photos: At least 2 photos demonstrating lawn size- Property Line visible

2 photos demonstrating the size of the lawn

All Grass Cut bids submitted must have photos that clearly justify the bid amount. This

includes photos clearly identifying the grass height, as well as photos clearly identifying the Maintained Area.

47

Vendor Management - Seasonal Employee Job Title State Assignment Extension Email Address

David Messina Vice President Escalations (813) 387-1106 [email protected]

Michael Brazelton

Supervisor II Escalations (813) 387-1418 [email protected]

David Lyons Seasonal RVM III

AK, CA, IA, KS, NJ, TX, UT, VA, VT, WA,

WV, WY, Guam, Puerto Rico

(813) 387-1581 [email protected]

Jayson Buell Seasonal RVM DC, FL, IL, MD, ME, MO, NE, NH, NM, NV, OR, PA, WI


Luwanna Thomas

Seasonal RVM AR, AZ, CO, DE, GA, IN, MA, ND, NY, OK,

SD, TN (813) 405-2084 [email protected]

Mike Dice Seasonal RVM

AL, CT, HI, ID, LA, MI, MN, MS, MT, NC, OH, RI, SC, Samoa,

Virgin Islands


mailto:[email protected]

grass cut guidelines 2017 -...

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