Property Management Services

The vendor is required to provide that property management services on-call 24/7 services for tenant inquiries and issues, janitorial services, repair and maintenance services for the premises, and leasing and marketing services as needed, if tenant leases are terminated.
- Work shall include the following:
a. Property management
• Any inquires or complaints that the contractor is unable to directly address or remedy themselves shall immediately be reported to the department in writing.
• The contractor shall facilitate insurance claims for all personal injury claims (e.g. trip and fall, etc.) occurring on the premises. the contractor shall document and immediately report all injuries or claims to the department in writing.
• The contractor shall also forward copies of all incident reports, photos and digital recordings related to the claims to the department.
• The contractor shall facilitate insurance claims for all disputes and claims involving damage to vehicles on the premises. the contractor shall immediately report all incidents of vehicular damage to department in writing and shall forward copies of all written claims and incident reports including photos and digital recordings to the department.
• The contractor shall immediately report any loitering, soliciting, vandalism, illegal activity, or other security concerns on the premises either witnessed or otherwise reported to department and law enforcement as applicable in writing.
• The contractor shall forward copies of all written incident reports, photos and digital recordings to the department.
• The contractor shall immediately block off and secure any public safety hazards at the premises and immediately report to the department verbally and in writing all necessary actions taken.
• The contractor shall market the premises upon request of the department to secure new tenants and maximize cash flow as current leases are terminated.
• Department will be responsible for the execution and/or amendment of all leases and the collection of lease payments and/or delinquencies. such activities will not be part of this contract.
b. Janitorial services
• The contractor shall provide janitorial services for the premises as follows:
1) Daily (seven days a week, excluding state holidays)
a) Sweep exterior walkways, side alley, and parking lot to remove all trash and debris; and
b) Inspect the premises and building exterior for broken equipment, spills, or other hazards and clean or make repairs as necessary.
2) As needed
a) Remove graffiti from all exterior walls, signage, etc.;
b) Clean up oil residue, spills, or other safety hazards in accordance with all state and county laws to ensure a safe walking environment; and
c) Respond to tenant calls for exterior building spills and/or emergencies requiring additional janitorial services.
c. Landscaping services
• The contractor shall provide landscaping services for the premises as follows:
1) Monthly (schedule to be agreed upon by contractor and department)
a) Grass cutting and weed removal;
2) Semi-annual (schedule to be agreed upon by contractor and department)
a) Tree trimming and coconut removal; and
3) As needed
a) Remove weeds and other landscaping debris from parking lot and side alley.
d. Refuse collection services
• The contractor shall provide refuse collection services for the premises as follows:
1) One 3-yard front load dumpster emptied twice a week (schedule to be agreed upon by contractor and department)
e. Maintenance and repairs
• Maintenance and repairs for the premises include, but are not limited to, the following:
1) Building and roof
a. Inspect and repair exterior windows and exterior doors;
b. Inspect all exterior surfaces semi-annually for deterioration and make necessary repairs;
c. Examine all exterior metals, including roof, for rust and damage;
d. Ensure all roof system elements are secured as designed;
e. Examine all areas abutting the roof for proper counter flashing, loose caulking, loose coping, or signs of ponding water. make necessary repairs;
f. Clear all gutters and downspouts quarterly to prevent blockage in the drainage system;
g. Examine the edge of the roof for deteriorations, or internal exposure;
h. Check the building structure for movement. movement can create cracks in the roof; and
i. Inspect all stairwell security gates/doors and ensure they are securely functioning.
2) Parking lot
a. Inspect parking lot for trip hazards and/or potholes and make necessary repairs;
b. Inspect exterior lighting to ensure proper operation and make necessary repairs. exterior lighting is essential for the safety of building occupants. replacement of exterior lighting near tenant entrances will be considered a priority. replacement or repair must be completed within twelve (12) to thirty-six hours (36) following notice; and
c. Replace burned out lightbulbs in the parking lot and along the building exterior as needed.
3) Emergency repairs
a. Immediately make any emergency repairs and/or replacements that are necessary for the preservation or safety of property, for the safety of persons, and/or to avoid the suspension of any necessary service.
- Contract Period/Term: 3 years
- Optional Pre-Bid Conference and Site Inspection Date: February 10, 2025
- Questions/Inquires Deadline: February 12, 2025