Property Management Services

The vendor is required to provide a property manager to oversee the day-to-day operations of the property.
- Property operations and maintenance
• Regular building maintenance and associated record-keeping duties.
• Ensure the ongoing, smooth operation of the building and maintain a clean, safe working environment for all tenants.
• Coordinate and supervise any construction projects necessary for preserving or upgrading building assets, as approved by agency.
• Oversee the work of any subcontractors which may provide services such as, but not limited to:
▫ Building cleaning,
▫ Property security, or
▫ Construction contractors performing building or tenant suite upgrades.
- Management and administrative services
• Maintain the accuracy of financial data and collect tenants’ rent.
• Pay property taxes out of an account jointly administered by agency and the property manager.
• Prepare annual budgets for the building and budget for any needed maintenance.
• Prepare leasing agreements and other tenant-related documentation.
• Communicate regularly and clearly with agency, tenants, and sub-contractors.
• Maintain accurate and up-to-date maintenance records.
- Leasing and tenant management
• Advertising space for rent, possibly in coordination with a listing agent,
• Preparing leasing documents,
• Conducting credit checks on prospective tenants,
• Facilitating the tenant move-in process,
• Collecting rent from tenants,
• Responding expeditiously to maintenance requests,
• Conducting lease renewals, and
• Facilitating tenant move-out processes when required
- Property manager transition
• The property is currently managed by a property management corporation.
• The proponent’s service transition plan included in this proposal should include:
1. A list of documentation required from the current (previous) property manager,
2. A plan for taking over building maintenance that ensures building assets are serviced on time as required,
3. A plan for communicating the change in property manager to building tenants so that rents are paid appropriately, and service requests are directed at the right party,
4. A work plan to complete the property manager transition,
5. A list of personnel involved in the service transition, and
6. The costs associated with the property manager transition.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 2, 2025