Property Management Services

The vendor is required to provide property management services including:
• Operate the building in an efficient manner, maintaining first-class, high-quality standards that set a benchmark for similar properties in the vicinity.
• Tenant management and tenant relations (the goal being to have satisfied tenants who want to renew in the property), including lease administration/enforcement; lease renewal; tenant communications; rent collection; escalations/operating expense administration; facility service request software; conference room rentals and fee collections; tenant appreciation events; and all related tenant services and issues.
• Represents agency with all airport plaza drive association requests, correspondences and sits on the airport plaza drive association board of directors as agency representative.
• Coordination of tenant improvements and other capital improvements (as more fully described below in construction project management).
• Provide in-house or properly procure and manage engineering services, including the operation, maintenance, and repair of heating, ventilation and air conditioning systems; painting; electrical systems and lighting; plumbing; fire/life safety systems; elevators; and all other building systems, equipment, envelope, exterior, grounds and structural elements.
• Proposer shall either provide in-house or properly procure and manage janitorial/custodial services, including evening and day porter cleaning services; trash removal and recycling; carpet cleaning; window washing; pest control, and related services.
• Proposer shall either provide in-house or properly procure and manage security services, including administration/enforcement of access control procedures; visitor check-in/screening; response to emergency situations and safety hazards; operation and maintenance of security-related equipment and systems; and any other standard security services normally associated with protecting people and property in high-rise office buildings; such services are to be provided by uniformed, unarmed contract security guards.
• Maintenance/upkeep required to bring the building up to and/or maintain the building at class a standards; items shall include but will not necessarily be limited to painting, carpet, landscaping, etc.
• Active management/administration/enforcement of existing and new contracts with vendors of engineering services, security services and janitorial/custodial services; utility companies; and others vendors as required; any third party vendor services shall be procured according to the long beach transit purchasing manual and in accordance with all other regulations pertaining to a public transit agency.
• Regulatory/legal compliance, coordination and reporting with city, state, county and federal agencies, as required.
• Update and administer the emergency preparedness and disaster recovery planning for the building quarterly.
• Coordinates meeting room rental agreements between owner and tenants. • Establish a clear communication plan for ongoing interactions with the agency staff and tenants.
• Coordinate repairs and maintenance requests promptly and efficiently.
• Maintain relationships with contractors and service providers for building repairs and improvements.
• Conduct regular inspections of the property to identify maintenance needs.
• Maintain a comprehensive database of all leases, including renewal dates, key terms, and tenant contact information.
• Monitor compliance with lease terms and conditions.
• Facilitate communication between tenants and property ownership regarding lease related issues.
• Implement and manage a tenant onboarding process for new leases.
• Keep tracking records of all equipment records and maintenance asset.
• Establish a tenant feedback mechanism to assess satisfaction and address concerns.
• Develop events budget in collaboration with the agency
• Manage agency dedicate security personnel
• Coordinate with the security team to ensure regular walkthroughs during and outside business hours for agency and all vacant floors.
• Develop and implement security protocols for the property, including access control and surveillance.
• Provide regular security assessments and recommendations for improvements.
-  Monthly financial reporting
• Prepare and submit accurate monthly financial statements, including income statements, balance sheets, and cash flow statements.
• Provide a variance analysis comparing actual performance to budget, with explanations for significant discrepancies.
- Budget development and monitoring
• Develop annual operating and capital budgets in collaboration with the client.
• Monitor expenses and revenues to ensure alignment with the approved budget and promptly notify the client of any deviations.
- Forecasting
• Provide quarterly financial forecasts, highlighting expected trends in revenue, expenses, and cash flow.
• Include recommendations to mitigate risks or capitalize on opportunities.
- Expense management
• Review and analyze vendor invoices, utility bills, and other expenses to ensure accuracy and cost-effectiveness.
• Identify opportunities for cost savings and operational efficiencies.
- Tenant accounting and collections
• Maintain detailed records of tenant accounts, including rental income, security deposits, and charges for additional services.
• Ensure timely collection of rents and fees, implementing escalation measures as necessary for overdue accounts.
- Performance metrics
• Track and report key financial performance indicators, such as occupancy rates, revenue per square foot, operating cost per square foot, and net operating income (NOI).
• Benchmark the building’s financial performance against comparable properties.
- Compliance and audit support
• Ensure compliance with applicable financial regulations and reporting standards.
• Provide support for audits, including documentation and prompt responses to inquiries.
- Technology and tools
• Utilize advanced property management software to ensure transparency, efficiency, and ease of access to financial records for the client.
- Client communication
• Present financial results and insights during regular client meetings, ensuring a clear understanding of the building’s financial status.
• Provide ad-hoc financial analyses or reports as requested by the client.
- Provide detailed monthly financial reporting, including income statements, expense reports, and budgets.
- Manage rent collection and ensure timely payments from tenants.
- Assessment of Current Assets
• Conduct a detailed assessment of the building’s current infrastructure, systems, and equipment, including HVAC, elevators, plumbing, roofing, and electrical systems.
• Identify assets nearing the end of their useful life or requiring upgrades to meet regulatory standards or market expectations.
- Needs Identification
• Collaborate with the client to identify short-term and long-term capital improvement needs, prioritizing projects based on urgency, potential impact on operations, and alignment with the client’s strategic goals.
- Budgeting and Cost Estimation
• Provide accurate cost estimates for each capital improvement project, including design, construction, permitting, and contingency allowances.
• Incorporate these costs into a phased plan that aligns with the client’s financial capacity and operational objectives.
- Project Prioritization
• Develop a prioritization framework for proposed projects based on factors such as regulatory compliance, safety, tenant satisfaction, energy efficiency, and return on investment (ROI).
- Schedule Development
• Prepare a five-year multi-year schedule detailing the planned implementation timeline for each capital improvement project, accounting for seasonal constraints, tenant impact, and resource availability.
- Risk Management
• Identify potential risks associated with capital projects, such as cost overruns, supply chain delays, or disruptions to building operations, and recommend strategies to mitigate these risks.
- Integration with Financial Plans
• Ensure the capital plan integrates seamlessly with the building’s annual operating budgets and long-term financial strategy.
• Provide analysis of funding options, including reserves, financing, or grants, to support the proposed projects.
- Sustainability and Innovation
• Incorporate sustainable and energy-efficient solutions into the capital plan where feasible, ensuring compliance with environmental standards and reducing long-term operating costs.
• Evaluate and recommend innovative technologies that enhance building performance or tenant experience.
- Client Presentation and Approval
• Present the draft capital plan to the client, providing clear documentation and visual aids, such as charts, schedules, and ROI analyses.
• Incorporate client feedback into a final approved plan.
- Annual Review and Updates
• Review and update the capital plan annually to reflect changes in building conditions, financial circumstances, or strategic priorities.
• Provide a summary of completed projects, adjustments to planned projects, and new recommendations during regular client meetings.
- Contract Period/Term: 1 year
- Pre-Proposal Conference (Not Mandatory) Date: March 11, 2025
- Questions/Inquires Deadline: March 14, 2025