Property Management Services

The vendor is required to provide from qualified, licensed, and insured entities to provide the following detailed services listed herein pertaining to the agency’s property management services.
- Provide services in the following areas and must possess the following qualifications:
• Facilitate the execution of leases, rental agreements, amendments, renewals, and cancellations with existing tenants and future tenants and collect monthly rent payments as well as delinquent rent payments.
• Ensure that all tenants are eligible persons or families and are income-qualified pursuant to the tax credit and project-based voucher program in place including review by in-house compliance team.
• Facilitate eviction of non-paying tenants, and tenants who violate terms of the lease agreement, including but not limited to include obtaining of legal services related to the processing of evictions as necessary.
• Quick turnover of vacant units to new residences.
• Establish a process to ensure maximum occupancy and provide written process to agency.
• Maintain accurate records and tenant files in order to meet the conditions and requirements of funding agencies.
• Maintain good tenant relations and meet with tenants as required.
• Interact with other staff involved in delivering services so as to coordinate and maximize resources for tenants.
• Ensure that the property is well maintained, providing safe and sanitary conditions, making necessary repairs, and responding to tenant complaints.
• Hire, train and supervise all employees and contract labor, engage and oversee all payroll and other necessary services, and engage and order all necessary supplies and equipment.
• Perform all necessary accounting functions.
• Report to agency development and operations teams as needed.
• Principal property manager will participate in team meetings, as appropriate, to ensure the uniform and consistent delivery of services across inter-programmatic and departmental lines.
• Provide a detailed program for preventative and emergency maintenance and repair, including regular inspection of dwelling units, elevators, a schedule for painting and redecorating, and inventory and servicing of all appliances and equipment.
• Comply with all state, local, HUD and other rules and regulations concerning fair housing, low income, tax credit, bond, section 8, home, and other finance rules and regulations.
• Be responsive to inspections from financing entities, government entities, insuring entities and all other required inspections. all documentation requested must be provided in a timely manner.
• At least one full-time office and maintenance staff member will be on site at the property during business hours.
- Routine contracted services will include, but not be limited to the following:
• Exterior landscape maintenance
• Snow removal
• Trash and recycling removal
• Custodial services
• Pest control
• Elevator maintenance
• HVAC maintenance
• Security and life safety monitoring
• Window washing
• Plumbing maintenance
• Electrical maintenance
• Parking lot management services to include policing and towing of unauthorized vehicles
• Parking lot maintenance
- Provide accurate and timely reports, to agency teams, including:
• Monthly balance sheet, monthly budget sheet, t12 reports, income statement, and operating statements
• Accounts receivable
• Accounts payable
• Bank statements & bank reconciliations
• Schedule of disbursements and receipts
• Vacancy reports and collections activity
• Move-in and move-out reports
• List of prepaid tenants
• Cash flow report
• Police and incident reports
• maintenance and preventative maintenance reports as needed
• Report on all current and pending legal matters
• Fiscal year end reports and other support for the annual audit
• Other requested reports including regular market study reports
• Establish a budget for the property with agency approval by 10/1 and oversee the administration of the budget.
• Report monthly to agency regarding budget variances with explanations and corrective action, if necessary.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 07, 2025