Property Management Services

The Vendor is required to provide of the company's property management team and an explanation of the specific duties and responsibilities of the various team members to be assigned to the City's properties.
- Services include:
• Your approach and experience with executing, administering and enforcing the terms of all rental agreements, in compliance with federal, state and local laws and providing copies of each executed agreement to the city.
• A detailed marketing plan that describes the methods of advertising and how the property management company will follow fair housing laws when marketing each property.
• A description of the procedures used for conducting criminal background searches, credit checks, and landlord references for potential residents that will ultimately lead to the acceptance or denial of an application. (Include a copy of the application and qualifying criteria)
• The procedures for preparing vacant properties to rent and the average turn-around time to get the property leased.
• The procedures for performing interior condition and house-keeping inspections for each one of the properties. 
• Additionally, a schedule for monitoring each property annually is required.
• The procedures for collection of rents, security deposits and application fees.
• A proposed maintenance plan and schedule of short-term and long-term maintenance.
• This includes routine building maintenance, a description of that maintenance with costs estimates (to include pest control and bed bug removal), hvac filter changes, chimney cleaning, gutter cleaning, power washing buildings, and deck cleaning. 
• A schedule and cost estimate for general grounds maintenance, seasonal landscaping and snow/ice removal is also required.
• Procedures for handling non-routine maintenance such as roof replacement, parking lot repairs, and a preventative maintenance plan.
• The procedures for responding to emergency and routine maintenance calls (including after hours and weekend). 
• Include a copy of the company emergency action plan in case of fire, flood, natural disaster and severe weather preparedness (ice, snow, hurricane, and tornado).
• Data collection, financial management system, and reporting: Provide the name and description of the accounting program that will be utilized for reporting. A description and examples of the financial and occupancy reporting systems to be utilized and the number of years of experience in using current accounting program.
• The management company must have the staff capacity to produce specialized reporting such as monthly resident occupancy reports, to include names, addresses, household size, occupation, annual household income, race, rent amounts, delinquency amounts, and dates of leases
• Two bank accounts will need to be maintained to separate the city’s general fund and the neighborhood stabilization program (NSP) funds. 
• It is the expectation that each account will need to be reconciled and balanced monthly. 
• The city will perform an initial 6-month audit and then perform an audit annually to ensure the accuracy of these two accounts.
• A detailed process for re-certification of each household's income on an annual basis to document continued eligibility for city-assisted housing.
• A description of eviction policies, procedures and fees. 
• These policies should take into account current federal, state, and local laws.
• A process that describes how a new property management team will transition the portfolio of city-owned properties into their management and include a timeline.
- Contract Period/Term: 1 year
- Pre-Proposal Virtual Meeting (optional) Date: June 30, 2025
- Questions/Inquires Deadline: July 8, 2025