Property Management Services

The vendor required to provide property management for a 6-acre city-owned property, including the ponderosa community condominium association and the ponderosa mobile home park.
- The property is undergoing a dynamic transformation under the ponderosa community stabilization project, which both stabilizes residential housing for longtime mobile home park residents and supports infill redevelopment to construct foundation-built housing.
- As of December 2025, the property contains:
•    39 mobile homes, distributed across five blocks
•    14 foundation-built homes, of which:
o    Five completed, owner-occupied homes
o    9 homes under construction
•    A number of vacant lots that are utilized for parking and storage in preparation for construction
- Tasks
1. General mobile home community property management services, including:
•    Ensure compliance with all local, state, and federal regulations including fair housing laws 
•    Maintain current knowledge of mobile home park and HOA regulations and local zoning requirements 
•    Enforce community rules and lease terms consistently and fairly 
•    Maintain property compliance with mobile home park act and local city ordinances including annual registration with the mobile home park oversight program with the state department. 
•    Maintain property compliance with all relevant state HOA rules and regulations 
•    Maintain a database of relevant resident, vehicle, and mobile home information. 
•    Manage property insurance requirements and claims when necessary 
•    Maintain accurate records, including leases, maintenance logs, and inspection reports 
•    Coordinate safety inspections and implement required improvements 
•    If necessary, execute and document evictions as required by the city and in compliance with state and local procedures and requirements. 
•    Collaborate with law enforcement to address and investigate incidents or suspicious activity. 
•    Maintain camera security system, and review footage as needed from on-site surveillance cameras to monitor entrances, intersections, office, tools, tractor, dumpsters, mailboxes, and contentious situations.
2. Mobile home park resident services
•    Attend to resident needs 
•    Listen to individual resident concerns and resolve, when appropriate. 
•    Resolve conflicts between residents directly or, when escalated and appropriate, by involving other resources such as zoning enforcement, community mediation, and police. 
•    Run background checks, including criminal records, as applicable, for rental tenants under special lease conditions support and facilitate regular communications to residents, including the creation and distribution of a quarterly newsletter 
•    Post notices and send texts to inform the community of any matters as needed or required. 
•    Manage EZ-text or other texting systems and the resident-facing Weebly website. 
•    Coordinate with ponderosa’s language services provider for interpretation and translation, as needed. 
•    Facilitate access to community space for community-hosted events and support community awareness of available community services (e.g., free neighborhood eco passes, manufactured home repair grants). 
•    Coordinate planning and information to support community-oriented activities such as regularly scheduled community clean-up events, use of the community garden, and the children’s library in alignment with city policy, community interest, and project goals. 
•    Facilitate household access to rental assistance (e.g., provide required paperwork to agencies, provide rental assistance information, etc.).
3. Financial management
•    Collect rent and other fees, ensuring timely payment and following up on delinquencies 
•    Pay bills, including individual resident water bills as required by leases, and issue owner revenues. 
•    Prepare monthly financial reports for ownership 
•    Manage ponderosa bank account. 
•    Maintain detailed records of revenues and expenses 
•    Assist in informing the annual project budget for property maintenance needs. 
•    Report and document any variances to the budget.
4. Property maintenance and operations for the ponderosa property
•    Oversee routine and preventive maintenance of common areas, infrastructure, and amenities 
•    Coordinate repairs to roads, utilities (water, sewer, electric), lighting, and drainage systems 
•    Maintain landscaping, snow removal, and general property appearance 
•    Manage vendor relationships and negotiate service contracts 
•    Conduct regular property inspections to identify maintenance needs and safety hazards 
•    Ensure proper functioning of park-owned utilities and infrastructure 
•    Procure and maintain all necessary equipment, tools, and supplies.
•    Maintain the office in a clean and orderly condition by regularly inspecting the building for needed repairs, maintenance, and cleanliness. 
•    Ensure regular dumpster service and the neatness of the area around the community trash disposal area. 
•    Maintain the city-owned tractor. 
•    Control pests (e.g., feral cats, cockroaches, hornets, rats, mice, ants, etc.).
5. Support the ponderosa community stabilization and redevelopment program
•    Provide a quarterly comprehensive report to the city documenting property management activities and progress on the stabilization program. 
•    Site manages mobile home disposal (environmental testing, assists city project manager with identifying contractors, assists disposal contractor to secure permits, liaises with disposal contractors, posts permits and neighbor notices). 
•    Oversee renovations of well-maintained, HUD-compliant manufactured homes (these are uncommon in ponderosa) to meet city rental licensing and HUD housing quality standards (HQS) for potential relocation of ponderosa households. 
•    Manage lots without mobile homes for cleanliness, clear driveways, fences, etc. 
•    Support infrequent resident engagement (e.g., completion of surveys, set up, and participation in community meetings). 
•    Comply with uniform relocation act requirements, as needed. 
•    Maintain current map of vacant and occupied lots. 
•    Implement city initiatives, such as building adherence to the wildfire urban interface (WUI) safety plans and practicing recycling and zero waste, 
•    Support construction-related activities by posting notices, establishing construction parking, etc. 
•    Obtain mobile homes through tax liens, as needed (uncommon) 
•    Initiate paperwork for home purchases by the city, coordinate with city staff and explain and facilitate processes and conduct final inspections and calculate any deductions based on significant changes in the home since the sale and report to accounting for final payments.

- Mandatory Pre-Proposal Site Visit Date: December 17, 2025
- Questions/Inquires Deadline: December 23, 2025