Property Management Services

The Vendor is required to provide comprehensive property management services for the medical clinic, with servicing including but not limited to:
- Tenant management
•    Act as the primary point of contact for all tenant and property-related matters. 
•    Manage tenant relations and resolve disputes professionally 
•    Coordinate tenants move-ins and move-outs 
•    Monitor lease expiries and provide recommendations for renewals 
•    Marketing vacant spaces and coordinating showings as required for vacancies 
•    Determine market value for the space(s), with the town having final approval of lease rates 
•    Establish and administer all lease agreements, in collaboration with the town, and ensure compliance with the lease terms. 
•    Vendor administers and recommends leases, with the town retaining final approval authority 
•    All tenant rent shall be payable directly to the town of vermilion
- Building management
•    Ensure the property is operated in a safe, efficient and professional manner 
•    Conduct regular site inspections and provide inspection reports to the town 
•    Coordinate and oversee all maintenance and repairs valued under $2,000 per incident. 
•    Any items valued over $2,000 require town approval prior to any work being performed 
•    Develop and implement preventative maintenance programs as required 
•    Maintain a log of maintenance activities and capital asset condition, identifying upcoming major repairs or replacements and providing the town with a recommendation on the 5-year capital plan for the building
- Other
•    Assist in the preparation of annual budgets for the building 
•    Provide 24/7 emergency contact and prompt response services (ability to respond in person within 2-4 hours’ notice for critical emergencies), advising the town immediately of all emergencies with the tenants and building 
•    Maintain regular communication with the town and provide timely updates on issues, risks and opportunities 
•    Provide regular monthly reporting to the town, including operational reports that detail the occupied and vacant units, maintenance or repairs updates, incident logs, upcoming lease expiries, items requiring repairs, etc. 
•    Coordinate emergency repairs and tenant communications as required 
•    Attend meetings with the town regarding the property as required.