Property Management Services

The Vendor is required to provide property management services for include:
1. Leasing of properties
• No resident will be assigned to a unit by anyone other than the district administrator.
• Residents are on a one-year lease that converts to month-to-month after the initial year, with a maximum occupancy term of five years.
• There is a waiting list of district employees interested in securing units.
• That list is exclusively managed by the district administrator and is not the responsibility of the property manager.
2. Operations and maintenance of properties
• Property manager will utilize their network of contractors and suppliers to perform needed work within the parameters set by the housing corporation and approved by the district administrator (i.e., avoiding conflicts of interest, cost constraints, etc.).
• Property manager will procure the supplies, equipment and services necessary for the operation and maintenance of the properties.
• No disbursement for this purpose shall be made in excess of $1,500 without authorization from the district administrator, except as required due to an emergency necessitating immediate action to preserve life, health and safety of residents or maintain and preserve the properties.
• Property manager will contract with and appropriately pay invoices for water, electricity, gas, fuel, telephone, rodent extermination, trash and debris hauling and other necessary general services for the properties.
• Residents are responsible for establishing and paying for utilities, including electricity, gas, water and internet and telephone.
• Property manager will be aware of and take actions necessary to maintain compliance with local, state and federal laws pertaining to the operation and occupancy of the properties.
• Each complex has an on-site resident manager who must be an employee of the district for purposes of their general full-time employment, but an employee of the property manager is for purposes of their role in the management and operations of the property at which they reside.
• Maintains the general cleanliness of the complex, resolves minor maintenance issues and shows units before leasing.
• Does not lease units, contract with vendors to complete repairs, or collect rents or other fees.
• Employee of the property manager and is paid hourly by the property manager.
3. Collection and disbursement of revenues
• Monthly rents for units will be collected by the district through payroll deduction and the property manager is informed by the district on a monthly basis of the receipt of rents.
• Those limited employees who do not have a payroll deduction during the district’s summer academic session, those residents pay those rents (generally June – august) directly to the property manager.
• Property manager shall pay from the operating account the expenses of the properties as they become due to ensure the proper management and operation of the properties in accordance with the agreement executed as a result of this RFP process.
• To ensure the orderly payment of bills, the property manager shall maintain a cash reserve in the operating account equal to seven thousand five hundred dollars ($7,500.00).
• After meeting the cash reserve, manager shall transmit all other funds remaining in the operating account to the district on a monthly basis.
• If the operating account has insufficient funds to pay the properties’ financial obligations, then the district will disburse funds to the property manager upon written request sufficient to cover such insufficiency and restore the cash reserve to the reserve amount in order for property management to be able to pay for management fees and for liabilities and obligations of operating the properties.
• Property manager shall organize and maintain a system of controls designed to ensure the authenticity of bills paid and the fairness of the price charged.