Property Management Services

The vendor is required to provide that property management services for four commercial properties, management of one easement and maintenance agreement, and future sites which may include additional commercial buildings and adult day care health facilities.
- Services will include rent collection, financial reporting, inspections, maintenance and repairs, and other related services.
- The properties referenced below:
• 505 city parkway west, orange, state 92868 (“505”) is a ten-story office building totaling approximately 205,000 square feet owned and occupied by agency.
• 500 city parkway west, orange, state 92868 (“500” is a four-story office building
totaling approximately 70,320 square feet owned by agency, occupied by agency and tenants.
• Easement and maintenance agreement for 500, 505 and 600 parkways west.
• 13300 garden grove Blvd., state 92842 (“pace”) is a single-story adult day care health facility consisting of approximately 25,000 square feet, leased to provide medical and adult day care services to agency members
• 7990 garden grove Blvd., Westminster, state 92683 (“7900”) is a two-story class c building consisting of approximately 52 rooms and 13,360 square feet.
- Description of services – 500, 505 and pace:
• maintain properties in a manner that is representative of class a high-rise office building in county to state.
• Provide or contract for preventative maintenance and recurring services such as engineering, security, day or night janitorial, landscaping, window washing, carpet cleaning, fire alarm monitoring, fire alarm testing, elevator maintenance and repairs, HVAC services, routine maintenance of building equipment, annual inspections and testing and other repairs and maintenance items as directed by agency.
• Supervise vendor services and contract administration as it pertains to property management.
• Ensure services are performed and contracted in compliance with the department of industrial relations (DIR)and public works requirements when applicable.
• Conduct monthly property inspections of both the interior common areas and exterior of each location; document results and follow up on needed repair and action items in a timely manner.
• Provide monthly maintenance, engineering, HVAC and other reports as directed by agency.
• Manage efficiency of building systems and strive to reduce energy consumption whenever possible.
• Administer leases and enforce tenants’ leasehold obligations.
• On a monthly basis monitor items such as lease expirations, lease options and rights and provide lease notifications as required.
• Prepare lease abstracts and ensure lease information is accurate at all times.
• Collect and monitor proof of insurance for tenants and service providers in accordance with leases and service contract documents. insurance coverage must always be current.
• Prepare incident reports as directed by agency.
• Field work order calls, dispatch to appropriate vendors, and follow up until completed.
• Log all tenant and agency maintenance requests for future reference.
• Work orders must be tracked on a digital platform that manages and follows up on maintenance tasks and service requests.
• Communicate with agency and agency tenants regarding building issues that will affect them such as common area and building equipment repairs, window washing, etc. every effort should be made to provide notice at least 72 hours in advance for non-emergency-related work.
• Respond to inquiries from agency and agency tenants within 24 hours provide accounts receivable services to collect monthly rent and operating expense reimbursements in accordance with lease requirements.
• Follow up on unpaid rent and bill late fees as appropriate.
• Prepare and deliver pay or quit and other legal notices with prior written approval from agency.
• Ensure parking lots are clean, safe and in good repair at all times.
• Administer asbestos and lead based paint programs.
• Ensure appropriate staff are trained annually and send annual notifications in compliance with the operations manual.
• Update reporting as directed by agency.
• Provide other property management services as directed by agency that are typical of class an office buildings and pace centers in orange county.
- Description of services - 7990 garden grove boulevard
• Chain-link fencing around the property as specified by agency.
• Work in coordination with the project manager and general contractor to adjust the fencing
parameters as needed.
• Rental of a mobile security office as specified by agency.
• Portable toilet facilities as directed by agency.
• Security services onsite 24/7 and on all holidays.
• Utility services as designated by agency.
• This may also include arrangements for temporary electrical service as needed.
• Property management and maintenance services on a 24/7 basis and including all holidays.
• The selected firm must respond to routine and emergency requests as needed to ensure a safe and security environment.
• Perform monthly inspections of the property and document findings; follow up on repairs in a timely manner.
• Provide other property management services, as directed by agency.
- Accounting and reporting requirements – all buildings:
• The monthly report should contain the following:
A. Income statement
B. Balance sheet
C. Trial balance
D. General ledger
E. Rent roll
F. Aged delinquencies
G. Receivable ledger
H. Cash receipts report
I. Security deposit ledger
J. straight-line rent schedule
K. Check register
L. Open invoice status report
M. Bank reconciliation
N. Balance sheet supporting schedules
O. Management fee invoice
P. Monthly and year to date general ledger
Q. Variance report
R. Property inspection report
S. Engineering, preventative maintenance and work orders reports
T. Other reports as designated by agency.
• Administer accounts payable process. review and input all invoices daily
• Provide accounts receivable services to collect monthly rent and operating expense reimbursements in accordance with lease requirements.; follow up on unpaid rent and bill late fees as appropriate.
• Wire all rental income collected to agency by the 15th of each month.
• If the 15th falls on a weekend or holiday, the wire will be due the day prior
• collect revenue for EV charging stations and wire income to agency by the 15th of each month.
• If the 15th falls on a weekend or holiday, the wire will be due the day prior
• Prepare an annual budget and five-year capital plan for submittal to agency by February 1st of each year to cover the fiscal period from July 1st to June 30th.
• Prepare annual operating expense estimates for the following calendar year and submit to agency for approval by November 1st.
• Prepare operating expense reconciliations for the prior calendar year and submit to agency for review and approval no later than April 1st.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: March 17, 2025