Property Management Services

The vendor is required to provide property management services to manage the agency’s property portfolio of eighteen properties.
•    Execute, administer and enforce the terms all rental agreements, in compliance with federal, state and local laws and provide copies of each executed agreement to the authority. 
•    Collect rents, fees and late charges and collect and disburse security and other deposits. 
•    Advertise and promptly lease vacancies. 
•    Qualify prospective tenants based on the program funding governing each property which provides guidelines for tenant income and rental fee limits, as identified by the authority in accordance with the home investment partnership program, neighborhood stabilization program (NSP) or housing successor agency funds.
•    Provide an affirmative marketing plan and tenant selection procedure that ensures that prospective tenants are not discriminated against due to race, religion, national origin, familial status, etc., in compliance with the fair housing act. 
•    Represent the authority interest in all matters involving the tenant under the lease agreement. 
•    Manage and resolve conflicts among tenants. 
•    Document and keep a record of communications with tenants on issues and complaints, and resolutions to such. 
•    Manage properties in accordance with the tenets of the crime free rental housing program. 
•    Terminate tenancies and serve notices as appropriate, recover possession of premises, recover rent and other sums due. 
•    Institute legal action in the name of authority; settle, compromise or release such upon authority consultation and approval; and, appear in court when necessary. 
•    Provide 24-hour a day emergency maintenance service and report emergencies to the authority by the next business day. 
•    Monitor properties on a regular basis for repairs and preventive maintenance, contracting with subcontractors to provide repair, maintenance, janitorial, landscaping and pest control services, as needed. 
•    Manage and oversee any improvements or modifications made to properties. 
•    Ensure independent contractors have necessary licensing and insurance coverage. 
•    Secure and maintain property in compliance with city code or applicable state codes and guidelines. 
•    ensure that all laws and rules related to loitering and criminal activity are vigorously enforced. 
•    Submit digital pictures of the exterior of each property to the authority on a quarterly basis. 
•    Provide ground maintenance for vacant parcels and coordinate the boarding up of vacant housing units on vacant parcels, on an as-needed basis. 
•    Perform and record an annual inspection of units (interior and exterior) according to the city’s housing quality standards and state building code, in compliance with funding program rules and regulations. 
•    Recertify the income of each occupant annually based on city’s qualification standards and meet other reporting requirements. 
•    Assist p authority ha in capital improvements and rehabilitation-related scheduling. 
•    Complete leasehold interest reports due annually to los county. 
•    Open and manage separate banking account for authority property finances. 
•    Provide bank statements and reconciliations monthly. 
•    Provide a detailed monthly management report to the authority to include:
o    Rent collection, delinquencies, vacancies and waiting list status, if any. 
o    Revenue and expenditures based on the property funding source as follows: home units, neighborhood stabilization program (NSP) units and housing successor agency units.
o    Monthly maintenance, preventive maintenance and tenant requested maintenance. 
o    Log of onsite property visits by property management representative(s). 
o    Accounting of monies collected from washer, dryer and vending machines.
o    Tenant eviction status and current and pending legal matters. 
o    Enter into contracts on behalf of the authority for utility services, etc.
•    Supervision of normal and routine tasks that relate to residential rental unit turnover. 
•    The direction of the neighborhood services director and assistant director or housing authority manager, may assist in the sale of surplus authority properties, including appraisal, marketing, collection of proposals, and preparation of other documents incidental to public property sales.

- Questions/Inquires Deadline: September 11, 2025