Property Management Services

The vendor is required to provide property management services for include:
1. General property management services
•    Rent collection
o    Collect rents and other fees in a timely manner.
o    Enforce lease terms, including late fees and non-payment protocols.
o    Remittance to city.
•    Tenant communication and services
o    Respond to tenant maintenance requests and complaints promptly, within 24 hours.
o    Provide accessible office hours and emergency contact options.
•    Maintenance and repairs
o    Routine maintenance and inspections.
o    Coordinate with vendors for repairs.
o    Maintain curb appeal and safety standards.
•    Unit turnover
o    Manage move-outs and make-readies efficiently.
o    Document conditions pre- and post-occupancy.
•    Ensure all rentable units are occupied
2. Affordable housing and low-income unit compliance
•    Income verification and eligibility
o    Collect and maintain proper documentation (e.g., tax returns, pay stubs).
o    Ensure tenant eligibility per program rules.
•    Annual recertifications
o    Conduct income recertifications on required schedule.
o    Notify tenants and assist in completing required forms.
•    Fair housing compliance
o    Maintain compliance with fair housing act and other applicable laws.
o    Provide reasonable accommodations and language assistance if required.
•    Reporting
o    Prepare and submit reports to relevant oversight agencies.
o    Maintain accurate records for audits and monitoring visits.
•    Affordability monitoring
o    Track affordability periods and unit mix requirements.
o    Notify city of any potential noncompliance risks.
3. Financial management and reporting
•    Budget development and management
o    Assist in preparing annual property operating budgets.
o    Monitor expenses and provide regular variance reports.
•    Accounting and bookkeeping
o    Maintain books, ledgers, and bank reconciliations.
o    Provide monthly financial statements (income and expense, rent roll, etc.).
•    Capital improvements oversight
o    Manage small-to-mid-scale capital projects.
o    Partner with costa mesa public works for larger-scale projects.
4. Leasing and marketing
•    Outreach and tenant selection
o    Advertise vacant units
o    Maintain waiting lists and follow tenant selection criteria.
•    Leasing
o    Conduct showings, applications, background checks, and lease signings.
o    Ensure leases comply with funding program requirements.
5. Regulatory and legal coordination
•    Eviction and legal
o    Initiate legal action, when necessary, in compliance with local and federal laws.
o    Appear in court on behalf of owner if needed.
•    policy enforcement
o    Enforce house rules, lease provisions, and program-specific policies.
o    Issue warnings, notices, and documentation for violations.
6. Owner communication and meetings
•    Regular reports
o    Provide monthly management reports with occupancy, maintenance, rent collection, and financial updates.
•    Meetings
o    Attend quarterly or as-needed meetings with the city.
o    Provide input on operational and strategic matters.
- Budget: $186.8 million and a total budget of over $224 million for fiscal year 2025-2026.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 26, 2025