The vendor is required to provide property management services (the “property manager”), who shall be fully responsible for the management, operation and maintenance of the property in an efficient, economical and reliable manner, consistent with industry standards and under relevant local regulations (the “property management services”).
- Include for services:
• The property manager shall provide facilities engineering services including, but not limited to, electrical, maintenance, environmental, health, safety, energy, controls/instrumentation and hvac on call 24/7 with appropriate response times within industry standards.
• The property manager shall be responsible for estimating, planning, scheduling, budgeting, authorizing, controlling and accumulating all costs and manpower associated with the property management services activities.
• The property manager shall furnish all necessary labor, supplies, materials, equipment, tools, repair or replacement parts and supervision to satisfactorily perform the work required under this contract.
• The property manager shall prepare scope of service specifications and secure competitive bid proposals for contracted services; negotiate and enter into all necessary performance contracts not otherwise directly entered into by the owner and provide direct supervision and administer payments under the terms of the contract. the providers of all contracted services must provide the property manager with evidence of sufficient insurance as determined by the owner.
• Routine contracted services will include, but not be limited to, the following:
o Property access control services
o Exterior landscape maintenance
o Snow removal
o Trash and recycling removal
o Custodial services
o Elevator maintenance
o HVAC maintenance
o Security/life safety monitoring
o Window washing
o Plumbing maintenance
o Electrical maintenance
o Parking garage and lot management services to include access, monthly payments and policing and towing of unauthorized vehicles.
o Parking garage and lot maintenance
o Pest control
o Interior plant maintenance
• The property manager shall be responsible for managing all assigned keys and access cards and for the security of the property.
• The property manager shall perform or caused to be performed routine and required property and building inspections and provide reports.
• The property manager shall identify the need for, create, implement and manage preventive maintenance programs.
• The property manager shall identify opportunities to implement programs that result in building operations that promote energy efficiency and environmental sustainability, as well as building resiliency.
• The property manager shall provide and monitor an online work order system that allows designated building representatives to make maintenance requests and to report any safety concerns.
• The property manager shall be responsible for developing an annual operating and capital budget
• The first draft of such budget is due to the owner no later than march 1 of each year for the following fiscal year which begins July 1.
• The first draft of such budget is due to the owner no later than march 1 of each year for the following fiscal year which begins July 1.
• The property manager shall obtain approval for funding, as required, for all special and non-budgeted expenditures in excess of $5,000 prior to commitment of that expenditure, unless such expenditure is made under emergency conditions to prevent imminent injury to persons and/or damage to the property.
• The property manager shall meet with owner’s representative, as necessary, to review and discuss the operations of the property.
• The property manager shall collect, deposit (in an account in the owner’s name) and account for all funds received and make payment of operating and other expenses in accordance with the approved budget.
• The property manager shall create for the property and provide on a monthly basis, no later than the 20th of the month following the reported month, an operating and financial report which shall include, at a minimum:
o Summary of operations, project updates and any property manager recommendations.
o Income statement reflecting actual and budgeted monthly and year-to-date income and expenditures on an accrual basis of accounting and presented under generally accepted accounting principles with explanations of variances greater than 5% of budget.
o Balance sheet on an accrual basis of accounting and presented under generally accepted accounting principles.
o Trial balances by account provided as an electronic spreadsheet.
o Bank statements, check registers and reconciliations
o General ledger by account
o Rent roll
• The property manager shall develop and maintain a level of recordkeeping sufficient to accomplish the property management services provided and to provide comprehensive, timely and accurate information as requested by the owner, the owner’s lender or the owner’s auditors as requested.
• Such information shall include:
o Detailed cash receipts
o Invoices and disbursement records
o Fixed asset and depreciation schedules
o Form 1099 vendor filings
o Accounts payable and accounts receivable detail
o Narratives of collection, disbursement and accounting processes.
o Certificates of insurance
o Lien waivers
• The property manager shall prepare and distribute special notices of upcoming activities at the property that may impact tenants, as well as general informational publications that may promote the safety or comfort of tenants.
• The property manager shall obtain or cause to be obtained criminal background checks on all contract personnel working at the property.
• The property manager may provide, if requested, project management services for capital improvements and replacements and tenant improvements at the property.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: May 01, 2025