The Vendor is required to provide Management Company to oversee leasing, tenant management and property management services at two locations.
- Base property management services
- Property 1 – fair play
- Site/tenant management:
• Operate a 24/7 maintenance call center; 
• Utilize a software management system that allows direct electronic transfer of all rent payments received to be directly deposited into state-owned, designated accounts such as appfolio (co-mingling of state funds with other customer funds is strictly prohibited);
• Oversee the leasing process for vacant units;
• Oversee lease contract renewals, requesting verification from tenants of lease contract renewal or termination at 35 days before lease contract expiration;
• Manage lease contract terminations and market the unit for 30 days prior, to minimize vacancy;
• Conduct a move-in walk-through with the tenant, completing the move-in checklist identifying unit status and existing damage;
• Onboard current and future tenants to tenant portal(s) for collecting rent, tracking payments and reporting problems;
• Assist tenants to set up their utilities and answer questions throughout the beginning, duration, and end of lease contract;
• Provide tenant with two (2) keys at move in and ensure a key is in the unit lock box for emergencies;
• Ensure timely account changes for utility billing as required between property occupancies; 
• Request duplicate billing for occupied units for water and sewer to ensure accounts are current;
• Address any tenant issues; document and keep a record of communications with tenants on issues and complaints, and resolutions to such issues;
• Ensure landscaping is properly maintained; 
• Ensure the sidewalks and parking areas are maintained;
• Ensure the trash enclosure is kept clean and functioning; and
• Manage/coordinate exterior maintenance, as needed.
- Property marketing:
• Ability to utilize social media campaigns for proactive marketing on Instagram and Facebook;
• Engage with all rental inquiries and be present at showings;
• Conduct thorough screenings of all prospective tenants, who are non-state employees, including background checks, credit assessments, and verification of income and rental history.
- Property 2 – Frisco
- Site/tenant management:
• Operate a 24/7 maintenance call center; 
• Utilize a software management system that allows direct electronic transfer of all rent payments received to be directly deposited into state-owned, designated accounts such as appfolio (co-mingling of state funds with other customer funds is strictly prohibited);
• Oversee the leasing process for vacant units; 
• Oversee lease contract renewals, requesting verification from tenants of lease contract renewal or termination at 35 days before lease contract expiration;
• Manage lease contract terminations and market the unit for 30 days prior to minimize vacancy;
• Conduct a move-in walk-through with the tenant, completing the move-in checklist identifying unit status and existing damage;
• Onboard current and future tenants to tenant portal(s) for collecting rent, tracking payments and reporting problems;
• Assist tenants to set up their utilities and answer questions throughout the beginning, duration and end of lease contract;
• Utilize the allegion door management system with a schlage mt20w key coder/reader for programming and to provide two key fobs for tenants to access the buildings and units;
• Ensure timely account changes for utility billing as required between property occupancies; and
• Address any tenant issues; document and keep a record of communications with tenants on issues and complaints, and resolutions to such.
- Accounting management: 
• Oversee receipt of security deposits, rental escrow, rent collection, and enforcement of late fees; 
• Ensure timely monthly disbursements and statements to the state, in compliance with state regulations;
• Direct monthly rent payments to the state.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 10, 2025