REQUEST FOR PROPOSALS
(MHDC No 02-064-T)
Phyllis Wheatley Apartments, L.P.
2709 Locust Street
St. Louis, Missouri 63103
RESIDENTIAL PROPERTY MANAGEMENT
SERVICES
Issuance Date: July 10, 2014
Pre-bid meeting and tour August 6th at 8:30 a.m. at 2709 Locust Street St. Louis, MO 63103
Submission Due Date: August 29, 2014 at 5:00 p.m.
Questions submitted to
Question deadline: August 15, 2014 at 5:00 p.m.
YWCA of Metropolitan St. Louis
John Fraser, CFO
3820 West Pine Blvd.
St. Louis, Missouri 63108
314-531-1115
1. INTRODUCTION
1.1 It is the intent of the YWCA (the “Owner”) to enter into a contract with a qualified residential
property management firm (the “Contractor”) to provide property management services for one site rental properties.
1.2 The Owner shall be obligated during the period of the contract to purchase all of its normal requirements of the services specified herein from the Contractor and the Contractor shall be obligated to supply the same.
2. CONTRACT PERIOD
2.1 The Owner anticipates executing a property management contract that is substantially similar to Exhibit A on or about October 1, 2014. The contract period shall commence on approximately October 1, 2014 and conclude December 31, 2018. There will be negotiated renewal provisions with the contractor.
3. OWNER BACKGROUND
Organized in 2002, the Owner is a partnership owned by the YWCA of Metro St. Louis and U.S. Bancorp. The mission of the Owner is to provide safe, quality, affordable, and sustainable housing opportunities for low- and moderate-income families and to assist them in moving toward economic independence. The Owner pursues this mission through open, efficient, innovative, and accountable processes.
The legal entities involved in the partnership are:
Owner - Phyllis Wheatley Apartments, L.P.
General Partner – Phyllis Wheatley Development LLC (YWCA)
Limited Partner – U.S. Bancorp Community Development Corporation
4. PROPERTY INFORMATION
4.1. Description. The Owner is seeking property management services
for one building with 33 units owned by the partnership.
The Property was renovated with MHDC tax credit funding . Renovated in 2003, this property is three stories, and has 23 one room apartments and 10 two bedroom apartments. Because this property is financed with MHDC funding, it is subject to regulations promulgated by the State of Missouri. Such regulations include a requirement to lease the units to families that are within a specified income range.
For these properties, the Owner will be responsible for reviewing each resident’s qualifications for participation in the public housing program, including completing the annual examination of income.
The Contractor will be responsible for all other aspects of property management of the units.
5. CONTRACTOR’S QUALIFICATIONS
5.1 The Contractor must have at least five (5) years of experience in providing residential property management services similar to the nature and scope of the services specified in this Request for Proposals (“RFP”).
5.2 The Contractor must be a corporation or company that is validly existing and permitted to do business in Missouri. Additionally, the Contractor cannot be on any federal debarments lists.
5.3 The Contractor must be licensed and in good standing under Maryland law to provide the services specified in this RFP.
6. SPECIFICATIONS FOR REQUIRED SERVICES
6.1 The Contractor shall lease, operate, manage and maintain the Property in a good and efficient manner consistent with property management techniques generally used in the St. Louis Missouri area and in compliance with all applicable laws and regulations including all of the regulations, requirements and restrictions of the Property’s lenders and any other regulatory agency. More specifically, the services will include:
6.1.1 Supervise and direct the general operations of the Property;
6.1.2 Develop and implement a marketing plan for the Property;
6.1.3 Review applications and qualify tenants, negotiate new apartment
leases, and negotiate renewals of existing leases;
6.1.4 Collect rents and other charges on behalf of the Owner for deposit in Property accounts established by/on behalf of the Owner;
6.1.5 Pay from the Property accounts all expenses of the Property;
6.1.6 Prepare and submit to the Owner an annual operating and capital budget for the Property;
6.1.7 Maintain the Property in good order and repair and arrange for all needed replacements and improvements;
6.1.8 Establish and maintain full, accurate and comprehensive system of
records, books and accounts for the Property;
6.1.9 Prepare and submit annual and monthly statements, audits and reports with respect to the financial, physical, and operational condition of the Property;
6.1.10 Arrange or carry fidelity bond coverage as a Property expense for all on-site and applicable off-site personnel;
6.1.11 Perform all other duties and functions as may be desirable or required in order to comply with the requirements of the Property’s financing programs;
6.1.12 Develop and follow a tenant selection policy and prepare and verify any income eligibility certifications and re-certifications in accordance with the applicable regulatory requirements; and
6.1.13 Implement regular property management maintenance, inspection, risk assessment and remediation efforts to address any potential moisture and/or mold issues.
6.2 Please note that the specifications listed in Section 6.1 might exclude some incidental property management responsibilities not currently identifiable.
It is the intent of this RFP to solicit a full-service property management
firm.
7. INSURANCE REQUIREMENTS
The Contractor shall comply with all insurance requirements provided in the property management agreement, a sample of which is attached hereto as Exhibit A.
8. HOLD HARMLESS/INDEMNIFICATION:
8.1 The Contractor shall indemnify and hold the Owner harmless from and against all liability and expenses, including attorney's fees, howsoever arising or incurred, alleging damage to property
or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded, provided that the Contractor shall not be responsible for acts of negligence or willful misconduct committed by the Owner, its employees, agents and officials.
8.2 Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by the Owner; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever.
9. SUBMISSION OF PROPOSALS
9.1 This RFP requires the return of the attached Document A (Proposal Cover Page), Document B (Proposer’s Qualification Information), and Document C (Affidavit). Failure to fully complete and return the required documents may be cause for rejection of the proposal.
9.2 Proposers shall submit an electronic copy of the complete proposal. All proposals must be in the form required and clearly marked "PROPOSAL FOR Phyllis Wheatley Apartments, L.P.".
9.3 Proposals must be one contained in one electronic file and received by the YWCA of Metro St. Louis no later than 5:00 p.m. on August 29, 2014. Submissions must be e-mailed, or delivered on an electronic media disk.
If mailing or hand-delivering a disk, send to YWCA, Attn: John Fraser
3820 West Pine Blvd. St. Louis, Missouri 63108. If emailing, send to
9.4 Timely proposals become the property of the Owner. Late proposals shall not be considered.
9.5 A submission in response to this RFP shall be considered as a representation that the proposer: (1) has carefully investigated all conditions which affect or may, at some future date, affect the
goods/services covered by the proposal; (2) is familiar with the entire area to be serviced as described in the specifications; (3) has carefully reviewed all contract documents; (4) is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed
and materials to be furnished; and (5) is familiar with all federal, state and local laws, all applicable codes and regulations that in any way affect the prosecution of the work or persons engaged or employed in the work.
9.6 A proposer may submit a certification of status as a minority-owned business enterprise, women-owned business enterprise, disabled-owned business enterprise, or a HUD-defined Section 3 business concern. Such certifications shall be considered by the Owner in a manner consistent with its Procurement Policy.
9.7 Following the submission of proposals, proposers are strongly cautioned not to contact employees of the YWCA or the proposal evaluators regarding the selection process. Inappropriate efforts to lobby or influence individuals involved in this selection may result in dismissal from further consideration, at the Owner’s sole discretion.
10. EVALUATION OF PROPOSALS
10.1 The Owner intends to make award to the responsible Contractor whose proposal represents the best value to the Owner.
10.2 The first phase will be evaluated based on the following criteria:
10.2.1 Relevant and demonstrated experience in the area of residential rental property management, specifically in the State of Missouri, and particularly for projects of the size and type of the Property;
10.2.2 Demonstrated knowledge or experience in managing affordable rental housing properties, including those financed through the MHDC, federal public housing, or similar programs;
10.2.3 Quality and experience of key personnel;
10.2.4 Adequacy of resources and capacity to perform the required services;
10.2.5 Demonstrated strength and effectiveness of the proposer’s organizational structure and practices; and
10.2.6 Price.
10.3 The Owner may enter into negotiations with proposers and invite best and final proposals as deemed to be in the best interest of the Owner. Negotiations may be in the form of face-to-face, telephone, facsimile, e-mail or written communications, or any combination thereof,
at the Owner’s sole discretion.
10.4 Proposers are strongly advised not to prepare their proposals based on any assumption or understanding that negotiations will take place. Proposers are advised to respond to this Request for Proposals fully and with forthrightness at the time of submission.
10.5 Evaluation criterion are as follows:
Total Cost / 15.0%Organization structure & size of office / 5.0%
Recent experience in similar tax credit funded projects / 10.0%
Demonstration of fiscal management / 5.0%
Demonstration of physical systems maintenance / 10.0%
Demonstration of MHDC & HUD compliance knowledge / 15.0%
Quality of management team / 10.0%
Quality of accounting system / 5.0%
Plan for tenant relationships / 5.0%
Management plan / 15.0%
Ideas for cost control / 5.0%
Proposers are strongly encouraged to prepare concise proposals that spell out qualifications in the same order as the table above.
11. QUESTIONS AND INQUIRIES
Questions concerning this Request for Proposals must be e-mailed to . Questions must be received no later than August 15, 2014 at 5:00 p.m.
Bidders must inform intent of bidding to receive answers to questions by e-mailing by 4:00pm on August 14, 2015.
DOCUMENT A
PROPOSAL COVER PAGE
TITLE:
TO: YWCA
ATTN: Samit Paul
3820 West Pine Blvd.
St. Louis, Missouri 63108
The undersigned agrees to furnish and deliver the above goods and/or services for the total price provided below and in accordance with the specifications issued for same, and subject to all terms, conditions, and requirements in the Request for Proposals, and in the various proposal documents:
Company Name:
Federal Tax Identification No./Social Security No.:
Address:
(City) (State) (Zip Code)
Telephone: Fax:
E-mail:
Total Monthly Fee for Required Services: $______per month
Payment Terms: ______
The YWCA is exempt from all local, state, and federal taxes, and prices stipulated by the Contractor are considered maximum and are not subject to any increase due to any taxes,
or any other reason. The Owner’s Tax Exemption number is 30001219.
[ ] We wish to submit a “NO BID” at this time, but request that our company remain on your vendors list for future solicitations.
______
SIGNATURE DATE
______
PRINTED NAME TITLE
DOCUMENT B
PROPOSER’S QUALIFICATION INFORMATION
Company Name: ______
1. References: Provide a minimum of two (2) references for which the Company has
performed property management services similar to those required by the Request for
Proposals during the past three (3) years. These projects should be similar in nature and
scope to the Properties. Attach a separate sheet for additional references if desired.
2. Experience:
2.1 On a separate sheet, provide a minimum of five (5) residential rental properties for
which the Company has performed property management services similar to those
required by the Request for Proposals during the past three (3) years. These projects should be similar in nature and scope to the Properties.
2.2 On a separate sheet, provide a minimum of two (2) residential rental properties financed through MHDC, federal public housing, or other similar affordable housing finance programs, for which the Company has performed property management services similar to those required by the Request for Proposals during the past three (3) years. These projects should be similar in nature and scope to the Properties.
2.3 Provide the names and resumes of all key personnel, including proposed on-site
staff, who will be responsible for providing the services under this contract.
3. Organization:
3.1 On a separate sheet, provide a description of the Company’s organizational
structure and practices, including software systems, hiring practices (e.g., in-house
vs. outsourced), property maintenance standards and practices, procurement
practices, and staff training.
3.2 The Company has been in business at its present location for ______years.
AFFIDAVIT
Contractor______
Address______
I, ______, the undersigned______, of the above named
(Print Signer's Name) (Print Office Held)
Contractor does declare and affirm this _____ day of ______, ______, that I hold the
aforementioned office in the above named Contractor and I affirm the following:
AFFIDAVIT I
The Contractor, his Agent, servants and/or employees, have not in any way colluded with anyone for and on behalf of the Contractor or themselves, to obtain information that would give the Contractor an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Contractor, or themselves, to gain any favoritism in the award of the contract herein.
AFFIDAVIT II
No officer or employee of the YWCA, whether elected or appointed, has in any manner whatsoever, any interest in or has received prior hereto or will receive subsequent hereto any benefit, monetary or material, or consideration from the profits or emoluments of this contract, job, work or service for the Owner, and that no officer or employee has accepted or received or will receive in the future a service or thing of value, directly or indirectly, upon more favorable terms than those granted to the public generally, nor has any such officer or employee of the YWCA or Owner received or will receive, directly or indirectly, any part of any fee, owner or other compensation paid or payable to the Owner in connection with this contract, job, work, or service for the Owner, excepting, however, the receipt of dividends on corporation stock.