city of lacey RESIDENTIAL rental PROPERTY MANAGEMENT
STATEMENT OF QUALIFICATIONS for PROPERTY MANAGEMENT SERVICES
INFORMATION PACKET
PROJECT
The City of Lacey is seeking professional property management services from local firms with experience to manage four (4) single family residential properties, owned by the City of Lacey.
Desirable property managers are those with experience managing single family residential properties similar in size and scope.
FEE
The City of Lacey will negotiate with the successful firm a fee based upon mutually agreed upon routine services and maintenance identified in the scope of services below. The fee for services will be negotiated as a percentage of the monthly rent collected.
LOCATION
Proposed Properties to be managed and current monthly lease amount:
1. Woodland Creek Community Park Rental House, 6769 Pacific Ave. SE, Lacey 98503. $1050/month. (Rent $930.52; leasehold tax $119.48) Current lease signed May, 2006. Tenant: Family, sublease lower level to single individual.
2. Pleasant Glade Future Park, 5011 Pleasant Glade Rd. NE, Olympia 98516 $100/month. (Rent $88.62; leasehold tax $11.38) Current lease signed October 10, 2002. Tenant: Family. Property caretaker duties included in value of rent.
3. College Street Widening Project, 2502 College St. SE (Rent $900; no leasehold tax). Current lease signed June, 2011.
4. College Street Widening Project, 4605 Belair Dr. SE (Rent: $950; no leasehold tax. Vacant since 1/31/14) City purchased this property in March 2011.
SCOPE OF SERVICES
The City of Lacey desires the following scope of services:
· Review property and provide an evaluation of the current condition and competitive market rental value.
· Notify City of Lacey of market rental value. Provide residential lease agreement template to City Representative for review and approval.
· Notify tenants of market rental value.
· If the property remains occupied, complete a residential lease agreement and set up the current tenants in Property Management system
· Enforce terms of the lease agreement.
· Collect monthly rent and process rent through property manager’s trust accounts.
· Distribute funds owed to the City of Lacey into a designated account using electronic funds transfer (EFT) monthly.
· Provide detailed monthly accounting statement to City of Lacey.
· Perform periodic inspections of property and report significant findings to City of Lacey.
· Prepare end of year state leasehold tax packet.
· Schedule and facilitate all required property maintenance. All maintenance services are provided by established, licensed, bonded and insured local vendors.
· Schedule yearly inspections and routine maintenance, including gutter cleaning, furnace service, and other services that may be specific to one property such as chimney cleaning.
In the event tenant terminates agreement and vacates property:
· Clean and inspect the property and notify city of any necessary repairs; make repairs as directed by the City Representative.
· Advertise, and market the property for rent, using local print advertising, Internet sites, and relocation networks, etc.
· Show property to prospective tenants.
· Screen prospective tenants through a professional screening company.
· Complete the lease process, including the Lease/rental agreement, all required addendums, home condition walkthrough, receipt of deposit etc.
· Collect the first month’s rent and security deposit and all applicable fees.
It will be the property manager’s responsibility to outline those services required of City of Lacey staff. Those services identified will be coordinated internally by the City of Lacey’s Representative.
SUBMITTAL
Interested firms should submit a letter of interest and Statement of Qualifications to the City of Lacey by 5:00 pm on Tuesday, February 22, 2014. The Statement of Qualifications will be evaluated to determine the candidates for the “short list”. The firms selected for the “short list” will be asked to complete a “formal proposal” and participate in an interview process.
The Statement of Qualifications should include:
- Description of background and experience that relates to these four properties;
- A statement identifying the property manager who will perform the scope of services;
- Resume of the firm’s resources and property manager(s) who will directly manage the four properties;
- Two References, including contact person and telephone number, for properties, similar in size and scope, managed in the past five (5) years;
- Statement of the property manager’s availability to undertake this project;
- Number of copies: six (6)
- Maximum number of pages: 25
SELECTION PROCESS: SOQ EVALUATION and INTERVIEW
The selection committee will evaluate the Statement of Qualifications to determine which firms will be “short listed” to continue in the selection for the project with a formal interview.
An interview panel, consisting of the members of the selection committee will evaluate the Statement of Qualifications, and responses to the interview questions to determine which firm will be selected to manage the four properties. Interviews will be held on Tuesday, March 4.
The criteria for the final interview selection will include:
- Demonstrated successful management and maintenance of local properties;
- Proposed process for attracting and placing tenants;
- Demonstrated ability, and experience with related properties;
- Reference check of past clients;
- Locally owned and managed company.
Thirty (30) minutes is planned for each interview, as follows:
- 30 minutes for a presentation addressing the interview questions, and the written responses in Section II of the Addendum for Interview Process.
- 15 minutes for questions & answers by the interview committee.
DOCUMENTS
The City of Lacey will retain ownership of all statements of qualifications submitted by those firms responding to the Request for Qualifications.
The selected property management firm will be required to enter into a professional service agreement with the City of Lacey and provide appropriate insurance.
QUESTIONS:
Please contact:
Lori Flemm, Director
Lacey Parks and Recreation Department
Lacey City Hall
420 College St. SE
Lacey, WA 98503-1238
360.438.2633
FAX: 360.438.2669
E-mail:
Tom Palmateer, Management Analyst
Lacey Public Works Department
Lacey City Hall
420 College St. SE
Lacey, WA 98503
360.491.0857
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