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HomeMy WebLinkAboutAugust 28, 2007 Spec. CITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Our Website at: IVww.ci.columbia-heighls.mn./is AGENDA HOUSING & REDEVELOPMENT AUTHORITY SPECIAL MEETING August 28, 2007 Immediately following the 7:00 P.M. EDA Meeting held at CITY HALL, CONFERENCE ROOM 1, 590 40TH AVE., COLUMBIA HEIGHTS, MN 1. Call to Order 2. Roll Call Tammera Diehm, Chair Bobby Williams, Vice Chair Patricia Jindra, Secretary/Treasurer Bruce Nawrocki Bruce Kelzenberg Dennis Ecklund, Jr. 3. Pledge of Allegiance 4. Request for Proposal (RFP) for Parkview Villa North/South Management Services Motion: Move to Approve the Request for Proposal for Property Management Services for Parkview Villa North and South. 5. Adjourn THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPL.OYMENT OR THr:: PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER COLUMBIA lIEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (I-IRA) eetmg 0 : - ugust 28, AGENDA SECTION: Business Items ORIGINATING EXECUTIVE NO: 4 DEPARTMENT: lIRA DIRECTOR APPROVAL ITEM: Request for Proposal (RFP) for BY: Robert Streetar BY: Park view Villa North/South DATE: August 23, 2007 Management Serviccs M fA 2007 BACKGROUND: Please find attached a draft of the Request for Proposal (RfP) for Management Services for Parkview Villa North and South. Tonight thc HRA needs to approve the RFP for mailing out to prospective bidders and at a latcr date a meeting will be held to review and approve the Management Services for Parkview Villa. RECOMMENDATION: Staff recommends approval of the RFP for Property Management Services. RECOMMENDED MOTION: Move to Approve the Request for Proposal for Property Management Services for Parkview Villa North and South. Attachment HRA ACTION: h:\HRA Consent2007\RFP PVVN & S August 28, 2007 _,,_ '".~ ~_"_"J'" ":;-__, _, "" _ . -- ~'-7"- ..,. ';c-s-"'" .c" ...,.,.----c_ . c" .~-,--_. . -'j ", '.' ~::,,: . : .::::! .,;,~..:..........j'l . ,,,',' ,:..""!\,' . --' ".' ..' -. ".' . o' ..' .... .... .., .t"ii."YO,t;;tf~~~~1~v~{i~.'}H~'<iil~~r~fti~~g'::'2~J~':~i':'.j ..H;~ltI9"~~dR~d~:;~t~bm:;~t.~~~lt1. ! ':"""" _ ......':..:. ., ",,""'" ,..".,.j '-.'.'.;.c.'" .'." ";0" ,',' ~.', - ] .'j .~ -~"~- :' ~ ~'.:':~~_._~; : ; -. AUGUST 2007 (5). 590 40th Avenue Columbia Heights, MN 55421 EQUAL HOU81NG OPPORTUNITY REQUEST FOR PROPOSALS PROPERTY MANAGEMENT SERVICES CITY OF COLUMBIA HEIGHTS HRA PUBLIC HOUSING TIMETABLE RFP Available for Issuance: September 3, 2007 Proposal Due Date and Time: October 15,2007,4:00 PM Proposals Sent or Delivered to: CITY OF COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY 590 40TH AVENUE N.E. COLUMBIA HEIGHTS, MN 55421 Pre-submission Conference and Tour of properties: Week of September 17, 2007 The HRA staff and Commissioners will conduct a 30-day review of all RFP's. A Special HRA Board Meeting will be held the third week of November to conduct interviews and make a final decision. The selected management firm will take responsibility for the property on: February I, 2008 Direct Inquiries To: Randy Schumacher Project Manager (763) 706-3675 City of Columbia Housing & Redevelopment Authority Walter R. Fehst, Executive Director - I - Section 1 IT. Ill. IV. V. Request for Proposals for Property Management Services Table of Contents Title General Information General Requircments of Management Agent Submission Requit'ements Terms and Conditions List of PI'operties - 2- REQUEST FOR PROPOSALS I. GENERAL INFORMATION A. Introduction/Background The Columbia Heights I-lousing & Redevelopment Authority (I-IRA), hereinafter referred to as the Agency or Owner, is requesting proposals from one or more qualified companies, hereinafter referred to as the "Proposer," to provide property management services for public housing developments currently owned by the Agency. It is the Agency's intention to solicit proposals fi'om Respondents, evaluate their qualifIcations, conduct intcrviews, verify the information prcsented, and to award a contract to the top ranked Proposer. The Agency will enter into a five-year contract for property management services. These management services will include, but not be limited to, the following: 1. Apartment leasing 2. Lease execution. 3. Rent collections. 4. Lease enforcemcnt. 5. Full maintenance responsibilities. 6. Full responsibility for hiring and fIring of staff, and staff training. 7. Annual income reviews and housekeeping inspections per rcquirements ofHUD. 8. Unit turnover. 9. Capital repairs, as directed by the Owner. 10. Purchasing of all required supplies and services. II. Full financial management responsibilities. 12. Ensuring that the entire complex is safe and secure for all residents. 13. Responsible for all HUD reporting systems i.e. PHAS, PIC, LOCCS, mv B. Housing Involved The Columbia Heights Housing and Redevelopment Authority (HRA) is requesting formal proposals for providing housing management/maintenance services for the Parkview Villa I-lousing Complex (PVHC). In the PVHC complex there are 146 apartments of which one unit is occupied by the Resident-Caretaker couple. The complex includes the !OI unit U.S. Department of Housing and Urban Development (HUD) assisted Parkview Villa North (PVN) Public Housing Project (nine story facility occupied in 1975) for seniors and handicapped/disabled adults. Also included in the complex are 45 units (41 one bedroom and 4 two bedroom units) in the Parkview Villa South (PVS) addition, which provides housing exclusively for seniors. The 45 unit, four story addition, was completed and occupied late in 1991. The PVHC includes congregate dining services available to the residents, which are provided by the Volunteers of America five days a week. - 3 - C. Submission Package One (1) unbound original and nine (9) bound copies (a total often) of the complete submission package must be received by the Agency by October 15, 2007 at 4:00 P.M. The original and all copies of the submission package must be submitted in a sealed envelope. On the outside of the envelope should be the Proposer's name, address, phone number, the due date of October 15,2007, and the project title "Request for Proposals for Property Management Services for Parkview Villa Public I-lousing Development" to Columbia Heights Housing & Redevelopment Authority, 590 40'h A venue NE, Columbia Heights, MN. The submission package must be signed by an officcr of the Respondent who is legally authorized to enter into a contractual relationship in the name of the Respondent. In thc absence of a corporate seal, the submission package must be notarized by a Notary Public. D. Pre-submission Confcrence A Pre-submission Conference will be held on the week of September 17, 2007 in the Agency's Conference Room I, 590 40'h Avenue NE, Columbia Heights, MN 55421. Attendance at the Pre-submission Conference is voluntary. E. Anticipated Schednle of Events The anticipated schedule for the RFP and contract approval is as follows: I. RFP available for Issuance- September 3, 2007 2. Proposal Due Date and Time- October 15,2007 at 4:00 P.M. 3. Pre-submission Conference and Tour of properties- week of September 17, 2007 4. Special Board of Commissioners Meeting- held the third week in November 5. Contract start date- February 1,2008 F. Expense of Submission Package All expenses involved with the preparation and submission package to the Agency shall be born by the Respondent. G. Contact Person The contact person for all inquirics is Robert Streetar, Deputy Executive Director, (763) 706-3672. E. Proccss The Agency intcnds to contract for the managemcnt of 146 public housing units, representing two different developments. Selected Respondents must be prepared to assume management responsibilities by Fcbrual'V L 2008. The Agency will utilize the following selection process: First, thc Agency will ask for management proposals frolll prospective Respondents. Second, respondents will be asked to appear for an interview. Selection will be made based on those who score the highest in qualifications, price, and the results of the interviews. -4 - The Agency is looking for price-competitivc Respondents with demonstrated, successful public housing property management experience and Imowledge of the local property management business. I. Agency Options I. In no event will the Agency pcrmit modification to a proposal after the submission deadline. J. Qualification Statemcnts Open to Public Prospective Respondents are hereby notified that all information submitted as part of, or in support of; qualification statements will be available for public inspection in compliance with state and federal laws. Only financial information requested as part of this solicitation to confirm a Respondent's financial soundness will be kept confidential. n. GENERAL REQUIREMENTS OF MANAGEMENT AGENT The following is a description of the major duties ofthe management company: A. Gencral I. The contract manager shall be an "independent contractor," and shall have in its cmployat all times a sufficient number of trained and qualified employees to enable it to properly, adequately, safely and economically manage, opcrate, maintain and account for the properties. The contract manager is in all respects the employer of these employees. The contract manager is responsible for the hiring, training and managing of on-site and other personnel to professionally and effcctively carry out the duties of the management contract. 2. The contract manager shall engage, coordinate, and supervise the personnel necessary for the proper operation of the HRA properties. In general, the services inclnde implementation of the services further described below and without limitation to building engineering, life safety systems, elevator maintenance, cleaning, snow removal, window cleaning, landscape and landscape maintenance, metal cleaning and trash removal. Additional services and responsibilities are fmiher described in this Request For Proposal. 3. The contract manager shall act in a fiduciary capacity with respect to the proper protection of and accounting for the I-IRA's assets. 4. The contract manager shall deal at arms length with all third parties and serve the I-IRA's interest at all time. 5. The contract manager shall be responsible for insuring that the HRA properties, the Contract Manager, and its employees are in full compliance with federal, state and - 5 - municipal laws, ordinances, regulations and orders relative to the leasing, use, operation, repair and maintenance of the property. B. Administrative I. The contract manager shall prepme a Standard Management Plan for Parkview Villa North and South. The Plans should be contained in notebooks for filing at the BRA offices and must be updatcd on a continuing basis. At minimum, the notebooks must contain the following: a. Purpose of the devclopment and nature of households served; b. Dcscription of the owner and managing agent; c. Marketing Plan ineluding the property description, markct survey, neighborhood description, resident profile, rent and other income structures, and particular attcntion to afIirmativc marketing requirements imposcd by BUD; d. Resident Relations Plan ineluding a resident handbook, security policy, resident retention activities, and management of the waiting list; e. Financial management plan ineluding annual budget and long term financial projection, rent/subsidy management systems, and record keeping and reporting system; f. Administrative managemcnt plans in eluding detcrmination of appropriate staffing levels, standardized forms, and file system; and g. Long-term property maintenance and capital improvement plan. 2. The contract manager shall assist the BRA staff with preparation of and amcndments to Administrative Plans for specific properties as dirccted by the Executive Director. 3. Thc contract manager shall preparc correspondencc, notices, and other materials as necessary to properly communicate with tenants regarding leasing or othcr management issues. 4. The contract manager shall maintain a comprehensive file system that ineludes records of all correspondcnce, responses to quotations or bids, financial ffild budget information or other documcntation by propeliy. 5. The contract manager shall maintain standard employee files for all on-sitc employecs and other employees engaged in the implcmentation of the contract. C. Record Keeping and Computer Tracldng I. The contract manager shall furnish reports of all rental/income transactions occurring during each calendar month. In addition, the mffilager shall provide detailed tenant rent roll listing by unit, tenant name, base rent parking fccs and other charges total rent due and the amount of any deposits being held. Second, a dctailed account receivable reconciliation listing should also be provided. Finally a cash detail for the month listing all income sOlicd by bank deposit. - 6 - D. Inspections 1. The contract manager is responsible for preparing the appropriate inspection forms as may be imposed from time to time by HUD or the BRA in order to complete a comprehensive inspection of each unit and property on an annual basis. 2. The contract manager is also responsible for preparing for local, state and federal inspections of all properties. The contract manager shall also advise the HRA of the results of such inspections and follow through with any inspection compliance projects in a prompt manner. E. Finance and Budgeting I. The contract manager shall use diligent efforts to collect all rents and all other charges of whatever kind or nature those become due at any time from any space, tenant or other uses of the properties. The contract manager is also responsible for the collection of other fees from tenants, or other forms of revenue. 2. By July I of eaeh year, the contract manager shall assist the BRA in the preparation of a cash flow forecast and operating and capital improvement budget for the properties for the next ensuing calendar year. The operating budget shall set forth on a cash basis the projected revenues for the next succeeding calendar year and the capital and operating expenses to be incurred during such year, all in reasonable detail with each category of expense listed on a separate line. The capital improvement budget shall set forth on a cash basis and in rcasonable detail a description of all capital improvements repairs and replacements which the contract manager and the !-IRA propose to make for the properties during the next succeeding calendar year and the estimated costs of such capital items. 3. The contract manager shall establish appropriate controls over theft, crror or fraudulent activity on the part of manager's employees or agents. The contract manager shall also comply with the BRA's policies regarding such issues as directed by the Executive Director. 4. The contract manager shall adopt the I-IRA's chart of accounts. 5. The contract manager shall be responsible for assuring that all invoices for the services necessary to properly operate and maintain the properties are reviewed, approved and submitted for payment by the HRA on a weekly basis. 6. The contract manager shall deposit all rents, payments, and other funds, however denominated or described, collected from the operation of the properties including any and all advance rents in a bank or banks designated by the HRA. F. Advertising and Mal'l,eting 1. The contract manager is responsible for advertising and marketing all HRA units in compliance with affirmative marketing requircments imposed by I-IUD or other state or local agencies. - 7 - G. Customer/Tenant Set'vice 1. The contract manager shall establish an cmergency phonc line with 24-hour service to respond to emergencies. 2. The contract manager shall respond to all tenant inquiries and comply with the standards and policies ofthc HRA. 3. The contract manager shall be knowledgeable about Fair Housing Laws and train management staff regarding Fair Housing compliance issues on a regular basis. 4. The contract manager shall establish a complaint resolution procedure and work with the HRA to resolve tenant disputes. 5. The contract manager shall attend monthly management meetings with Authority staff. H. Maintenance I. Overall, thc contract manager shall work with HRA staff to ensure that all HRA procurement and additional HUD requirements are met on all construction proj ects and shall meet all public, bidding requirements. 2. In accordance with the annual budget, thc contract manager is responsible for purchasing and maintaining adequate stocks of building supplies on behalf of the HRA. 3. The contract manager is also responsible for obtaining appropriate service contracts when approved by the HRA. I, On-site Pet'sonnel I. The contract manager must establish caretaker positions. The caretaker is responsible for the general and basic caretaking ofthe property and may be asked to complete minor maintenance and first response to emergency situations. 2. The contract manager must establish job descriptions for each caretaker according to the specific property's needs. J. Reporting to HRA Board of Commissioners I. The contract manager is responsible for preparing and presenting a monthly report to the HRA Board of Commissioners. 2. The monthly report must be in a form agreeable to the HRA and summarize the occupancy, vacancy, to-date budget statistics on revenues and expenditures, and identify the status of improvements, problems, or concerns. The report shall be submitted to the Executive Director the second Tuesday of each month. - 8 - 3. The Contract Manager shall have a representative at each Board meeting, unless otherwise directed by the Executive Director. K. Lcgal wOI'k with HRA Attomcy 1. The contract manager shall work with the HRA's designated legal counsel when necessary to handle grievances, to process unlawful detainers, and to complete cvictions. 2. The contract managcr shall be present at all legal proceedings regarding the disposition of cases affecting the tenants or in the case where tenants have filed actions against the HRA. L. Public Housing Asscssmcnt Standards 1. The contract manager will be expected to implement the necessary tracking systems and inspection protocols to meet the requirements ofHUD's Public Housing Assessment Standards (PHAS). M. Insurancc, Bonding and Hold Harmlcss Agrccmcnt The Agency will inform the Respondent of insurance to be carried with respect to the property and its operations, and the Respondent will cause such insurance to be placed and kept in effect at all times. Premiums will be treated as operating expenses. All insurance will be placed with companies, or conditions, in amounts, and with beneficial interests appearing thereon as shall bc acceptablc to the Agency, provided that the same will include public liability coverage, with the Respondent designated as one of the insured, in amounts acceptable to the Agency as well. The Respondent will promptly report to the insurance company all accidents, claims, and potential claims for damage relating to the Project, and will cooperate with the Owner's insurers in connection therewith. The Respondent will request the insurance company to furnish an annual report to the Respondent and Owner listing all claims paid or reserved for payment. For general liability coverage, the management Respondent shall provide the Agency with a certificate of insurance that names the Agency as an additional insured. Additionally, the Respondent agrees that it will hold the Agency harmless for any acts of negligence on behalf of its staff, agents, and employees, and from any and all claims or liability for any injury or damage to any person or party occurring in, on, or about the premises or ffilY part thereof, resulting from the negligence of the Respondent, its employees, agents, or perS0ll11el. The Respondent will provide owned and non-owned automobile liability insurance and workmen's compensation insurance meeting the State of Hometown's statutory amount. In addition, the Respondent will be required to provide a fidelity bonding acceptable to the Agency. All of the above shall be provided for the full term of the management contract. N. Capital Planning The operating budget to be approved for each site does not generally include funds for planned and extraordinary capital repair and replacement items. Annually, the properties managcd will have available capital funds. The Agency receives certain funds from - 9 - HUD for capital repair and modernization efforts, and is required each year to submit a Capital Spending Plan, with an updated five-year roIling base. As such, each year the Respondent will be expected to present an annual capital plan and request. Each year the Agency will determine the list of capital projects that the Respondent will be responsible for administering. m. SUBMISSION REQUIREMENTS A. Pl'oposal Submission Contents The proposal snbmission should consist of a written response to the following issues: 1. A listing of all public and private multi-family housing currently managed by Respondent, with the name and contract representative of the property owners (who may be contacted as references), oflocations, and brief descriptions of the properties. The Respondcnts should indicate properties that are/were federally- or locally-subsidized, and the nature of the subsidy, and also properties in the same area as Columbia Heights. Very large management companies (more than 1,000 units) may choose to aggregate this property data and submit information in a more condensed format. 2. Resumes and position descriptions of senior management and maintenance staff members who would be assigned to oversee the projects (for example, the regional property manager). Show an organizational chart of your staffing structure, including regional office locations. 3. An actual or prototypical budget and income and expense report for a property managed by the Respondent as evidence of the Respondent's financial reporting systems and expeliise in operating matters. 4. An actual or prototypical management plan as evidcnce of the Respondent's knowledge of property managcment. 5. Provide a signed proposal with the total annual costs for management services breaking out the property management fce, cost of on-site personnel including wage, fringe, and staffing plan. 6. Staff to be assigned to management and maintenance services and their experience and qualifications should also be identified. 7. A list of at least three references from persons familiar with the professional qnalifications of the Housing Manager and/or the Contractor. 8. Additional services to be provided. 9. Experience with Public I-lousing: a) Demonstrated successful experience with HUD reporting systems, including experience with Public and Indian Housing Information Center (PIC), Line of Credit Cash Control System (LOCCS), Earned Income Verification (EIV), contract and sub-contract activity summary reports, semi-annual labor standards repOlis and labor enforcement reports. - 10 - b) Demonstrated successful experience with Public Housing Assessment System (PHAS), including unit turnaround, unit occupancy rates, public housing rent collections, and unit and systems inspections. c) Demonstratcd successful experience in working with elderly and disabled populations, including support services and congregate dining programs. d) Demonstrated successful experience in Capital Improvements Planning, including the HUD Capital Fund Program reporting and contract administration. e) Demonstrated successful experience with federal procurement policies, including writing and administering construction contracts with Department of Labor prevailing wage rate requirements. f) Experience in public housing lease enforcement. g) Knowledge of policy/procedure development, including public housing leases, grievance procedures, Admission & Occupancy Policies, implementation of a Limited English Proficiency (LEP) Plan, and compliance with the Violence Against Women Act (V A W A). h) Demonstrated successful experience in public housing financial management, including HUD audits and IPA audits. i) Demonstrated successful experience working with a Board, City Council and/or Resident Council. j) Demonstrated successful experience in dcveloping and implementing a high performing maintenance/management team. B. Selection Criteria The respondents will be evaluated based on the materials submitted. Staff will present a written recommendation to the Columbia Heights HRA, which will make the final decision. The Columbia Heights HRA will then forward the Agreement to HUD for their concurrence. IV. TERMS AND CONDITIONS A. Rules, Regulations, and Licensing Requirements The Respondent and staff must possess all required occupationallicense(s). In addition, the Respondent shall comply with all laws, ordinances, and regulations applicable to the services contemplated herein, especially those applicable to conflict of interest. Respondents are expected to be familiar with all federal, state, and local laws, ordinances, codes, rules, and regulations that may in any way affect the services. Information on these various requirements will be available at the Pre-submission Conference. - II - B. Tenn of Management Agl'ccment The term of the management agreements to be awarded shall be for five (5) years, anticipated to begin on February 1, 2008. The management agreement will include a provision for termination of the agreement "at will" by the Respondent or Owner with 60- day notice. The agreement will also outline situations where the successful Respondent can be terminated inunediately "for cause." C. Assignment The successful Respondent( s) shall not enter into any subcontracts, retain consultants, or assign, transfer, convey, sublet, or otherwise dispose of the ensuing contract, or any or all of its rights, title, or interest therein, or its power to execute such contract, to any person, company, or corporation without the prior written consent of the Agency. D. Pel'sonllel In submitting their proposals, Respondents are representing that the personnel described in their proposals and submission packages shall be available to perform the services described, barring illness, accident, or other unforeseeable events of a similar nature, in which case the Respondent must be able to provide a qualified replacement. Furthermore, all persOlmel shall be considered to be, at all times, the sole employees ofthe Respondent under its sole direction, and not employees or agents of the Agency. v. LIST OF PROPERTIES The two properties being considered for private management under this solicitation include: . Parkview Villa North 965 40th Avenue NE Columbia Heights, MN 55421 . Parkview Villa South 965 40th Avenue NE Columbia Heights, MN 55421 -12 -