PUR708 CITY OF ROCK HILL, SC NEIGHBORHOOD STABILIZATION PROGRAM RENTAL MANAGEMENT REQUEST FOR QUALIFICATIONS AND PROPOSALS I. INVITATION Interested real estate rental management companies are invited to submit qualifications to be considered for the City of Rock Hill Housing & Neighborhood Services Home Rental Management Service. Qualifications may be mailed to: City of Rock Hill Attn: Tom Stanford P.O. Box 11706 Rock Hill, South Carolina 29731. For hand delivery, FedEx or UPS, send to: Tom Stanford Purchasing Office, Building #103 757 South Anderson Road Rock Hill, SC 29730 All deliveries should be made prior to the appointed deadline. Qualifications will be received until 4:00 PM on February 29, 2016. Questions should be directed to Tom Stanford, tom.stanford@cityofrockhill.com. Questions must be submitted to City staff by Wednesday, February 24, 2016 by 2:00 PM. All bids must be in a sealed envelope and marked NSP RENTAL MANAGEMENT; OPEN February 29, 2016 at 4:00 PM. II. PROJECT PURPOSE The City of Rock Hill, South Carolina is requesting statements of qualifications from real estate rental management companies to manage the rental of several properties purchased or to be purchased by the City. Properties currently owned have been acquired through the initial Neighborhood Stabilization Program (NSP) as part of the Housing & Economic Recovery Act of 2008. Additional property will be acquired through the Neighborhood Stabilization Program III (NSP3) and per program requirements; a percentage of homes will be used as rental units for persons at or below 50% median income. The City of Rock Hill s Neighborhood Stabilization Program currently owns seven homes that are leased to qualified individuals. The rental rates range from $219 - $550 per month. The purpose of this Request for Qualifications and Request for Proposal is to obtain information about the credentials, ability, and rates of companies interested in doing the rental property management described herein. Those responding should do so in writing to all items where a response is requested. 1
III. SCOPE OF WORK The following services will be requested from the selected real estate management firm: 1. Collect all rents on a monthly basis as well as escrow deposits. 2. Provide monthly reports of all financial transactions to the City with details for each property. 3. Provide timely quarterly reports for submission to the City of Rock Hill, State Housing, and/or HUD. 4. Conduct screening on applicants. Screening will include but is not necessarily limited to criminal background and payment history. 5. Comply with the Fair Housing Act as Amended, Section 504 of the Rehabilitation Act, and all other local, state and federal applicable laws. 6. Act in accordance with the Affirmative Marketing Plan and Tenant Selection Policy (both attached). 7. Repairs: Management Company can make repairs without City approval in the amount of $250.00 or less, though notice shall be provided as practical beforehand, but no later than 3 business days after work is done. Repairs or maintenance in the amount of $251.00 or above must be approved by City, after written estimate is presented. 8. Emergency repairs in the amount of $251.00 and above can be approved by City without written estimates. 9. All subcontractors for repair work must have a City of Rock Hill business license along with the appropriate contractor s license. 10. Serve as the point of contact for all tenant communications and inquiries from the general public. 11. Provide written notification of all eviction proceedings and regular written updates throughout the eviction process. 12. Provide written notification of late rental payments. 13. Provide copies of all written communications with current tenants. 14. Provide documentation of advertising methods used to recruit tenants for unoccupied units. 15. Provide copies of the current waiting list monthly. 16. Issue written citations to current tenants for rule violations. 17. The selected manager may also be asked to perform periodic inspections. 18. City of Rock Hill reserves the right to add or delete properties at any time with no penalties assessed by the contractor. 2
IV. STATEMENT OF QUALIFICATIONS Interested firms shall provide the following information: 1. Qualifications of the Firm: History and organization of the company/legal entity that contract will be entered into, primary contact, contact information, location of the office that the work will be performed, and the name and title of the person that is authorized to enter into a contract agreement (must be an officer, partner or member of the firm). The selected firm must obtain a business license from the City of Rock Hill.. 2. Licensure: All companies submitting bids should be licensed to lease residential real estate within the State of South Carolina. 3. Project Management & Quality Control: Demonstrate project management and quality control methods that will be employed by your firm. This section shall also include an organizational chart identifying each team member (including sub-consultants) and list their roles/responsibilities. 4. Similar Projects/Relevant Experience: Submit examples of similar projects that your firm or the team has provided rental management and related services. Services for example projects shall have been completed within the past five (5) years. Include the project name, size of the project, type of units (complex, homes, scattered site, etc), location and scope of services performed. 5. References: Provide the name, address and telephone number of at least three (3) but no more than five (5) references that you have completed rental management services for within the past five (5) years. By submission of the references, you are authorizing the City of Rock Hill to contact these references. 6. Legal Actions Against Firm: Provide a list of any legal judgments against your firm or any member of the team within the past five (5) years associated with project performance or professional liability. Upon request by the City of Rock Hill, the firm shall provide clarification of the judgment including reason/circumstance that resulted in the legal judgment and the judgment results. 7. Familiarity and experience with income designated housing and general grant reporting. 8. Other Supporting Data: Include any other information that you feel is relevant to the selection of your firm or team. 9. The Statement of Qualifications shall not exceed twenty (20) pages, including the cover, back page, letters of introduction and table of contents. Font size shall be no smaller than ten (10). Statement of Qualifications exceeding the twenty (20) page count may be returned and not considered, at the sole discretion of the City of Rock Hill. 10. Bid Form (found on page 7 of this document) including monthly management fees and minimum charges, if applicable. 3
V. CONTRACT TERM This contract will run from March 15, 2016 through March 15, 2017 with three additional one-year options. VI. EVALUATION CRITERIA The selected firm will be chosen based on rates charged to the City as well as the rental management company s qualifications. VII. INSURANCE REQUIREMENTS Company agrees that Company shall keep and maintain general automobile liability insurance in the amount of $ 1,000,000 per occurrence for each vehicle and $1,000,000 in aggregate for all vehicles which Company brings onto City property or use in any manner in the provision of services, including transportation to and from the site (s) where the services are rendered; and Company further agrees that Company shall maintain general liability insurance in the amount of at least $1,000,000 per incident/occurrence and $1,000,000 in aggregate for all incidents/occurrence during the policy period; and Company agrees that Company shall maintain Worker s Compensation Insurance on all of the Company s employees. In no event shall Company serve as self-insurer for the purpose of Workers Compensation Insurance. Company also agrees that Company shall provide, in a form acceptable to City, certificates of Worker s Compensation Insurance, Automobile Liability Insurance and General Liability Insurance. VIII. WMBE STATEMENT It is the policy of the City of Rock Hill to provide minorities and women equal opportunity for participating in all aspects of the City s contracting and procurement programs, including but not limited to employment, construction projects, and lease agreements consistent with the laws of the State of South Carolina. It is further the policy of the City of Rock Hill to prohibit discrimination against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, handicap, or veteran status. It is further the policy of the City of Rock Hill to conduct its contracting and procurement programs so as to prevent such discrimination and to resolve any and all claims of such discrimination. IX. CITY BUSINESS LICENSE The successful contractor, prior to execution of the contract, must possess or obtain a City of Rock Hill Business License. Such license must be maintained throughout the duration of the contract. The fee for such license is based on the amount of the contract with the City if the contractor is not currently doing other business inside the City Limits. If the contractor is currently doing other business within the City limits of Rock Hill, and does not possess a business license, then the fee for the license is based on the total gross receipts from customers within the city limits. Contact City Business License Office at 803-329-7042 to determine the exact amount or to ask other pertinent questions regarding doing business in the City of Rock Hill. 4
X. EXCLUDED BIDDERS Bids from vendors/contractors with prior poor performance; quality issues, contact conformance, payment history, timeline compliance, or any other reason the City deems POOR PERFORMANCE will not be considered. Excluded Vendors/Contractors can resubmit complete company information with references for city review after a minimum of one year from the last excluded bid. City will contact Vendor/Contractor with its decision within 30 days of company information submittal. City reserves the right to include or exclude said Vendor/Contractor based on findings. XI. INSTRUCTIONS TO BIDDERS Purpose: The purpose of this document is to provide to potential bidders general and specific information in submitting a bid to supply the City s needs as listed within. 1.1 Definitions: A) Bidder: This term is used to encompass the party seeking to have an agreement with the City of Rock Hill. B) City: This term is defined as the City of Rock Hill, South Carolina. All Communications relating to the bid process or the resulting purchase should be directed to the City s Purchasing Office or to his designated contact. C) Purchase: This term means the agreement to be executed by the City and the successful bidder. 1.2 Bid Preparation: All bid responses shall be A) Prepared and submitted on the forms enclosed herein, unless otherwise prescribed. B) Typewritten or completed in ink, signed by the bidding firm s authorized representative with all erasures or corrections initialed and dated by said signer. C) Each bid constitutes an offer and may not be withdrawn except as provided herein. Bid prices are to remain firm for the period stated in the Bid Request. D) Each bid shall include the name, address, telephone number, fax number and e-mail address of at least three (3) current customers for whom they have provided similar products. These references may be contacted, and if so, their responses will constitute a significant part in the bid evaluation process. 1.3 Bid Submission: three (3) copies of the Bid Response shall be: A) Submitted in a single sealed envelope with the following information written on the outside of the envelope: * The name of the bidding company; * Identification of items being bid; date and time of bid opening. B) Mailed or delivered to the address shown in the Bid Request for receipt by the City by the stated deadline. C) Bids not received by the time and date specified will not be opened or considered, unless the delay is a result of the City, its agents, or assigns. 5
1.4 Errors in Bid: Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidder s own risk. In case of error in extension of prices in the bid, the unit price shall govern. 1.5 Compliance with laws: The successful bidder shall obtain and maintain all licenses, permits, liability insurance, worker s compensation insurance and comply with all other standards or regulations required by federal, state, county, or City statute, ordinances and rules during the performance of any purchase between the bidder and the City. Any such requirement specifically set forth in any purchase document between the bidder and the City shall be supplementary to this section and not in substitution thereof. 6
PUR708 Bid Sheet We, the undersigned, do hereby affirm that we have read and understand the enclosed bid requirements and specifications; and do submit this bid for the items listed below: Please include any delivery fees and any other charges that may be applied. Please include three (3) copies of this sheet. Monthly rental management fee per unit: Monthly minimum fee per unit, if applicable: Company Name: Name: Title: Signature: Date: Telephone Number: Fax Number: Address: Email: 7