General Professional Property Management Services Addendum I

RFP General
Professional Property
Management Services
RFP Number: 2026-024
Issue Date: 07/31/26
Submission Deadline: 08/25/26 by 2PM
Shunlonda McCall
smccall@cmhanet.com | 614-421-4433 cmhanet.com

REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
RFP Document
Table of Contents
[Table No. 1]
Section Description Page
Introduction 2
RFP Information at a Glance 2
1.0 HA'S Reservation of Rights 3
2.0 Scope of Work/Technical Specifications 4
2.1 Program Information 4
2.2 Role 4
2.3 Responsibilities 4
2.4 Expectations 4
2.5 Reporting 5
2.6 Marketing Plan 5
2.7 Consideration of CMHA Staff for Employment 5
2.8 General Requirements 5-6
3.0 Proposal Format 6
3.1 Tabbed Proposal Submittal 6-8
3.2 E n t r y of Proposed Fees 8
3.3 P r o p osal Submission 9
3.4 Proposer's Responsibilities--Contact With the HA 9
3.5 Pre-proposal Conference 10
3.6 Recap of Attachments 10
4.0 Proposal Evaluation 10
4.1 Evaluation Factors 10-11
4.2 Evaluation Method/Plan 11
4.3 Determination of Top-ranked Proposer 12
5.0 Contract Award 13
5.1 Contract Award Procedure 12
5.2 Contract Conditions 13
5.3 Licensing and Insurance Requirements 13-14
5.4 Right to Negotiate Fees 14
5.5 Contract Services Standards 14
6.0 Additional Considerations 14-16
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
INTRODUCTION
he Columbus Metropolitan Housing Authority (hereinafter, "HA") is a public entity, formed in 1934 to
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provide federally subsidized housing and housing assistance to low-income families, in Columbus and
Franklin County. CMHA is headed by a President & CEO and is governed by a Board of Commissioners and
is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and CMHA's
procurement policy. The Agency was brought into existence by resolution of the State of Ohio's Board of
Housing on May 8th, 1934. CMHA is a subdivision of the State of Ohio.
urrently, the HA owns and/or manages: (a) 34 multi-family apartment complexes totaling 4,558 units; (b)
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eight senior complexes, totaling 714 units; and (c) seven Service Enriched complexes, totaling 410 units.
The HA also administers approximately 13,500 Section 8 Housing Choice Vouchers and manages the HUD
Project-Based Rental Assistance contracts covering 81,000 units in Ohio and Washington, D.C. through its
subsidiary, Assisted Housing Services Corporation. The HA currently has approximately 166 employees.
n keeping with its mandate to provide efficient and effective services, the HA is now soliciting proposals from
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qualified, licensed and insured entities to provide the services specified herein to the HA. All proposals
submitted in response to this solicitation must conform to all of the requirements and specifications outlined
within this document and any designated attachments in its entirety.
RFP INFORMATION AT A GLANCE
[Table No.2]
Shunlonda McCall
HA CONTACT PERSON Purchasing Manager
614.421.44433
smccall@cmhanet.com
HOW TO OBTAIN THE RFP DOCUMENTS ON THE HA 1. Access the cmhanet.com
WEBSITE 2. Click on the "Business Opportunities/Section 3" heading
3. Click on the "Purchasing/Open Opportunities" heading
If you have any problems in accessing or registering on the
system, please call the Purchasing Department at 614.421.4434
PRE-PROPOSAL CONFERENCE Monday August 10, 2026 @ 10:00am
Join Teams Meeting
https://teams.microsoft.com/meet/217055333280002?p=VcFz
FhdXnlr07TZxs8
Meeting ID: 217 055 333 280 002
Passcode: G8tU6hw7
HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING As directed within Section 3.0 of the RFP document,
A PROPOSAL SUBMITTAL All pricing must be submitted separately, to
feeproposal@cmhanet.com. All technical responses must
be submitted and received to
technicalresponse@cmhanet.com no later than the
submittal deadline stated herein (or within any ensuing
addendum).
PROPOSAL SUBMITAL RETURN & DEADLINE Tuesday August 25, 2026 by
2:00pm
Note: The "electronic copy" proposals and financial information
must be received by the HA by no later than 2:00pm on this
date.
ANTICIPATED APPROVAL BY HA BOARD OF October, 2026
COMMISSIONERS
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
1.0 HA'S RESERVATION OF RIGHTS:
1.1 The HA reserves the right to reject any or all proposals, to waive any informality in
the RFP process, or to terminate the RFP process at any time, if deemed by the HA to
be in its best interests.
1.2 The HA reserves the right not to award a contract pursuant to this RFP.
1.3 The HA reserves the right to terminate a contract awarded pursuant to this RFP, at
any time for its convenience upon 30 days written notice to the successful proposer(s).
1.4 The HA reserves the right to determine the days, hours and locations that the
successful proposer(s) shall provide the services called for in this RFP.
1.5 The HA reserves the right to retain all proposals submitted and not permit withdrawal
for a period of 60 days subsequent to the deadline for receiving proposals without the
written consent of the HA Contracting Officer (CO)/Purchasing Manager.
1.6 The HA reserves the right to negotiate the fees proposed by the proposer entity.
1.7 The HA reserves the right to reject and not consider any proposal that does not meet
the requirements of this RFP, including but not necessarily limited to incomplete
proposals and/or proposals offering alternate or non-requested services.
1.8 The HA shall have no obligation to compensate any proposer for any costs incurred in
responding to this RFP.
1.9 The HA shall reserve the right to at any time during the RFP or contract process to
prohibit any further participation by a proposer or reject any proposal submitted that
does not conform to any of the requirements detailed herein. By accessing the HA
website, www.cmhanet.com and downloading this document, each prospective
proposer is thereby agreeing to abide by all terms and conditions listed within this
document, and further agrees that he/she will inform the Purchasing Manager or
designee in writing within 5 days of the discovery of any item listed herein or of any
item that is issued thereafter by the HA that he/she feels needs to be addressed.
Failure to abide by this time frame shall relieve the HA, but not the prospective
proposer, of any responsibility pertaining to such issue.
1.10 The HA reserves the right to continue its Resident Services programs at the HA's sole
discretion and expense. See Attachment J.
1.11 The HA shall pay utility bills for all rental assistance demonstration and public housing
units under the terms of an existing contract.
1.12 The HA reserves the right to select a single or multiple award contract.
1.13 The HA reserves the right to add requirements during the contract period when
it is in the best interest of the HA.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The HA wishes to procure
the services of a professional property management company to manage, maintain and
operate Multi Family/Residential, Senior housing, Service enriched, Section 8 Project Based
Assistance/LIHTC, and newly acquired real estate properties.
2.1 Program Information
2.1.1 Columbus Metropolitan Housing Authorities Sample Communities Available @
Property Listings - CMHA
2.1.2 Multi-Family/Residential Communities - accommodation designed for
occupation by more than one family.
2.1.3 Senior Communities - accommodation designed for occupation by 62 years or
older.
2.1.4 Service Enriched Communities - accommodation designed for supportive
service communities.
2.1.5 Section 8 Project Based Assistance/LIHTC - a sum of money granted by
government or public assistance.
2.2 Role of the Property Management Company
2.2.1 The HA will enter into professional services contracts (Property Management
Agreement, Attachment I), with the professional property management
company, for the daily management, maintenance and operation for the above
listed properties. CMHA reserves the right to make one or multiple awards.
2.3 Responsibility of the Property Management Company/Management Team
2.3.1 The Property Manager's responsibilities shall include, but not limited to,
performing the following tasks:
2.3.1.1 Continued lease-up of all housing units, including determining
eligibility, coordinating with the HA's Applications and Occupancy
Department in certifying and recertifying income and making tenant
selections.
2.3.1.2 Oversee the emergency, daily and preventative maintenance for the
building and units.
2.3.1.3 Oversee the daily operations of the project.
2.3.1.4 Maintain and regularly update property-based waitlist.
2.3.1.5 Submit monthly reports and annual budgets to the HA in a format
specified by the HA.
2.3.1.6 Comply with all requirements as noted in Attachment I, Property
Management Agreement, of this RFP.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
2.4 Expectations of the Property Management Company/Property Management Team
2.4.1 The Property Manager will be a SHCM, HCCP, CPM, ARM, and/or PHM or able
to obtain within 6 months of contract commencement.
2.4.2 State of Ohio Real Estate Brokers License is required
2.4.3 The Property Manager will perform its services in full compliance with
applicable Federal, State and local government regulations and also with the
terms and conditions of the attached Property Management Agreement
(Attachment I). All units under the public housing program will be subject to
the rules and regulations, policies and procedures of the program, including
but not limited to the Applications and Occupancy Policy, and HA Procurement
Policy.
2.5 Reporting
2.5.1 The Proposing Firm shall provide web-based solutions for generating:
2.5.1.1.1 Online Applications
2.5.1.1.2 Rental Payments
2.5.1.1.3 Work Order Processing
2.5.1.1.4 Financial Reporting
2.5.1.1.5 "Read Only" access to Property Management Software
2.5.2 The Property Manager will be responsible for generating the following
electronic reports, including, but not limited to:
2.5.2.1.1 Income Statement
2.5.2.1.2 Balance Sheet
2.5.2.1.3 Rent Roll
2.5.2.1.4 Bank Reconciliation
2.5.2.1.5 Receivable Ledger/Trial Balance/Aging Report
2.5.2.1.6 Payable Ledger/Trial Balance/Aging Report
2.5.2.1.7 Monthly Marketing Update Reports
2.5.2.1.8 Vacancy Reports
2.5.2.1.9 Annual Budgets
2.5.2.1.10 Other Reports as required by the Owner
2.5.2.1.11 Monthly Demographics report to include number of
household occupants, income, move-in date, bedroom size
and current rent
2.5.2.1.12 Weekly actively summary report (template provided by
CMHA)
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
2.5.3 Proposers shall submit samples of the above-mentioned reports currently used
by the Proposer in their response as noted in Section 3.0, 3.1.4.4 and Section
4.1, No. 4.
2.5.4 Proposer shall demonstrate ability to import financial reporting into Microsoft
Dynamics GP13.
2.6 Marketing Plan
2.6.1 The successful Proposer shall detail a sample marketing plan for each property
that ensures successful strategies to:
2.6.1.1 Lease vacant units
2.6.1.2 Retain Resident occupancy
2.7 General Requirements
2.7.1 Management Company shall practice acceptable safety precautions so as not
to cause harm to any persons or property while performing services under this
RFP or any resulting contract. Management Company shall follow industry
safety standards, and use only industry approved safety equipment in
accordance with the manufacturer's specification in the performance of all
duties.
2.7.2 Management Company shall pay all of its employees, including any and all
approved Subcontractors, at least the legal minimum wages as determined by
the United States Department of Labor and the United States Department of
Housing and Urban Development of Labor Prevailing Wages as attached (if
applicable).
2.7.3 Management Company must provide, at their own expense, all equipment,
vehicles, labor, material, supplies, and tools necessary to perform all of the
services required under this RFP and any resulting contract.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
3.0 PROPOSAL FORMAT:
3.1 Tabbed Proposal Submittal: The HA intends to retain the successful proposer pursuant
to a "Best Value" basis, not a "Low Proposal" basis ("Best Value," in that the HA will,
as detailed within the following Section 4.0, consider factors other than just cost in
making the award decision). Therefore, so that the HA can properly evaluate the
offers received, all proposals submitted in response to this RFP must be formatted in
accordance with the sequence noted following. Each category must be separated by
numbered index dividers (which number extends so that each tab can be located
without opening the proposal) and labeled with the corresponding tab reference also
noted below. None of the proposed services may conflict with any requirement the
HA has published herein or has issued by addendum.
3.2
[Table No. 3]
RFP Tab
Section No. Description
3.1.1 1 Form of Proposal: This Form is attached hereto as Attachment A
to this RFP document. This 1-page Form must be fully completed,
executed where provided thereon and submitted under this tab
as a part of the proposal submittal.
3.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations
of Offerors, Non-Construction Contract: This Form is located on
the The HA website as an addendum to this RFP document. This
2-page Form must be fully completed, executed where provided
thereon and submitted under this tab as a part of the proposal
submittal.
3.1.2.1 2 Form HUD-5369-A (11/92), Representations, Certifications,
and Statements of Proposers, Public and Indian Housing
Programs: This Form is located on the the HA website as an
addendum to this RFP document. This 4-page Form must be fully
completed, executed where provided thereon and submitted
under this tab as a part of the proposal submittal.
3.1.3 3 Profile of Firm Form: The Profile of Firm Form is attached hereto
as Attachment B to this RFP document. This 2-page Form must
be fully completed, executed and submitted under this tab as a
part of the proposal submittal.
3.1.4 4 Proposed Services: As more fully detailed within Section 2.0,
Scope of Proposal/Technical Specifications, of this document, the
proposer shall, at a minimum, clearly detail within the
information submitted under this tab documentation showing:
3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, The
proposer's DEMONSTRATED EXPERIENCE in performing similar
work (including honoring proposed costs and adherence to high
performance standards) substantially similar to that required by
this solicitation of a unit count of 100 or more.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
3.1.4.2 As detailed within Section 4.1, Evaluation Factor No. 3, herein,
the proposer's QUALIFICATIONS as demonstrated by required
certifications, performance standards, expertise in dealing with
property management and compliance.
3.1.4.4 As detailed within Section 4.1, Evaluation Factor No. 4, The
proposer's MANAGEMENT & MARKETING PLAN AND REPORTING
(including but not limited to staffing, operations, successful
audits, and professional services offered). The proposer's
REPORTING providing IT solutions for residents and owners to
include, but not limited to electronic tools for online
applications, work orders, payments and financial reporting. The
Proposer shall disclose their anticipated Financial and Managerial
software. Proposer is asked to submit samples of their: A. Income
Statement, B. Balance Sheet, C. Rent Roll, D. Bank
Reconciliation, E. Receivable Ledger and F. Payable Ledger and
G. Marketing Plan per site. H. Sample resident demographic
report, and property budget
3.1.4.5 If appropriate, how manager's staff are selected, screened,
trained, retained and monitored.
3.1.4.6 The proposed quality control program (if applicable);
3.1.4.7 An explanation and copies of forms that will be used and reports
that will be submitted and the method of such reports (i.e.
written; fax; internet; etc.);
3.1.4.8 A complete description of the products and services the firms
provides.
3.1.5 5 Managerial Capacity/Financial Viability: The proposer entity
must submit under this tab a concise description of its managerial
and financial capacity to deliver the proposed services, including
brief professional resumes for the persons identified within areas
(5) and (6) of Attachment B, Profile of Firm Form. Such information
shall include the proposer's qualifications to provide the services; a
description of the background and current organization of the firm
and three (3) years of audited financial statements to include cash
flow or equivalent (3 years of tax documentation) as approved by
the HA prior to submission of the Response (Contractor shall
include this documentation with the Fee Proposal Sheet as noted
in Table 2).
3.1.6 6 Client Information: The proposer shall submit a listing of former
or current clients, including any other Public Housing Authority,
for whom the proposer has performed similar or like services to
those being proposed herein. The listing shall, at a minimum,
include:
3.1.6.1 The client's name;
3.1.6.2 The client's contact name;
3.1.6.3 The client's telephone number;
3.1.6.4 A brief description and scope of the service(s) and the dates the
services were provided;
3.1.7 7 Equal Employment Opportunity: The proposer must submit
under this tab a copy of its Equal Opportunity Employment Policy.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-024
GENERAL PROFESSIONAL PROPERTY MANAGEMENT SERVICES
3.1.8 8 Subcontractor/Joint Venture Information (Optional Item): The
proposer shall identify hereunder whether or not he/she intends
to use any subcontractors for this job, if awarded, and/or if the
proposal is a joint venture with another firm. Please remember
that all information required from the proposer under the
proceeding tabs must also be included for any major
subcontractors (10% or more) or from any joint venture.
3.1.9 9 Other Information (Optional Item): The proposer may include
hereunder any other general information that the proposer
believes is appropriate to assist the HA in its evaluation.
3.1.11 If no information is to be placed under any of the above noted tabs
(especially the "Optional" tabs), please place there under a statement such
as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT
INTENTIONALLY BLANK." DO NOT eliminate any of the tabs.
3.1.12 Proposal Submittal Binding Method: It is acceptable that the proposer
bind the proposal submittals in such a manner that the HA can, if needed,
remove the binding (i.e. "comb-type;", 3-ring binder; etc.).
3.1.13 Proposal Submittal Electronic Method: It is preferable and recommended
that The proposer shall submit the all- inclusive technical portion of the
response to technicalresponse@cmhanet.com , ensuring that all
information requested in Section 3.0 Proposal Format are included.
3.2 Entry of Proposed Fees: The proposed fees shall be submitted by the proposer on the
provided "Fee Sheet" (Attachment D) The Proposer shall submit this sheet to
feeproposal@cmhanet.com. Do not submit, enter or refer to any fees or costs to
technicalresponse@cmhanet.com. Any proposer that does so may be rejected without
further consideration. A proposer must enter a proposed fee for each item--a "No
Proposal" will not be allowed for any item, though a "No Charge" will be allowed for
certain items. The proposed fees submitted by each proposer are inclusive of all
necessary costs to provide the proposed services not otherwise provided for herein,
including, but not limited to: employee costs and benefits; clerical support; overhead;
profit; supplies; materials; licensing; insurance; etc. All costs incurred in the
preparation of a Proposal and participation in this RFP and negotiation process shall be
borne by the proposing firm.
The Columbus Metropolitan Housing Authority
Attention: Shunlonda McCall
Purchasing Manager
880 E. 11th Avenue
Columbus, Ohio 43211
The document/file exterior must clearly denote the above noted RFP number and must have the
proposer's name and return address. Proposals received after the published deadline will not be
accepted.
The Columbus Metropolitan Housing Authority
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