RFP #26-049 Residential Property Maintenance

April 14, 2026
REQUEST FOR PROPOSAL
Residential Property
Maintenance & Management
Reference No. 26-049
The City of Albany, Georgia, is soliciting competitive sealed proposals from qualified firms to provide
Residential Property Maintenance & Management for its diverse housing portfolio. Proposals will
be received by the Procurement Division at 222 Pine Avenue, Suite 260, Albany, GA 31701,
until 5:00 p.m. on May 14, 2026. The term of the contract shall be for one (1) year, with the option
to renew for up to three (3) additional one-year terms at the City's sole discretion. The selected firm will
be responsible for comprehensive property operations, including 24-hour emergency maintenance, unit
turnovers, preventive inspections, and ensuring strict compliance with local building codes, health and
safety regulations, and federal housing standards.
Pre-Proposal Conference (non-mandatory) will be held at 10:00 a.m. on April 22, 2026, virtually
on Zoom to review requirements and answer questions. Firms are encouraged to submit all questions in
writing as well so that an addendum can be issued with all answers and information becoming part of
the solicitation. All prospective respondents are encouraged to attend. Zoom Link:
https://us06web.zoom. us/j/8150016881 S?pwd =EameMCaAxavrkUkbU9PIIFYST3UKIJ .1
Meeting ID: 815 0016 8815 Passcode: 519818
The City of Albany strongly encourages Small Business firms to participate in this RFP. All corporations
should provide corporate seal ( cover sheet) or an authorized digital signature, a copy of the Secretary of
State's Certificate of Incorporation and listing of the principles of the corporation with their response.
The City of Albany reserves the right to reject any and all responses and to waive technicalities as
deemed to be in the best interest of the City. The City of Albany reserves the right to request additional
information from a respondent(s) as deemed necessary to analyze responses.
For additional information, contact Ricky Gladney, Buyer at rgladney@albanyga.gov cc:
kross@albanyga.gov and jswilliams@albanyga.gov. The deadline for questions is 5:00 pm on April 30,
2026. Questions received after this deadline may not be answered. Replies of substance will be in the
form of written addenda and made available to all potential respondents.
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rocurement Manager
FINANCE
P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov

CITY OF ALBANY
FINANCE DEPARTMENT
PROCUREMENT DIVISION
ALBANY, GEORGIA
INSTRUCTIONS TO PROPOSERS
These instructions will bind proposers to terms and conditions herein set forth,
1. The following criteria are used in determining which proposal is in the best interests of the city.
(a)The ability, capacity and skill of proposer to perform required service.
(b)Whether proposer can perform service promptly or within specified time.
(c)The character, integrity, reputation, judgment, experience and efficiency of proposer.
(d)The performance of previous contracts.
(e)The suitability of equipment or material for City/County use.
(f)The ability of proposer to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be
considered in determining best proposer if they are deemed advantageous to the City.
3. All requested information should be included in submittal package. All desired information must be signed and
included for your proposal to receive full consideration. Failure to submit any required form will be cause
for proposal to be rejected as non-responsive.
4. All questions, inquiries and requests for clarification shall be directed to Procurement.
5. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall
terminate absolutely and without further obligation on the part of the City or County at the close of the calendar
year in which it was executed and at the close of each succeeding calendar year for which it may be renewed;
(2)The contract may provide for automatic renewal unless positive action is taken by the City or County to
terminate such contract, and the nature of such action shall be determined by the City or County and specified
in the contract; (3) The contract shall state the total obligation of the City or County for the calendar year of
execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if
renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal
property shall remain in the vendor until fully paid for by the City or County.
6. Quote all prices F.O.B. Albany or our warehouse or as specified in proposal documents.
7. Each proposal shall be clearly marked on the outside of the package as a Sealed Proposal.
8. Proposal must be received and stamped by the Procurement Office before time stipulated in proposal
documents. No responsibility will attach to any City representative or employee for premature opening of
proposal not properly addressed or identified.
9. Proposals received late will not be accepted, and the City will not be responsible for late mail delivery.
10. Should a proposal be misplaced by the City and found later it will be considered.
11. Proposals requiring bid security will not be read or considered if security is not enclosed. Security may be in
the form of cash, certified check, cashier's check or Surety Bond issued by a Surety Company licensed to
conduct business in Georgia.
12. All proposers must be recognized as authorized dealers in the materials or equipment specified and be
qualified to advise in their application or use. A proposer at any time requested must satisfy the Procurement
Office and City Commission that he has the requisite organization, capital, plant, stock, ability and experience
to satisfactorily execute the contract in accordance with the provisions of the contract in which he is interested.
13. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or
cost schedule are done at the risk of the proposer.
14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and
accompanied by list where there is more than one sample. The City reserves the right to mutilate or destroy
any samples submitted whenever it may be in the best interests of the City to do so for the purpose of testing.
15. City will reject any material, supplies or equipment that do not meet the specifications, even though proposal
lists the trade name or names of such materials on the price quotation form.
16. The unauthorized use of patented articles is done entirely at the risk of the successful proposer.
17. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of seeking a
proposal. The City may purchase more or less than the estimated quantity, and the vendor must not assume
that such estimated quantity is part of the contract.
18. Only the latest model equipment as evidenced by the manufacturer's current published literature will be
considered. Obsolete models of equipment not in production will not be acceptable. Equipment shall be
composed of new parts and materials. Any unit containing used parts or having seen any service other than the
necessary tests will be rejected. In addition to the equipment specifically called for in the specifications, all
equipment catalogued by the manufacturer as standard or required by the State of Georgia shall be furnished
with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected
and bear the latest inspection sticker of the Georgia Department of Revenue.
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Management RFP #26-049

19. The successful proposer on motor vehicle equipment shall be required to furnish with delivery of vehicle,
Certificate of Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.
20. Proposers are responsible for examining the location of the proposed work or delivery and determining, in their
own way, the difficulties, which are likely to be encountered in the prosecution of the same.
21. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of
the Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or
supplies are discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or
make good such material, equipment or supplies without extra compensation. It is expressly understood and
agreed that the inspection of materials by the City will in no way lessen the responsibility of the contractor or
release him from his obligation to perform and deliver to the City sound and satisfactory materials, equipment
or supplies. The proposer agrees to pay the cost of all tests on defective material, equipment or supplies or
allow the cost to be deducted from any monies due him by the City or County.
22. Unless otherwise specified by the procurement officer all materials, supplies or equipment quoted herein must
be delivered within thirty (30) days from date of notification or exception noted on price quotation sheet.
23. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the
City/County or who has failed in any former contract with the City/County to perform work satisfactorily, either
as to the character of the work, the fulfillment of the guarantee, or the time consumed in completing the work.
24. Reasonable grounds for supposing that any proposer is interested in more than one proposal for the same item
will be considered sufficient cause for rejection of all proposals in which he/she is interested.
25. Unless otherwise specified the City reserves the right to award each item separately or on a lump sum basis,
whichever is in the best interest of the City/County.
26. The City reserves the right to waive any minor discrepancies, reject any or all proposals, and to purchase any
part, all or none of the services, materials, supplies or equipment specified.
27. Failure of the proposer to sign the offer or have the signature of any authorized representative or agent on the
proposal will be cause for rejection of the proposal. Signature must be written in ink.
28. Any proposer may withdraw his proposal at any time before the time set for opening of proposals. No proposal
may be withdrawn without cause in the 60-day period after proposals are opened.
29. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the
contract or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or
that the proposer is willfully violating any of the conditions or covenants of the agreement, or is executing the
same in bad faith, the Procurement Officer shall have the power to notify the aforesaid proposer of the nature of
the complaint. Notification shall constitute delivery of notice, or letter, to address given in proposal. If after three
working days of notification the conditions are not corrected to the satisfaction of the Procurement Officer, he
shall thereupon have the power to take whatever action he may deem necessary to complete the work or
delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any
paid by the City out of such monies as may become due to the said proposer, under and by virtue of this
agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the
proposer, his executors, administrators, successors, or assigns, shall pay the amount of such excess to the
City on notice by the Procurement Officer of the excess due.
30. If the proposer proposes to furnish any item of a foreign make or product, he should write "Foreign" together
with the name of the originating country opposite such item on proposal.
31. Any complaint from proposer relative to the Request for Proposals or any attached specifications should be
made prior to the time of opening of proposals, otherwise such complaint cannot be properly considered.
32. Contracts may be cancelled by the City/County with or without cause with 30-day written notice.
33. All Corporations should provide the corporate seal, a copy of the Secretary of State's Certificate of
Incorporation, and a listing of the principals of the corporation with the bid/proposal.
34. All bidders/proposers should provide their tax identification number with the bid/proposal.
35. The Board of Commissioners passed a local preference ordinance on January 27, 2015. Where
applicable, this ordinance will govern. Local preference will not be a basis of award for projects that are
federally funded.
36. The proposer shall secure all permits, license certificates, inspections (permanent and temporary) and
occupational tax certificate, if applicable, before any work can commence. Proposer as well as any and all
known subcontractors must possess or will be required to obtain a City of Albany Occupational Tax Certificate
or Registration.
37. Prior to submitting proposal, check website at www.albanyga.gov or call the Procurement Office at 229-
431-3211 for any subsequent addendums.
PROCUREMENT FORM - Revised 4/20/2018
Residential Property Maintenance & 3
Management RFP #26-049

CITY OF ALBANY
Residential Property
Maintenance & Management
GENERAL INFORMATION
RFP #26-049
1. Submission Instructions:
Proposers must submit their responses in the following format to ensure a fair and compliant
evaluation. Failure to separate the Cost Proposal from the Technical Proposal may result in
disqualification.
Hard Copy & Digital Requirements:
* One (1) Original: A complete technical proposal on company letterhead, clearly marked
"ORIGINAL," featuring the wet signature of an authorized official.
* Five (5) Printed Copies: Duplicate copies of the technical proposal (without pricing).
* One (1) USB Flash Drive: A digital version of the technical proposal (without pricing) in PDF
format and a PDF copy of the "COST PROPOSAL".
* One (1) Separately Sealed Envelope: Labeled "COST PROPOSAL" containing the firm's pricing and
rate schedules.
Packaging and Labeling:
* All items must be enclosed in a single, sealed master envelope or box. The outside of the
package must be clearly marked with your company information and as follows:
RFP #26-049: Residential Property
Maintenance & Management
Delivery Address:
Proposals must be delivered to the following address no later than the date and time specified in the
Procurement Schedule:
CITY OF ALBANY
PROCUREMENT DIVISION
222 PINE AVENUE, SUITE 260
ALBANY, GEORGIA 31701
2. Proposals must be received no later than 5:00 P.M. May 14, 2026, at the City of Albany Procurement
Office, 222 Pine Avenue, Suite 260, Albany, Ga. 31701. Sealed responses may be hand delivered
or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED IN WRITING
AND DIGITAL FORMAT AS SPECIFIED IN SECTION 1. VERBAL RESPONSES ARE NOT
ACCEPTABLE. The City of Albany assumes no responsibility for submittals received after the advertised
deadline or at any office or location other than that specified herein, whether due to mail delays,
courier mistake, mishandling, or any other reason. If submittals are delivered by other than hand
delivery, it is recommended that the respondent verify delivery. Any submittal received after the
specified time and date will not be considered and will be returned unopened to the firm.
3. The contact person for this RFP is Ricky Gladney, Buyer, at rgladney@albanyga.gov. Explanation(s)
desired by proposer(s) regarding the meaning or interpretation of this RFP must be requested from the
Procurement office, in writing, as is further described below.
4. Proposers are advised that from the date of release of this RFP until award of the contract, NO contact
with the City of Albany personnel related to this RFP is permitted, except as authorized by
the Procurement office. Any such unauthorized contact may result in the disqualification of the
proposer's submittal.
5. Requests for additional information or clarifications must be made in writing no later than the date
specified in the RFP. The request must contain the proposer's name, address, phone number, and email
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address. Email questions to rgladney@albanyga.gov; cc: kross@albanyga.gov and
jswilliams@albanyga.gov.
6. The Procurement Office will issue responses to inquiries and any other corrections or amendments it
deems necessary in written addenda issued prior to the Proposal Due Date. Proposers should not rely
on any representations, statements or explanations other than those made in this RFP or in any
addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued,
the last addendum issued will prevail.
7. Proposers are responsible for ensuring they have received all addenda. Before submission, please verify
the final count with the designated contact person. State the total number of addenda received on your
cover sheet and include a signed copy of each with your proposal.
8. Proposals received after the Proposal Due Date and time are late and will not be considered. The
proposer may withdraw his/her submitted proposal by providing a written request to the Procurement
Division before the stipulated closing date and time. Withdrawal of your proposal will not cause
prejudice or interfere with the right of the proposer to submit a new proposal, provided the latter is
received by the predetermined date and time provided herein. No proposal may be withdrawn for a
period of sixty (60) days following the stipulated closing date.
The City of Albany may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any
irregularities in this RFP or in the proposals received as a result of this RFP.
All expenses involved with the preparation and submission of proposals to the City, or any work
performed in connection therewith, shall be borne by the proposer(s). No payment will be made for any
responses received, or for any other effort required of or made by the proposer(s) prior to
commencement of work as defined by a contract approved by the City of Albany Board of
Commissioners.
9. Proposers may be required to give oral presentations in support of their proposals or to exhibit or
otherwise demonstrate the information contained therein.
10. Proposers may take exceptions to any of the terms of this RFP unless the RFP specifically states where
exceptions may not be taken. Should a proposer take exception where none is permitted, the proposal
may be rejected as non-responsive. All exceptions taken must be specific, and the Proposer must
indicate clearly what alternative is being offered to allow the City a meaningful opportunity to evaluate
and rank proposals.
Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions
and the proposals will be evaluated based on the proposals as submitted. The City, after completing
evaluations, may accept or reject the exceptions. Where exceptions are rejected, the City may request
that the Proposer furnish the services or goods described herein or negotiate an acceptable alternative.
No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in arrears
to the City of Albany upon any debt, fee, tax or contract, or who is a defaulter, as surety or otherwise,
upon any obligation to the City, or who is otherwise determined to be irresponsible or unreliable by the
City of Albany.
The City of Albany may award a contract on the basis of information received without the RFP moving
through all three phases described in the Selection Process section of the RFP. Therefore, each proposal
phase should contain a proposer's best presentation of its position to serve.
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11. Selection Process Clause: A Proposal Analysis Group (PAG) will review all proposals submitted.
Based upon the background information reported in the RFP, the PAG will determine whether the
respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a firm.
The Proposal Analysis Group will rank the qualified firms based on the data submitted. The PAG may
require each firm to make a formal presentation regarding its qualifications to perform the requested
services. The top ranked firms will be selected for final negotiations.
The proposer shall comply with all laws, ordinances and regulations applicable to the services
contemplated herein, including those applicable to conflict of interest and collusion. Proposers are
presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations that
may in any way affect the services offered. No reimbursement will be made by the City of Albany for
any costs incurred prior to a formal Notice To Proceed should an award of contract result from this
solicitation.
12. INDEMNIFICATION: The Responder shall indemnify, hold harmless, and defend the City of Albany
and its officers, employees, and agents from and against any and all losses, claims, damages, liabilities,
or expenses (including reasonable attorney's fees and litigation costs) arising out of or resulting from
the negligent acts, recklessness, errors, omissions, or willful misconduct of the Responder, its
employees, or subcontractors in the performance of property management and maintenance services
under this Agreement. This indemnification shall specifically include, but is not limited to:
* Financial Mismanagement: Any claims related to the mishandling of tenant rent, security deposits,
or City-allocated maintenance funds.
* Regulatory Penalties: Any fines or forfeitures levied against the City by state or federal agencies
(including HUD) resulting from the Responder's failure to maintain properties according to applicable
housing, fire, and safety codes.
* Operational Liability: Claims for personal injury or property damage sustained by tenants, guests, or
the public arising from the Responder's failure to address known maintenance hazards or manage
the premises in a safe and sanitary condition.
* Tenant Relations: Any legal claims or damages resulting from improper eviction procedures, fair
housing violations, or breach of tenant privacy by the Responder or its agents.
This clause shall survive the expiration or termination of this Agreement for any reason.
13. INSURANCE REQUIREMENTS: The Responder shall maintain, at its own expense, the following
minimum insurance coverage for the duration of the contract and any renewal terms:
* Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate, naming the City
of Albany as an Additional Insured. This coverage must include premises/operations and contractual
liability.
* Automobile Liability: $500,000 combined single limit covering all owned, non-owned, and hired
vehicles used in the performance of services under this contract.
* Workers' Compensation: Statutory limits as required by the State of Georgia, including Employer's
Liability of $1,000,000.
Proof of Coverage: A Certificate of Insurance (COI) must be submitted with the proposal. All policies
must include a Waiver of Subrogation in favor of the City of Albany. The City must be notified at
least thirty (30) days prior to any cancellation or material change in coverage.
14. TERMINATION OF CONTRACT FOR CONVENIENCE: The City of Albany shall have the right to
terminate any contract to be made hereunder for their convenience by giving the proposer sixty (60)
calendar days written notice of their election to do so and by specifying the effective date of such
termination. The proposer shall be paid for its services through the effective date of such termination.
15. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail
to fulfill any of its obligations hereunder, The City of Albany may terminate the agreement with said
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proposer for such default by giving written notice to the proposer at issue. If this agreement is so
terminated, the proposer shall be paid only for work satisfactorily completed. Any termination that could
occur would not happen without an opportunity to cure per the conditions outlined in the Contract
between the successful proposer and the City.
16. Upon receipt of the proposals by the City of Albany, the proposal shall become property of the City
without compensation to the proposers, for disposition or usage at discretion of the City of Albany.
17. Georgia Security and Immigration Compliance Act: The successful Responder will provide
certification that they are in compliance with the Georgia Security and Immigration Compliance Act,
certifying that the provisions of O.C.G.A 13-10-91 and Chapter 300-10-1 of the Rules of the Georgia
Department of Labor have been complied with in full. Pursuant to O.C.G.A 13-10-91, all
subcontractors entering into a contract or agreement for hire on this Project must be registered and
participate in the Federal Work Authorization Program (E-Verify). (See attached affidavit documents at
the end of this proposal).
18. PROPOSAL RESPONSE: All vendors/respondents should provide information as detailed in this RFP
and any other pertinent information which will assist the Evaluation Committee in selecting the most
qualified firm. The City of Albany Staff will be available at the pre-proposal conference to answer
questions and offer explanations as needed. Any reply resulting in a change in the Request For
Proposals (RFP) will be sent to all attendees. It is highly recommended that all interested proposers
attend this conference.
19. Proposer shall provide satisfactory evidence of competency to perform the work presented in the RFP.
The minimum requirements are a permanent office, adequate workforce and technical
qualifications/experience, along with having a suitable financial status to meet obligations incidental to
the workplace. Submit with your proposal satisfactory evidence to meet these requirements.
20. The proposer will give immediate notice to the City of Albany of any claims or suits made or filed
against the vendor or its subcontractors on any matter pertaining to this contract. The vendor shall
cooperate, assist, and consult with the City in any claim, suit, or action made or filed against the City as
a result of or relating to the vendors obligation under this contract. Any cancellation or lapse of
insurance affecting the operation of the City shall be deemed a material breach of contract and the
Administrator must be notified immediately.
21. EVALUATION CRITERIA:
Experience and Qualifications 30%
Understanding of Scope and Approach 25%
References and Past Performance 20%
Cost Competitiveness 25%
* Experience and Qualifications (30%) Evaluation of the firm's history and the specific
qualifications of the personnel assigned to this contract. Priority will be given to Responders who
demonstrate successful management of a diverse residential portfolio, specifically focusing on the
logistical challenges of scattered-site single-family and multi-family units totaling 150+ units. This
includes verifying required Georgia licenses and certifications for both management and
maintenance staff.
* Understanding of Scope and Approach (25%) Assessment of the proposed operational
methodology. The Responder must provide a clear plan for 24/7 emergency response, a preventive
maintenance calendar, and a strategy for efficient "make-ready" unit turnovers. A critical component
of this score is the Responder's demonstrated ability to integrate their daily workflows into the City's
mandatory Propertyware software for all work orders, tenant requests, and maintenance logging.
* References and Past Performance (20%) A review of the firm's track record with existing or
former clients. References will be used to verify that the firm's actual performance-specifically
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regarding response times, code compliance, and financial reporting-matches the claims made in
the proposal. The City will prioritize firms with a proven history of managing high-volume residential
maintenance for municipal or large-scale private portfolios.
* Cost Competitiveness (25%) Evaluation of the overall value provided to the City. While cost is a
major factor, the City will prioritize "responsible" pricing that ensures sufficient resources are
allocated for property safety, sanitary conditions, and full regulatory compliance. The fee schedule
must be transparent, detailing management fees, hourly labor rates, and any applicable material
markups.
22. Certificate of Non-Collusion: An executed copy of this form should accompany your submittal.
See Attached).
23. Governing Law & Venue: An executed copy of this form should accompany your submittal. (See
Attached).
24. Compliance with all applicable local, state, and federal regulations including Fair Housing
Act, Title VI, and ADA requirements, is strictly required.
25. Price Escalation: Renewal terms shall be at the same prices as the initial term, unless a price
adjustment is requested by the Responder and approved in writing by the City at least sixty (60) days
prior to the renewal date. Any such adjustment shall not exceed the Consumer Price Index (CPI) for
the Albany, GA area.
26. Transition Clause: Upon expiration or termination of this Agreement, the Responder shall provide
all property management and maintenance data, including but not limited to: digital maintenance
records, tenant ledgers/payment histories, vendor contact lists, and pending work orders. All data
must be provided to the City in an Excel or CSV format within five (5) business days. Additionally, all
physical keys, access cards, and site-specific documents must be surrendered to the City immediately
upon the contract end date to ensure no lapse in service or security.
SCOPE OF WORK
RESIDENTIAL PROPERTY MAINTENANCE & MANAGEMENT
RFP #26-049
1. Program Overview
The City of Albany requires a professional agency to provide turnkey maintenance and management for
approximately 150+ residential units (multi-family and scattered-site). The Responder is responsible
for the proper operation, safety, and sanitary condition of all premises, ensuring 100% compliance with
local, state, and federal standards.
2. Maintenance Services
The Responder shall furnish all labor, equipment, tools, and skills required to perform the following:
* Routine & Emergency Repairs: Perform plumbing, electrical, heating, and general maintenance
for occupied and vacant units.
* 24-Hour Emergency Response: Provide a dedicated service to respond to life-safety emergencies
24/7.
* Site Inspections: Conduct regular inspections to ensure safe/sanitary conditions and coordinate
annual unit inspections in collaboration with City staff.
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* Preventive Maintenance: Create and execute a regular preventive maintenance schedule to
protect City assets.
* Common Areas: Provide janitorial services, refuse removal, and exterior maintenance for common
areas shared by multiple tenants.
* Unit Turnover: Prepare vacated units for re-leasing, including all necessary repairs and cleaning.
* Procurement: Purchase all supplies and services necessary for operation. The Responder must
maintain a procurement process that encourages competitive pricing.
3. Operational & Financial Requirements
* Approval Threshold: Except for emergency repairs, the Responder must obtain written City pre-
approval for any individual repair exceeding $2,500 and provide a minimum of two (2) competitive
bids.
* Budgeting: Collaborate with City staff to develop annual operating and capital budgets. The
Responder must maintain properties within these established budgets.
* Bonding: All staff performing services under this contract must be properly bonded.
* Confidentiality: All tenant data, plans, and costs must be held in strict confidence.
4. Technology & Reporting
* Propertyware: The City will provide access and training for Propertyware. This is the mandatory
system for tenant work orders and maintenance requests.
* Agency Technology: The Responder is responsible for providing their own PCs, printers, internet
connections, and financial management software.
* Reporting Schedule:
o Incident Reports: Within 24 hours of occurrence.
o Monthly Service Reports: Detailed report by address/unit showing work nature, costs, and
services provided.
o Financial Records: Maintain original receipts and disbursements to protect City assets from
loss.
5. Method of Payment & Audits
* Monthly Invoices: Submit monthly invoices with supportive documentation for services performed
in the preceding cycle.
* Dispute Resolution: Disputed invoice portions will be withheld until resolved per contract
provisions.
* Audits: The City and HUD reserve the right to audit all records. The Responder must adhere to
HUD-approved accounting procedures compatible with the City's system.
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**COMPLETE AND SUBMIT**
EXHIBIT B: PRICE PROPOSAL FORM
RFP #26-049: Residential Property Maintenance & Management
Responders must complete all sections below. Rates provided shall remain firm for the initial one-year term of the contract.
SECTION 1: FIXED MONTHLY MANAGEMENT FEES
This fee should cover all administrative overhead, including Propertyware data entry, financial reporting, and general portfolio oversight.
Service Description Unit of Measure Proposed Fee
Comprehensive Management Fee Per Unit / Per Month (PUPM) $__________
Total Monthly Management (PUPM x 150 Units) $__________
SECTION 2: MAINTENANCE LABOR RATES
These rates apply to in-house staff performing routine, emergency, or "make-ready" repairs.
Labor Category Hourly Rate (Standard) Hourly Rate (After-Hours/Emergency)
Lead Maintenance Technician $__________ / hr $__________ / hr
General Maintenance / Janitorial $__________ / hr $__________ / hr
SECTION 3: UNIT TURNOVER & FLAT-RATE SERVICES
Standardized costs for preparing vacated units for re-leasing (excluding materials).
Service Description Proposed Flat Fee
Standard Unit "Make-Ready" (Cleaning & Paint Prep) $__________ / unit
Initial Safety Inspection (New Onboarding) $__________ / unit
SECTION 4: MATERIAL & VENDOR MARKUPS
The City permits a maximum markup on third-party costs to cover procurement and coordination.
Category Percentage Markup (%)
Materials/Supplies (Markup over wholesale cost) __________ %
Subcontractor Coordination (For repairs >$2,500) __________ %
By signing below, the Responder certifies that the above fees are inclusive of all travel, tools, and administrative costs required to fulfill the
Scope of Work.
Firm Name: _________________________________________________
Authorized Representative: __________________________________
Title: ___________________________ Date: ______________________
Authorized Signature: __________________________________
Residential Property Maintenance & 10
Management RFP #26-049