RFQ for Property Management Services to Recommend as Property Receiver

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 531311 - Residential Property Managers
  • 531390 - Other Activities Related to Real Estate
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Jan 29, 2024
Due Date: Feb 28, 2024
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RFQ for Property Management Services to Recommend as Property Receiver

About the Project

The City of Rochester brings code enforcement actions in Rochester City Court and Monroe County Supreme Court to compel property owners to correct open municipal code violations. One of the remedies available to the City is to ask the Court to appoint a qualified receiver to manage the property and make the repairs if the owner refuses to do so. The City needs to be able to offer to the court a list of qualified candidates that the Court can draw from in appointing a receiver. The receiver will fund repairs and administration costs from the rental income collected during the receivership and will have the ability to place a lien on the property if needed.

Request for Proposals Click below to download the RFQ:

Submission

Please submit "electronic" proposals by Wednesday, February 28, 2024 by 5:00 PM to:
Anne Wallace
Manager of Code Enforcement
City of Rochester
Email: anne.wallace@cityofrochester.gov
Questions? Questions regarding the requested service may also be directed to the email listed above.

Attachment Preview

City of Rochester
Request for Qualifications
Property Management Services to
Recommend as Property Receiver
Proposals are to be received by Wednesday, February 28, 2024, at 5 pm.
Submit Proposals to:
Anne Wallace
Manager of Code Enforcement
City of Rochester
Email: anne.wallace@cityofrochester.gov
Background
The City of Rochester brings code enforcement actions in Rochester City Court
and Monroe County Supreme Court to compel property owners to correct open
municipal code violations. One of the remedies available to the City is to ask the Court
to appoint a qualified receiver to manage the property and make the repairs if the owner
refuses to do so. The City needs to be able to offer to the court a list of qualified
candidates that the Court can draw from in appointing a receiver. The receiver will fund
repairs and administration costs from the rental income collected during the receivership
and will have the ability to place a lien on the property if needed.
Term
There is no term limit for any qualified candidate on the list. The City’s
Department of Neighborhood and Business Development and Law Department will
periodically review the candidates on the list and accept proposals for new qualified
candidates. Any already-qualified candidate will remain on the list absent a
determination that the candidate is no longer qualified.
Projected Scope of Services
The City anticipates that the appointed property management receiver will be
required to provide standard property management services with a priority on clearing
all open code violations. The exact nature of the appointed receiver’s duties will be
determined by the court. The appointed receiver will work in close collaboration with the
City and the court. The anticipated services are described as follows:
Perform property inspections to evaluate building conditions and suitability for
occupancy;
Clear all open code violations in collaboration with the City’s Division of Code
Enforcement;
Facilitate the execution of leases, rental agreements, amendments, renewals,
and cancellations with existing and future tenants;
Collect monthly rent payments;
Ensure that rental properties are well maintained and provide safe and sanitary
conditions for occupancy;
Ensure that tenants are in compliance with the terms and conditions of their
lease, and address any tenant issues;
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Perform repairs to occupied property including but not limited to heating,
plumbing, electrical, glass replacement, general maintenance, grass cutting and
snow removal;
Advise the City of extensive repairs or conditions that pose a threat to health or
safety;
Provide 24-hour service to respond to emergencies;
Prepare monthly rent roll report to submit to the Manager of Code Enforcement.
The report should include the parcel, address/description, lease terms, amounts
collected by the month, amounts past due, a brief description of collection efforts
for delinquent accounts, and next steps;
Submit reports detailing all services provided. The report shall include the
address/unit services, the nature of the work, and any additional information; and
The Property Manager shall furnish or procure all labor, equipment, tools,
services, skills, etc. required to maintain the properties to a condition that is
satisfactory to the City;
Qualifications
The property manager must have experience repairing, maintaining, and running
residential and large multi-family properties. All qualified candidates must possess the
following qualifications:
At least three years of experience providing property management services to
residential and large multi-family rental properties;
Maintain a permanent place of business;
Hold a real estate broker’s license;
Have access to all necessary equipment and possess the organizational capacity
and technical competence to perform any required work or be able to subcontract
such work should it be beyond their capacity;
Be able to be contacted and respond to emergencies on a 24/7 basis;
Knowledge of Federal and State regulations concerning real estate management
and leasing including but not limited to: The Fair Housing Act, Section 8 Voucher
Program, and DSS Shelter benefits; and
Knowledge of local regulations including the City of Rochester Property Code,
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Building Code, and Lead-based Paint Poisoning Prevention Ordinances.
Qualification Proposal Content
Candidates should organize and submit their qualification package in the
following format:
1. Cover Letter: A letter briefly summarizing the company’s qualifications and
relevant experience. Please include your full contact information and have a
member authorized to execute contracts on the company’s behalf to sign the
letter.
2. Management Experience: Provide information on the company’s history,
including year of inception, number of employees, names of all principals and
members, list of current clients and properties managed, as well as a summary of
duties for those clients and properties.
3. Proposed Management Plan: provide an outline of your plans to manage a
property, including making repairs, routine inspections, general maintenance,
rent collection, and providing emergency services.
4. Professional References: provide at least three professional references of
clients or property owners where you did work similar to the Proposed Scope of
Services.
5. Rochester Presence: provide information about your company’s presence in the
City of Rochester and any collaborations or subcontract relationships you have
with local businesses.
Evaluation
The City does not discriminate in any aspect of contracting based on age, race,
color, national origin, creed, disability, marital status, gender, or sexual orientation.
Selection will be based upon, but not limited to, the following criteria:
1. Completeness of submission of requested materials specified
2. Experience
3. Organizational Capacity
4. Local Connection
5. References
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The selection of a qualified candidate is within the City’s sole discretion and no
reasons for rejection or acceptance are required to be given. The City reserves the right
to reject any or all candidates or accept a candidate that does not fully conform to the
terms set forth herein. The City further reserves the right to waive or modify minor
irregularities in the proposals.
Miscellaneous
The City reserves the right to amend or withdraw this RFP in the City’s sole
discretion, including any timeframes herein, upon notification of all Respondents as set
forth above. In such case, the City shall have no liability for any costs incurred by any
Respondent.
The City may request additional information from any Respondent to assist the
City in making its evaluation.
The proposal and all materials submitted with the proposal shall become the
property of the City and will be subject to New York State Freedom of Information Law.
If any proprietary information is submitted with the proposal, it must be identified and a
request to keep such information confidential must be submitted.
Deadline for Submission
Wednesday, February 28, 2024 at 5:00 pm
Contact for Questions
Questions regarding the requested service may be directed to:
Anne Wallace
Manager of Code Enforcement
City of Rochester
Email: anne.wallace@cityofrochester.gov
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