1-2603-049 RFP Frisco Bridges Property Manager.pdf

REQUEST FOR PROPOSALS (RFP)

#2603-049

FRISCO BRIDGES PROPERTY

MANAGEMENT SERVICES

Issued on: March 6, 2026

Proposals Due: March 26, 2026

NOTICE OF REQUEST FOR PROPOSALS

FOR FRISCO BRIDGES PROPERTY

MANAGEMENT SERVICES

NOTICE IS HEREBY GIVEN that the Frisco Bridges Association Board of Directors will receive proposals for a full-service property management company to manage the Frisco Bridges Association property portfolio (“Frisco Bridges”). Management of the property shall be in Accordance with the Bylaws of Frisco Bridges Association and Frisco Bridges Declaration of Protective Covenants, which may be amended from time to time. Frisco Bridges Association is a Texas non-profit corporation. Please note that this bid is only being distributed by the City of Frisco, but is not a City of Frisco formal solicitation process. This RFP process is for Frisco Bridges Association.

Frisco Bridges is zoned by the City of Frisco as a planned development, with a desire to create and sustain within the Development a high level of environmental and aesthetic quality for the mutual and reciprocal enjoyment and economic benefit of each Owner or Occupant of the Development. Total net acreage of the Development is 526.8677 net acres, with an estimated 158 property addresses (not all unique owners). Assessments are based on $1,600 per net acre of the Development. Regular annual assessments are due and payable in semi-annual installments, in advance, on the first day and 180th day of the fiscal year of the Association.

Common Amenity areas include median areas, landscape zones, Development detention areas, Central Park, and any area within the Development designated as a common use property. This includes two detention lakes, and median areas-those areas between lanes of opposing traffic on Parkwood Blvd., Gaylord Parkway, and Warren Parkway within the Development.

Proposals will be received at the City of Frisco George A. Purefoy Municipal Center, 6101 Frisco Square Blvd., Frisco, Texas 75034 until 5:00 p.m. on Thursday, March 26, 2026. All proposals must be clearly marked, “FRISCO BRIDGES PROPERTY MANAGEMENT SERVICES PROPOSAL – ATT: DANIEL FORD” and shall be delivered to the City Information office during the business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except holidays. In lieu of submitting a hard copy proposal, proposals may be submitted through Bonfire:

https://friscotexas.bonfirehub.com. The bid documents are available through Bonfire and vendors may register at https://friscotexas.bonfirehub.com/portal. Note that bids must be received on Bonfire by the due date and time in order to be considered. Any bid that is not received on time will not be considered. Bid submissions and registration are free of charge, for more information on being a vendor visit the vendor portal at the link provided above.

It should be understood that the final fee may be negotiated with the Board or designated representatives. All submitted proposals will be reviewed and analyzed and the proposals which best meet the Association’s needs will be selected for further analysis and negotiation. The Board reserves the right, in its sole discretion during the selection process, to reject any or all proposals or any portion without exception or explanation. For questions regarding this RFP you may contact Daniel Ford, City of Frisco, at (972)292-5545, or dford@friscotexas.gov.

https://friscotexas.bonfirehub.com/portal https://friscotexas.bonfirehub.com/portal mailto:dford@friscotexas.gov

1.0 BACKGROUND

Frisco Bridges Association Board of Directors is soliciting proposals for a full-service property management company to manage the Frisco Bridges Association in the city of Frisco, Collin County, TX. Proposals are for a two (2) year Agreement, with an option to extend for additional terms.

2.0 SCOPE OF SERVICES

The Board is seeking proposals for Property Management Services for this association and its common area improvements.

Within the Property Management Scope of Services, the respondents selected must:

1. Execute, administer and enforce the terms of the Bylaws of Frisco Bridges Association and Frisco Bridges Declaration of Protective Covenants, in compliance with federal, state and local laws.

2. Collect assessments, fees and late charges; send delinquency notices, serve notices, or file liens or other enforcement measures allowed through the Bylaws of Frisco Bridges Association and Frisco Bridges Declaration of Protective Covenants.

3. Manage and resolve conflicts among property owners and citizens. Document and keep a record of communications with property owners on issues and complaints, and resolutions to such.

4. Implement a mechanism for receiving and following up on service requests.

Provide emergency maintenance service and report emergencies to the Board by the next business day.

5. Monitor properties on a regular basis for routine repairs and preventive maintenance, contracting with subcontractors to provide repair, maintenance, landscaping and other services, as needed.

6. Ensure independent contractors have necessary licensing and insurance coverage to adequately protect the Association.

7. Maintain property in compliance with City of Frisco Code or applicable State codes and guidelines. Ensure that all laws and rules are enforced.

8. Submit digital pictures of each common area maintained to the Board on a quarterly basis.

9. Perform and record an annual inspection of common areas maintained.

10. Assist the Board in capital improvements and rehabilitation-related scheduling.

11. Open and manage separate banking accounts for Board finances.

12. Provide bank statements and reconciliations monthly.

13. Provide a detailed quarterly management report to the Board to include:

• Assessment collection, delinquencies, updated property owner lists, and vacancies

• Revenues and expenditures

• Monthly maintenance, preventive maintenance and requested maintenance

• Log of onsite property visits by property management representative(s)

• Current and pending legal matters

3.0 REQUIRED QUALIFICATIONS

The ideal property management firm must:

1. Have reasonable and working knowledge and understanding of the general principles and responsibilities of property management, including the laws and best practices concerning property management responsibilities and required insurance.

2. Hold a current inventory of commercial properties that exceed minimum standards of environmental and aesthetic quality, compliance with local codes and ordinances, etc.

3. Possess a working knowledge of principles of business administration, marketing, accounting, insurance, repairs and maintenance, taxation and public relations.

4. Carry a satisfactory fidelity bond on all employees whose duties involve the handling of funds and satisfactory liability insurance coverage that meets Board standards.

5. Have demonstrated the ability to work with a Board, code compliance and/or City officials.

6. Have access to skilled specialists for routine repair and maintenance work and have the ability to address property maintenance in a timely manner and property related emergencies on a 24-hour a day basis.

4.0 CONTRACT PERIOD

The agreement for services shall be for two (2) year period, commencing from the date of award, with the option to renew for additional terms. Contractor’s performance will be formally reviewed on an annual basis.

5.0 PROPOSAL FORMAT GUIDELINES

In order to maintain uniformity with all proposals submitted, it is requested that the Consultant’s proposal include the following information. Proposal content, completeness, clarity and conciseness are essential and will be considered when assessing the proposer’s capabilities.

1. COVER

The cover should clearly display the title of this RFP “Frisco Bridges Property Management Services Proposal”

Each submittal should have tabs numbered with the following categories:

2. EXECUTIVE SUMMARY

Provide a cover letter that serves as the executive summary of the proposal limited to no more than two (2) pages. This letter should include the firm’s understanding of the work to be performed. In addition, state why the firm believes it to be the best qualified to perform the services requested. Also, state the Management contact (Name, title, email and phone number of the representative authorized to sign an agreement for the firm) and Project Manager (Name and title of the person responsible for day-to-day management of the project).

3. INTRODUCTION

Provide general information about your firm including size, scope of practice, years in business, number of employees, and office location. State the legal name, address, and legal structure of your firm.

Description of relevant experience including the location, size, and duration of properties managed and a description of the role of management.

4. REPORTS

Copies of typical monthly/annual reports.

5. APPROACH TO SCOPE OF SERVICES

Provide a detailed overview of how your company, if selected, would address all items set forth in the “Scope of Services” section of this RFP. Additional information must be clearly identified. The items must be addressed in the order in which they appear in the “Scope of Services” section.

6. PROGRAM TEAM AND MANAGEMENT

Listing of the staff and management proposed for the Services to be provided, as well as an organization chart.

Experience of and resumes of proposed personnel to be used.

7. REFERENCES

List similar services performed within the last five (5) years and when performed. Provide the names, email addresses, and telephone numbers of person(s) who can be contacted with regard to the services that were provided.

8. COST PROPOSAL

Provide a monthly property management service fee offered to fulfill the Scope of Services as outlined in “Section 2” of the proposal document. If there is a specific service that the company provides that has not been called out in the Scope of Service but will be included as a service in the specified fee; or if there is a service within the scope service that will not be covered by the monthly service fee proposal, please specify the fee in this section. Attach additional sheets if needed. Costs shall include any and all incidental expenses related to completing the Scope of Services outlined in this RFP.

Proposed fee structure must be broken down by each potential year that the contract may be extended (initial two (2) year term and optional annual extensions.

9. CONTRACT FORM

Please provide your proposed contract form for Frisco Bridges, or the standard contract template that you would propose for this engagement. Please include any agreements, exhibits, or related documents that you would require to be executed by Frisco Bridges.

6.0 SELECTION CRITERIA

In addition to price, the Board reserves the right to consider factors other than price when determining the “most qualified bidder”. Each proposal must be complete and accurately follow the Required Proposal Format outlined in the RFP. Each proposal will be evaluated on, but not limited to, the following:

1. Qualifications, background, and prior experience;

2. The responsiveness of the RFP tasks as identified in the “Scope of Services” section;

3. References and past performance on contracts in terms of quality of work;

4. Cost proposal.

7.0 AWARD TERMS

General Provision – The award of contracts shall be at the sole discretion of the Board. It is the intent to make an award to one Contractor for all items although the Board reserves the right to make multiple awards depending on the needs and best interests of the Board. The Board may accept or reject any or all proposals in whole or in parts and may waive informalities in the process. The contents of the proposal from the selected Consultant will become the basis for a contractual obligation when the award is made.

Professional Services – Award will be made to the most qualified Consultant that is determined to be the most advantageous to the Board at a reasonable price.

TERMS AND CONDITIONS

a) Applicable Laws – The laws of the State of Texas will govern the contract.

The applicable law for any legal dispute arising out of the contract shall be the law of the State of Texas. The Bidder shall comply with all federal, state, county and local laws concerning this type of commodity/service. All system provided by the Bidder shall comply with all applicable federal, state, and local building, fire, safety, and electrical codes and all relevant industry standards.

b) Appropriation of Funds – If the term of this agreement extends into fiscal years subsequent to that in which it was approved, such continuation of the contract is subject to the appropriation of funds for such purpose by the Board.

If funds to affect such continued payment are not appropriated, the Bidder agrees to terminate any goods or service supplied to the Board under this agreement.

c) Assignment – The Bidder shall, under no circumstances, assign any contract issued as a result of this proposal by any means whatsoever, or any part thereof to another party without express written permission of the Board.

d) Award of Contract – A contract may be awarded as a result of this RFP and may require approval by the Board. If the awarded vendor imposes additional terms or conditions after the award of a contract, the award may be rescinded, and the Contract will be canceled.

e) Bidder's Cost to Develop a Response – Costs for developing a response to this solicitation are entirely the obligation of the Bidder and shall not be chargeable in any manner to the Board.

f) Default of Vendor - The Board shall hold the vendor responsible for any damage, which may be sustained because of the failure or neglect of the vendor to comply with any term or condition, listed herein.

g) Permits and Licenses – The Bidder shall secure or maintain in force during the period covered by any contract resulting from this specification all licenses and permits required by law for the operation of their business.