1-River Walk Homes RFP.pdf

CITY OF JOLIET | RIVER WALK HOMES

CITY OF JOLIET

REQUEST FOR PROPOSALS

Interim Property Management Services

River Walk Homes | 350 North Broadway Street, Joliet, Illinois 60435

RFP / Contract No. 3012-1026

Issued By City of Joliet, on behalf of Riverwalk Homes LLC

Contracting Entity Riverwalk Homes LLC

Proposal Due 09/21/2026 at 12 p.m.

Submission Method Euna Procurement (Bonfire)

Anticipated Start October 1, 2026, or as soon thereafter as authorized

Initial Term One year, with renewal option(s) subject to approval

1. Invitation and Purpose

The City of Joliet (the “City”), acting on behalf of Riverwalk Homes LLC (the “Owner”), invites qualified professional property management firms to submit proposals to provide interim management services for River Walk Homes. The selected firm will assume comprehensive day-to-day management of the property following the expiration or conclusion of the current management arrangement after September 30, 2026.

The purpose of this procurement is to secure a highly qualified management firm capable of maintaining uninterrupted resident services, preserving the property, administering project-based Section 8 requirements, maintaining accurate financial controls, and supporting the Owner during a period of transition and anticipated redevelopment planning.

Only firms determined to meet the minimum qualifications may be invited to participate in an interview. The City and Owner may use the interview to clarify a firm’s experience, staffing, transition plan, proposed fee, and approach to property operations.

2. Property and Ownership Background

River Walk Homes is an existing affordable multifamily community located at 350 North Broadway Street in Joliet, Illinois. The development was formerly known as Evergreen Terrace Apartments.

Riverwalk Homes LLC owns the property and is comprised of the City of Joliet and Holsten Real Estate Development Corporation.

Property River Walk Homes

Address 350 North Broadway Street, Joliet, Illinois 60435

Existing Units 356 total residential units

Rental Assistance 356 project-based Section 8 assisted units under two HUD HAP contracts

Current HAP Allocation Contract IL06E000139: 241 units; Contract IL06E000140: 115 units

Existing Improvements Seven residential structures and a community center

Current Manager Holsten Management Corporation The property is within the Bicentennial Bluffs Choice Neighborhood planning area. Redevelopment concepts and schedules remain subject to further review, financing, approvals, and resident processes.

The selected manager must be able to operate the existing property while coordinating with the Owner and its partners regarding any approved transition or redevelopment activities.

3. Contract Structure, Start Date, and Transition

The anticipated commencement date is October 1, 2026, or as soon thereafter as the Owner issues written authorization to proceed. Proposers must be prepared to begin transition activities promptly upon selection and to assume operational responsibility without interruption.

The initial contract term will be one year. The Owner may approve one or more renewals or extensions based on performance, continuing need, funding, redevelopment timing, and mutually acceptable terms. Any renewal is at the Owner’s discretion and is not guaranteed.

Riverwalk Homes LLC will execute the management agreement. The selection and final agreement will be subject to the approvals required by the Owner, including approval by Holsten as applicable.

The City’s issuance of this RFP does not itself create a contractual obligation.

4. Scope of Services

The selected management firm will provide all personnel, supervision, systems, policies, and expertise necessary for complete and compliant operation of River Walk Homes. At a minimum, services will include the following.

4.1 Transition and Mobilization

• Develop and implement a detailed transition plan, including staffing, resident communications, transfer of records, bank-account controls, vendor assignments, keys, access systems, and emergency contacts.

• Coordinate with the Owner, current manager, HUD, residents, vendors, utility providers, insurers, and other parties as authorized.

• Review and reconcile tenant ledgers, accounts receivable, accounts payable, security-deposit records, operating accounts, work orders, leases, certifications, inspection records, and other property files.

• Identify immediate operational, compliance, life-safety, financial, staffing, and maintenance risks and present a prioritized corrective-action plan.

4.2 On-Site Management and Resident Services

• Provide qualified on-site management and administrative staffing sufficient for a 356-unit assisted property, including appropriate after-hours coverage.

• Maintain regular office hours and accessible communication methods for residents.

• Receive, document, investigate, and resolve resident inquiries, complaints, reasonable-accommodation requests, lease violations, and grievances in a professional and timely manner.

• Administer leases, house rules, move-ins, move-outs, transfers, notices, and enforcement actions in compliance with applicable requirements.

• Coordinate resident notices and meetings related to property operations and, when directed, approved redevelopment or relocation activities.

4.3 Occupancy and Project-Based Section 8 Administration

• Administer the property’s project-based Section 8 program and HAP contracts in accordance with HUD requirements and Owner directives.

• Process applications, eligibility determinations, waiting-list activity, annual and interim recertifications, income and asset verifications, tenant rent calculations, utility allowances, and required notices.

• Maintain complete, audit-ready tenant files and required electronic submissions, including applicable TRACS/EIV functions or successor HUD systems.

• Track vacancies, minimize unit turnaround time, market available units, and maintain occupancy consistent with program and fair-housing requirements.

• Support HUD, Owner, lender, investor, or other authorized compliance reviews and promptly correct findings.

4.4 Rent Collection, Deposits, and Financial Management

• Collect tenant rent, charges, repayment-agreement amounts, and other receivables; post transactions accurately and pursue delinquencies in accordance with approved policies and law.

• Establish, administer, and reconcile property operating accounts as directed by the Owner, with appropriate internal controls and separation of duties.

• Hold and account for security deposits in compliance with applicable law, the management agreement, and Owner requirements.

• Pay approved operating expenses, utilities, contracts, payroll, taxes, insurance, and other property obligations from authorized accounts.

• Prepare annual operating budgets, monthly variance reports, cash-flow projections, bank reconciliations, general ledgers, accounts-receivable and accounts-payable reports, and year-end financial packages.

• Cooperate with audits and provide records in the format and frequency required by the Owner, HUD, lenders, investors, or other authorized parties.

4.5 Maintenance, Work Orders, and Physical Operations

• Provide routine, preventive, corrective, emergency, unit-turnover, grounds, janitorial, pest-control, and seasonal maintenance services.

• Maintain a 24-hour emergency response system and document response and resolution times.

• Operate a work-order system that permits prioritization, tracking, quality control, resident follow-up, and regular reporting.

• Inspect units, buildings, common areas, systems, and grounds on an appropriate schedule and maintain the property in safe, sanitary, and habitable condition.

• Procure and supervise qualified vendors and contractors in accordance with Owner-approved purchasing controls and applicable requirements.

• Prepare scopes, estimates, and recommendations for repairs or capital needs that exceed the manager’s delegated authority; obtain written approval before proceeding except where immediate action is necessary to protect life or property.

• Maintain inventories, warranties, equipment records, keys, and required inspection and compliance documentation.

4.6 Security and Emergency Preparedness

• Coordinate property security operations, access controls, incident reporting, and relationships with emergency responders and authorized security vendors.

• Maintain and periodically test emergency, disaster, fire, severe-weather, utility-failure, and business-continuity procedures.

• Promptly report material incidents, resident displacement, casualty loss, suspected fraud, significant code issues, and threats to health or safety to the Owner.

4.7 Staffing and Human Resources

• Recruit, employ, supervise, train, schedule, and evaluate all management and maintenance personnel assigned to the property.

• Provide a designated senior executive with authority and accountability for the engagement and an experienced on-site property manager.

• Complete appropriate background screening and ensure that assigned personnel possess required licenses, certifications, and training.

• Provide staffing continuity and obtain Owner approval before replacing key personnel identified in the proposal, except in emergencies.

4.8 Legal and Regulatory Compliance

• Comply with all applicable federal, state, and local laws, regulations, ordinances, contracts, and program requirements, including fair housing, accessibility, landlord-tenant, lead-based paint, Section 8, labor, privacy, and records-retention requirements.

• Coordinate evictions, collections, legal notices, and other legal matters with counsel approved by the Owner. The manager may not initiate material litigation or settlement without required authorization.

• Maintain required licenses, registrations, policies, insurance, and bonds throughout the contract term.

4.9 Owner Reporting and Meetings

• Provide a written monthly management report no later than the date established in the management agreement.

• At minimum, report occupancy, vacancies, applications, rent collections, delinquencies, HAP receipts, bank balances, budget variance, accounts payable, security deposits, work orders, inspections, incidents, staffing, vendor activity, compliance deadlines, and material risks.

• Attend regular meetings with the Owner and other authorized parties and provide additional reports or records reasonably requested.

• Immediately escalate urgent health, safety, legal, financial, HUD-compliance, resident-relations, or reputational matters.

4.10 Redevelopment and Special Coordination

• Continue normal property operations while cooperating with approved planning, financing, design, inspection, rehabilitation, demolition, relocation, or redevelopment activities.

• Provide accurate resident, unit, occupancy, financial, maintenance, and compliance data needed for planning and approvals, subject to privacy requirements.

• Do not communicate unapproved redevelopment commitments, relocation benefits, schedules, or outcomes to residents or third parties.

5. Minimum Qualifications

A proposer must demonstrate, at minimum, that it possesses the following qualifications. The City or Owner may determine that a proposer failing to establish any material qualification is not eligible for further consideration.

• At least five years of successful multifamily property-management experience, with substantial experience managing affordable housing.

• Demonstrated experience with project-based Section 8 properties, HUD HAP contracts, tenant certifications, TRACS/EIV, HUD inspections, and compliance reviews.

• Experience managing a property comparable in scale or complexity to a 356-unit multifamily development.

• Capacity to mobilize and assume management beginning October 1, 2026, or promptly thereafter.

• A qualified proposed on-site manager and adequate management, accounting, compliance, maintenance, and emergency-response staffing.

• Appropriate Illinois licensing, registrations, insurance, financial capacity, and authority to perform the services.

• No unresolved debarment, suspension, material regulatory restriction, or conflict that would prevent the firm from performing the work.

• Ability to furnish references and authorize verification of performance, compliance history, claims, and litigation disclosures.

6. Proposal Requirements

Proposals should be concise, complete, and organized in the order below. Marketing material may be included only where it directly supports the response.

1. Cover letter signed by an officer authorized to bind the firm, including the legal name, address, contact person, telephone number, email address, and acknowledgment of all addenda.

2. Executive summary describing the firm’s interest, understanding of the assignment, principal strengths, and readiness to begin after September 30, 2026.

3. Firm profile, ownership structure, years in business, office locations, organizational chart, licenses, and total units under management by housing type and subsidy program.

4. Relevant experience, including at least three comparable affordable or HUD-assisted properties. Identify unit count, subsidy type, location, period managed, services provided, and client reference.

5. Proposed transition and management approach, including a 30-, 60-, and 90-day mobilization plan, resident communication strategy, risk review, record transfer, and continuity measures.

6. Staffing plan identifying the proposed executive lead, on-site manager, compliance lead, accounting lead, maintenance supervisor, and after-hours coverage. Include resumes and expected time commitment.

7. Section 8 and compliance approach, including certifications, file controls, HAP reconciliation, inspection readiness, quality assurance, and experience resolving findings.

8. Maintenance and emergency-response plan, including work-order systems, preventive maintenance, unit turns, vendor oversight, response standards, and after-hours procedures.

9. Financial-management approach, including rent collection, security deposits, operating accounts, approvals, segregation of duties, reporting systems, and sample monthly reports.

10. Technology and data-security systems proposed for property management, accounting, work orders, resident communication, document retention, privacy, and transition of Owner data.

11. Disclosure of current or threatened litigation, regulatory findings, HAP abatements, contract terminations, defaults, debarments, criminal matters, or professional-license actions during the past five years that may be relevant to the engagement.

12. References and authorization for the City and Owner to contact clients, agencies, lenders, investors, and other relevant parties.

13. Required City forms and certifications included in the official proposal packet, as applicable.

14. Separate fee proposal completed in the format described below.

7. Fee Proposal

No management fee has been predetermined. Proposers must submit a complete fee proposal sufficient to evaluate the total expected cost of management. Clearly state all assumptions, exclusions, pass-through costs, and services requiring additional approval. The Owner reserves the right to negotiate fees and contract terms with the highest-ranked proposer.

Fee Component Proposed Amount / Rate Explanation and Assumptions

Base property management fee __________ % of collected revenue or $__________/m onth

Initial transition / mobilization

On-site personnel included in base fee Included / Not included

Identify positions

Maintenance personnel included in base fee

Included / Not included

Identify positions

Accounting / compliance services Included /

After-hours emergency coverage Included /

Unit-turn or maintenance markups __________ % Describe basis Procurement / vendor markups __________ % Describe basis Legal / eviction administration Included /

Exclude attorney fees if applicable

Other fees or reimbursable expenses $____________

Itemize fully

9. Interviews and Property Walk-Throughs

The City and Owner anticipate interviewing qualified management firms. Firms should be prepared to discuss their transition schedule, staffing availability, Section 8 expertise, financial controls, maintenance systems, resident relations, emergency response, and proposed fee structure.

Property walk-throughs are expected to occur after interviews and will be limited to firms selected for that phase, unless the City issues different instructions by addendum. Walk-throughs will be coordinated to protect residents, maintain security, and ensure equal access to material procurement information. Firms may not contact residents or property staff independently.

10. Questions, Communications, and Submission

All procurement questions and communications must be submitted exclusively through the City’s Euna Procurement (Bonfire) platform in accordance with the published instructions. Responses provided through the platform, including Public Notices and Public Q&A, are official addenda.

Proposers may not rely on oral statements or communications made outside the platform.

Proposals must be received through Euna Procurement (Bonfire) by the deadline stated in the final solicitation. Late, incomplete, or improperly submitted proposals may be rejected. The City’s required proposal packet, certifications, and related forms will be incorporated into or attached to the final solicitation.

11. Insurance, Indemnification, and Contract Requirements

The selected firm must satisfy the insurance, indemnification, licensing, disclosure, and contractual requirements included in the final City proposal packet and management agreement. Final coverage types and limits will be established by the City and Owner before issuance. Proposers should identify any requested exceptions in their proposals; silence will be treated as acceptance of the final solicitation requirements.

The selected firm may be required to provide evidence of commercial general liability, automobile liability, workers’ compensation, employer’s liability, professional or errors-and-omissions liability, cyber/privacy liability, crime or fidelity coverage, and any other coverage appropriate to its custody of funds, records, resident information, and property operations.

12. Reservation of Rights

The City and Owner reserve the right, to the extent permitted by applicable law and governing documents, to reject any or all proposals; waive informalities or minor irregularities; request clarification or additional information; verify qualifications; conduct interviews and reference checks;

modify or cancel the procurement; negotiate scope, fees, staffing, and contract terms; and award in the best interests of River Walk Homes and its residents. Costs incurred in preparing or presenting a proposal are the proposer’s responsibility.

The final management agreement will control in the event of a conflict with this RFP. No proposer acquires any right to award, reimbursement, or contract by submitting a proposal, participating in an interview, or attending a walk-through.

Appendix A — Proposal Submission Checklist

• ☐ Signed cover letter and addenda acknowledgment

• ☐ Executive summary

• ☐ Firm profile and organizational information

• ☐ Comparable property experience and references

• ☐ 30-/60-/90-day transition plan

• ☐ Management and staffing plan with resumes

• ☐ Section 8/HUD compliance approach

• ☐ Maintenance and emergency-response plan

• ☐ Financial controls and sample reporting

• ☐ Technology and data-security description

• ☐ Litigation, regulatory, and conflict disclosures

• ☐ Completed fee proposal

• ☐ Required City proposal forms and certifications

• ☐ Requested exceptions or deviations, clearly identified

END OF REQUEST FOR PROPOSALS