5-Attachment A.pdf

SECTION 1 – GENERAL FIRM INFORMATION

1.1 Legal name of the company:

1.2 Authorized point of contact for the company:

Name: Title:

Email: Cell:

1.3 Address of office that would be providing services:

1.4 Number of years in Business:

1.5 Type of Operation: Individual ____ Partnership ____ Corporation ____

Limited Liability Company Other ____ (explain: )

1.6 Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

REQUIRED BY TEXAS EDUCATION CODE 44.031(b)(8): (Evaluation Factor: Whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state))

1.7 Total Number of Employees in the Company:

Total Number of Employees in the Company Employed in the State of Texas:

1.8 Does the company’s ultimate parent company or majority owner have its principal place of business in the State of Texas? ____YES ____NO

If no, please provide where the company’s principal place of business is located.

ATTACHMENT A – REQUIRED FORM

PROPOSAL QUESTIONNAIRE

SECTION 2 – QUALIFICATIONS & EXPERIENCE

(Evaluation Factor: Quality of the vendor’s goods or services, including Vendor's past relationship with the district (if any))

2.1 Organizational Experience:

a. Describe your firm’s experience providing property management services to governmental entities (ISDs, municipalities, housing authorities, state agencies).

b. Identify the number and type of properties currently managed.

c. Identify the number of years managing properties similar to those described in this RFP, preferably in Texas.

d. Describe experience managing vacant or public - owned properties (if applicable).

2.2 Personnel Qualifications:

a. Identify the proposed Property Manager and key personnel assigned.

b. Provide certifications (CPM, ARM, broker license, etc.).

c. Describe supervisory structure and reporting chain. Describe staffing coverage for evenings, weekends, and emergencies.

2.3 References: Provide at least three (3) references from governmental or comparable clients:

(Evaluation Factor: Reputation of the vendor and of the vendor's goods or services including past performance with the District if vendor has worked with the District previously)

REFERENCE 1:

Client:

Contact Name: Title:

Phone: Email:

Services Provided:

Dates:

REFERENCE 2:

Client:

Contact Name: Title:

Phone: Email:

REFERENCE 3:

Client:

Contact Name: Title:

Phone: Email:

2.4 Please indicate whether your company has previously had a contract directly with the

District or provided any goods/services to the District previously.

SECTION 3 – MANAGEMENT APPROACH

(Evaluation Factor: Quality of the Vendor’s Goods/Services and Extent to which the Goods/Services

Meet the District’s Needs)

3.1 Integration Plan: Describe your proposed integration plan if awarded the contract, including timeline and initial actions.

3.2 Maintenance & Operations:

a. Describe your preventative maintenance program.

b. Describe your emergency response procedures (include response times).

c. Explain your work order tracking system.

d. Describe vendor procurement and oversight procedures.

e. Describe capital improvement oversight capabilities.

3.3 Financial Management & Reporting:

a. Describe your budgeting process.

b. Provide a sample monthly financial report.

c. Describe internal accounting controls.

d. Explain how you monitor accounts receivable.

e. Describe audit support capabilities.

3.4 Safety, Security & Risk Management:

a. Describe procedures to prevent vandalism or deterioration.

b. Describe property inspection frequency.

c. Describe coordination with law enforcement or security vendors.

d. Describe insurance oversight and claims management.

e. Describe compliance monitoring for building codes and ADA.

3.5 Leasing & Marketing:

a. Describe your marketing strategy.

b. Describe tenant screening procedures.

c. Describe rent collection procedures.

d. Describe lease enforcement policies.

e. Provide average vacancy turnaround time for similar properties.

SECTION 4 – PERFORMANCE HISTORY (Evaluation Factor: Quality of the vendor’s goods or services)

4.1 Performance Metrics: Provide the following metrics for the past three (3) years:

a. Average vacancy rate:

b. Average days to turn unit:

c. Average work order completion time:

d. Budget variance percentage:

e. Delinquency rate:

4.2 Litigation & Claims:

a. List any litigation within the past five (5) years involving property management services.

b. List any contract terminations for cause.

c. Disclose any regulatory violations or license suspensions.

SECTION 5 – FEE PROPOSAL (Evaluation Factor: Purchase Price & Long-Term Cost)

5.1 Provide a complete breakdown of all fees:

Fee Type Amount Basis (Flat %) Included Services

Base Management Fee

Leasing Fee

Hourly Rates

Other Fees

Please be sure to indicate what fee structure your company would propose for the work prior to the initial properties to be constructed with the plan that they be available in 2026.

5.2 Reimbursable Expenses: List all reimbursable expenses and whether markup applies.

5.3 Long-Term Cost Considerations:

a. Describe any cost-saving strategies.

b. Describe technology used to improve efficiency.

c. Describe how your services reduce long-term maintenance costs.

SECTION 6 – FINANCIAL STABILITY (Evaluation Factor: Vendor’s Financial Responsibility)

6.1 Attach most recent audited or CPA-prepared financial statement

6.2 Confirm ability to maintain required insurance as set out in the attached Property

Management Services agreement.

SECTION 7 – ADDITIONAL VALUE

7.1 Describe any additional services or value-added features.

7.2 Describe technology platforms used (property management software).

7.3 Describe reporting dashboards available to the District.

7.4 Describe sustainability or energy management programs (if any).

SECTION 8 – FORM OF AGREEMENT AND CONTRACT EXCEPTIONS

By submitting a proposal, Proposer confirms Proposer has reviewed the form of agreement included with this Proposal package. Proposer is directed to pay special attention to the terms and conditions in this proposed form of agreement. Proposer may submit proposed revisions or modifications to this form of agreement for the District’s consideration; although, District is not obligated to accept any proposed revisions. Any revisions not requested with this Proposal may not be considered or rejected by Owner.

Provide any comments or requested changes to the form of contract.

PROPOSER CERTIFICATION AND ACKNOWLEDGMENTS

By signing below and submitting this Proposal, the undersigned Proposer certifies and agrees as follows:

The undersigned affirms that it has carefully reviewed the Request for Proposals, the proposed form of contract, and all related documents. The Proposer represents that it has independently evaluated all relevant factors necessary to submit an informed and responsible Proposal.

In submitting this Proposal, the undersigned Proposer agrees to the following:

1. Proposal Validity. To hold this Proposal open for acceptance for ninety (90) days following the submission deadline.

2. Right of Rejection. To accept the District’s right to reject any or all Proposals, waive informalities or irregularities, request clarifications, and accept the Proposal the District determines to provide the best value.

3. Execution of Contract. If awarded, to enter into and execute the proposed form of contract included in the RFP, subject to any negotiated modifications approved by the District.

4. Performance of Services. To perform the services in accordance with the Contract Documents and within the timeframes established therein.

5. Good Faith and Non-Collusion. That this Proposal is submitted in good faith, without collusion, agreement, or connection with any other person or entity submitting a Proposal for the same services, and in full compliance with all terms and conditions of the RFP.

6. Resources and Capability. That the Proposer will provide all personnel, supervision, tools, materials, equipment, and services necessary to perform the required services in accordance with the Contract

Documents.

7. Authority to Bind. That the individual signing this Proposal is duly authorized to enter into a binding contractual relationship on behalf of the Proposer.

8. Accuracy of Representations. That all certifications, disclosures, and representations made in this

Proposal are true and correct to the best of the Proposer’s knowledge.

9. No Improper Conduct. That the Proposer has not engaged in any collusion, price-fixing, anti-competitive behavior, or improper communications with District employees, Board members, or consultants regarding this procurement, except as expressly permitted through authorized procurement channels.

10. Debarment Status. That neither the Proposer nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal or state agency.

11. Waiver of Claims. By submitting this Proposal, the Proposer agrees to waive any claim against the

District, its trustees, officers, employees, agents, consultants, or evaluation committee members arising out of or relating to: the administration or evaluation of Proposals; the acceptance or rejection of any

Proposal; the waiver of any requirements under the RFP; and the selection or non-selection of any

Proposer.

The Proposer acknowledges that the District has no contractual obligation to any Proposer unless and until a written contract is fully executed by all parties and all required approvals have been obtained.

Printed Legal Name of Authorized Signatory:

Authorized Signature:

Title:

Date: