AHEC-26915-R_MSU Denver Student Housing Property Manager_Questions and Answers_FINAL.pdf

Answers to Questions Request for Proposal (RFP) AHEC-26915-R

Student Housing Property Management Services for MSU Denver

Section / Page / Attachment

Question Answer

Section 2.3.6.c Will MSU own the work order portal system or will this be included in our proposed services?

MSU Denver intends to own the work portal, but once the work is entered, the work can be managed as contractor sees fit.

Section 2.3.6.f Should we include the vendors listed here in our proposed pricing or will MSU hold those contracts? If to be included in proposal can we get a list of MSU preferred vendors?

PM will hold contract with vendor.

The only preferred vendor at this time is Johnson Controls for building automation system.

Section 5.8 Are we to deliver projections for the first 5 years or for the entire potential term of the contract assuming all 5 – 1year extensions?

Entire potential contract.

Section 5.6 Should pre-opening support be budgeted as Transition / Startup Costs or embedded in Year 1 Fees?

Pre-opening should be included in transition/startup costs.

2.3.3.h The RFP grants unilateral approval authority up to $5,000 per occurrence. Does this cap apply per WO, per trade, per day, or per incident? Can related WOs be aggregated? Please define the approval workflow for >$5,000 actions and expected turnaround time.

Per incident.

Workflow to be defined after agreement.

Section 2.3.6.g PM must contract directly with AHEC’s current hauler. Please provide vendor name, existing SLAs, diversion goals, compost program specifications, and dock access rules.

The agreement with AHEC is annual and currently with Republic Services Inc. MSU Denver and PM can discuss adding the Summit House into the agreement to get the best pricing, and bill to the Summit House/MSU Denver as appropriate.

No current SLA or diversion goals to share – targets will be developed after the first year.

General Do submitters have permission to utilize University photographs and logos in our proposals?

Yes.

Operational boundaries

Retail/Dining Scope: Section 2.1

Section 2.1 excludes food service tenant space from "cleanable area".

Does the Property Manager have any maintenance responsibility for shared retail infrastructure, such as grease traps, loading docks, or common HVAC components serving those areas?

Loading dock is shared with primary responsibility falling under the Property Manager.

Common area HVAC is part of Property Manager responsibility.

Grease traps and anything specific to retail area will be under the food service tenants.

Operational boundaries

For exterior maintenance, the RFP defines the scope as 50 feet from utility points of connection. In the event of heavy snow or campus-wide emergencies, how is coordination handled between the Property Manager and AHEC Central Facilities?

Maintaining access to the building entrances/exits is on the Property Manager - AHEC maintains main roadways and sidewalks.

Coordination will be clearly defined after the building is built along with phase 2 of the building to determine exact line of delineation.

The 50 feet is an estimate at this time.

Operational boundaries

Does MSU Denver require any of the PM staff to live on-site, or is live-in presence restricted to University staff?

No live-on presence required.

Financial and contracting questions

Repairs over $5,000 require written authorization. What is the expected turnaround time for these approvals, and is there an established protocol for "emergency" repairs that exceed this limit after business hours?

Expectation is to make an area safe immediately, and if an emergency requires immediate response, an email authorization is sufficient. MSU Denver will have an on-call member that can provide decisions within 1 hour.

Financial and contracting

Is there existing operating or capital reserve funding? If so, how much?

Not at this time.

IT IT services for the 2nd floor C2 hub and 3rd floor offices are managed by MSU ITS. Will the PM be responsible for the physical cabling/infrastructure in these areas, or only the residential portions of the building?

Only residential areas, unless it is cabling that supports the student area running through an MSU ITS space. PM is also responsible for the incoming internet service provider cabling to support the residential areas.

Eval and Admin questions

Section 2.3.6

To better align our proposal, can the university disclose the specific "work order portal" currently in use by MSU Denver?

TMA Systems – PM will have access to it through a separate log in portal.

Eval and Admin

Section 5.5

Does the university have a preference for which KPIs (ex.

resident satisfaction vs. budget variance) are weighted most heavily in this calculation?

MSU Denver has not determined this yet.

Eval and Admin

Can the cover, cover sheet form, tabs and table of contents be excluded from the 50-page limit?

Yes

2.3.2(c)

Please expound on what portion of the scope of the Laundry services.

Will the third-party vendor be contracted with MSU-Denver and managed by the Property Manager or will the property manager include the contract in their base price?

Contracted through MSU Denver only.

Services to the laundry equipment shall be maintained by the Property Manager – plumbing/electric/HVAC.

Pre-Proposal Meeting

Please confirm the locations from the drawings set aside for the Property Manager to office, story supplies, and equipment, etc.

One office on 3rd floor, one space on 1st floor, storage space on every other floor, storage space in the penthouse, floor level custodial closets. Exact locations will be identified on drawings for the selected PM firm.

Sections 2.3.5(b) and 5.3

Section 2.3.5(b) states that Property Manager will include custodial supplies while section 5.3 suggests this is a passthrough expense.

Please clarify expectation for inclusion in Property Manager pricing.

Yes, it is a passthrough expense, and MSU Denver has an agreement currently, but will consider using the PM custodial pricing if beneficial to MSU Denver.

Exterior Maintenance

Will the Property Manager include Snow Removal and all exterior supplies such as ice melt in their base price?

Yes, but only immediately around the building. Main roadways and sidewalks are AHEC responsibility.

2.3.6 (f)

It is understood that the Property Manager will manage all contracts necessary for the maintenance of the property. Please confirm which of these will be contracted directly by MSU-Denver or should be included in the Property Managers base price.

(A) Fire Life Safety

(B) Elevator testing and

Maintenance

(C) Waste Hauling Management

(D) Pest Control

(E) Generator Maintenance and testing

(F) Snow removal

(G) Window Washing

Fire Life Safety – Yes, PM managed

Elevator testing and Maintenance – Yes, PM managed

Waste Hauling Management – through AHEC contractor

Pest Control – Yes, PM managed

Generator Maintenance and testing – Yes, PM managed

Snow removal – Yes, PM managed for sidewalks and entrances/exits immediately around the building. AHEC is responsible for main roadways and main sidewalks.

Window Washing – Yes, PM managed

Appendix B Sections 2 & 6

What is MSU-Denver’s identify management provider we will have to work with for integrating the Self- Service Resident Portal and the Integration and Synchronization Automation?

MSU Denver utilizes SailPoint for Identity and Account Management. Single Sign-On integration would be with our Microsoft Entra ID SSO.