EVN0049658-_Property_Management_Services.pdf

REQUEST FOR PROPOSALS (RFP)

EVENT NO.: EVN0049658

EVENT TITLE: PROPERTY MANAGEMENT SERVICES

PRE-PROPOSAL CONFERENCE / SITE VISIT TO BE HELD:

August 5, 2026, at 11:00 AM (local time) Lakeside Towers, 7555 SW 152nd. Avenue, Miami, Florida 33193, Clubhouse

ISSUED BY MIAMI-DADE COUNTY:

Strategic Procurement Department Housing and Community Development Department

MIAMI-DADE COUNTY CONTACT FOR THIS SOLICITATION:

Cheryl Page, Procurement Contracting Officer 111 NW 1st Street, Suite 1300, Miami, Florida 33128

Telephone: (305) 375- 3835 E-mail: Cheryl.Page@miamidade.gov

PROPOSALS DUE:

SEE INFORMS

IT IS THE POLICY OF MIAMI-DADE COUNTY (COUNTY) THAT ALL ELECTED AND APPOINTED COUNTY OFFICIALS AND COUNTY EMPLOYEES SHALL ADHERE TO THE PUBLIC SERVICE HONOR CODE (HONOR CODE). THE HONOR CODE CONSISTS OF MINIMUM

STANDARDS REGARDING THE RESPONSIBILITIES OF ALL PUBLIC SERVANTS IN THE COUNTY. VIOLATION OF ANY OF THE

MANDATORY STANDARDS MAY RESULT IN ENFORCEMENT ACTION.

(SEE IMPLEMENTING ORDER 7-7)

Electronic Proposal responses to this RFP are to be submitted through a secure mailbox at Integrated Financial Resources Management System (INFORMS) until the date and time as indicated in this document. It is the sole responsibility of the Proposer to ensure its Proposal reaches INFORMS before the Solicitation closing date and time. There is no cost to the Proposer to submit a Proposal in response to a Miami-Dade County Solicitation via INFORMS. Electronic Proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files. Proposers must allow sufficient time to complete online forms and upload all Proposal documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded into INFORMS before the date and time of the INFORMS Solicitation End Date, or the system will stop the process and the submission will be considered late and will not be accepted. No part of a Proposal can be submitted via hardcopy, email, or fax. All expenses involved with the preparation and submission of Proposals to the County, or any work performed in connection therewith, shall be borne by the Proposer(s).

A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date. The County will only consider the latest version of the Proposal.

Requests for additional information or inquiries must be made in writing and submitted using the question/answer feature provided by INFORMS at https://supplier.miamidade.gov. The County will issue responses to inquiries and any changes to this Solicitation it deems necessary via written addenda issued prior to the Proposal due date and time (see Mandatory Online Forms and Addendum Acknowledgement Section of INFORMS site). Proposers who obtain copies of this Solicitation from sources other than through INFORMS risk the possibility of not receiving addenda and are solely responsible for those risks.

If you submit your proposal and subsequently an Addendum is issued, failure to resubmit the proposal by clicking on the “Submit Proposal” button, after acknowledging Addenda or making any edits to your proposal in INFORMS, will result in your proposal not being received by the County.

mailto:Cheryl.Page@miamidade.gov https://supplier.miamidade.gov/

1.0 PROJECT OVERVIEW AND GENERAL TERMS AND CONDITIONS

1.1 Introduction

Miami-Dade County, hereinafter referred to as the County, as represented by the Miami-Dade County Housing and Community Development (HCD) department, is soliciting proposals for property management services for several housing developments owned by Miami-Dade County.

This solicitation for property management services includes 34 Housing Assets. Each of the 34 Housing Assets may be supported by multiple funding sources, including Federal and Non-Federal funds. Proposers are required to submit proposals covering all Housing Assets.

The County anticipates awarding one contract for all Housing Assets, for a term of seven years.

The County intends to also pre-qualify Proposers to participate in a Property Management Pool, hereinafter referred to as the “Pool”, for non-recurring projects and for management of additional properties as needed. Pool members may be asked from time-to-time to provide additional property management services, on a work order basis, as requested by the County. The County reserves the right to seek future proposals to add new members to the Pool, at its sole discretion.

The anticipated schedule for this Solicitation is as follows:

Pre-Proposal Conference/Site Visit: See front cover for date, time, and place. Attendance is recommended but not mandatory.

Should you need an ADA accommodation to participate in Pre-Proposal Conference (i.e., materials in alternate format, sign language interpreter, etc.), please contact SPD’s ADA Coordinator five days prior to scheduled conference to initiate your request. The ADA Coordinator may be reached by phone at (305) 375-3088 or via email at: Mariela.Massarotti@miamidade.gov . TTY users may reach the ADA Office by calling the Florida Relay Service at 711.

Deadline for Receipt of Questions:

Proposal Due Date: See INFORMS Evaluation Process: August/September Projected Award Date: November

1.2 Definitions

The following words and expressions used in this Solicitation shall be construed as follows, except when it is clear from the context that another meaning is intended:

1. The words “Competitive Selection Committee” to mean the group of individuals who are tasked with reviewing, evaluating and scoring the

Proposals submitted in response to this RFP.

2. The word “Contractor” to mean the Proposer that receives any award of a contract from the County because of this Solicitation, also to be known as “the prime Contractor”.

3. The word “County” to mean Miami-Dade County, a political subdivision of the State of Florida.

4. The words "Housing Allowance" to mean a compensation amount provided to an employee to offset the cost of onsite rental housing.

5. The words “Housing Assets” to mean real property, including but not limited to land and buildings, owned or controlled by an individual or entity, and considered a valuable resource capable of generating income or appreciating in value.

6. The words “Joint Venture” to mean an association of two or more persons, partnerships, corporations, or other business entities under a contractual agreement to conduct a specific business enterprise for a specified period with both sharing profits and losses. The Joint Venture must be a legally formed entity prior to Proposal submission.

mailto:Mariela.Massarotti@miamidade.gov

7. The words "Licensed Software" to mean the software component(s) provided pursuant to the Contract.

8. The words "Management Fee” to mean a recurring charge paid to the selected Proposer for property management services of an income producing property.

9. The words “Management and Occupancy Review” (MOR) to mean, the monitoring of property operations that is required to ensure that HUD’s multifamily housing programs are administered to identifying deficiencies to eliminate fraud, waste, and mismanagement.

10. The words “Mixed Income” to mean multifamily developments that include a mix of market-rate and dedicated/set aside affordable units

(restricted to low-income households) in the same building or development.

11. The words “National Standards for the Physical Inspection of Real Estate (NSPIRE) to mean HUD’s modernized framework for evaluating the physical condition of HUD-assisted housing.

12. The words “Property Eligible Expense” to mean any expense that is necessary, reasonable, and directly tied to the operation, maintenance, or upkeep of a housing asset.

13. The word “Proposal” to mean the properly signed and completed written good faith commitment submitted by the Proposer in response to this Solicitation, as amended or modified through negotiations.

14. The word “Proposer” to mean the person, firm, entity or organization, as stated on the Submittal Form, submitting a Proposal to this Solicitation.

15. The words “Real Estate Assessment Center” to mean a division of the U.S. Department of Housing and Urban Development that evaluates the physical condition and financial performance of federally assisted housing properties to help ensure they are safe, decent, and well maintained.

16. The words “Rent Concession” to mean a temporary discount or incentive offered by a landlord to make a rental property more attractive to tenants.

17. The word “Responsible Proposer” shall refer to a Proposer that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

18. The words “Responsive Proposer” shall refer to a Proposer that has submitted a Proposal that conforms in all material aspects to the

Solicitation.

19. The words “Scope of Services” to mean Section 2.0 of this Solicitation, which details the work to be performed by the Contractor.

20. The word “Solicitation” to mean this Request for Proposals (RFP) or Request for Qualifications (RFQ) document, and all associated addenda and attachments.

21. The word "Subcontractor" or “Subconsultant” to mean any person, entity, firm, or corporation, other than the employees of the Contractor, who furnishes labor and/or materials, in connection with the Work, whether directly or indirectly, on behalf and/or under the direction of the Contractor and whether or not in privity of Contract with the Contractor.

22. The words “Waiting List Management” to mean the process used by the selected Proposer to ensure that the wait for a unit does not become excessive.

23. The words “Work”, “Services”, “Program”, or “Project” to mean all matters and things that will be required to be done by the Contractor in accordance with the Scope of Services, and the terms and conditions of this Solicitation.

1.3 General Proposal Information

Pursuant to Florida Statutes Section 287.05701, Proposers are hereby notified that the County will not request documentation of, or consider, the social, ideological or political interests of a Proposer when determining if a Proposer is a responsible vendor nor will the County give preference to a Proposer based on the Proposer’s social, ideological or political interests.

The County may, at its sole and absolute discretion, reject any and all or parts of any or all Proposals; accept parts of any and all Proposals;

further negotiate project elements including but not limited to project fees, revenues or pricing; postpone or cancel at any time this Solicitation process; or waive any irregularities in this Solicitation or in the Proposals received as a result of this process. In the event that a Proposer wishes to take an exception to any of the terms of this Solicitation, the Proposer may clearly indicate the exception in its Proposal. The County may treat the Proposer's inclusion of exceptions, assumptions or alternate terms in the Proposal as requests to negotiate project elements, and the inclusion of same may not result in the Proposal being deemed non-responsive. The County is not bound to accept any exceptions, assumptions or alternates during negotiations, and the County shall consider a Proposal submitted to be an offer to supply goods or services in strict compliance with the terms of this Solicitation. Exceptions, assumptions or alternates may be considered by the County during negotiations to the extent such exceptions, assumptions or alternates do not materially change any provision of the Solicitation. The County reserves the right to request and evaluate additional information from any Proposer regarding Proposer’s responsibility after the submission deadline as the County deems necessary.

The Proposer’s Proposal will be considered a good faith commitment by the Proposer to negotiate a contract with the County, in substantially similar terms to the Proposal offered and, if successful in the process set forth in this Solicitation and subject to its conditions, to enter a Contract substantially in the terms herein. Proposer’s Proposal shall be irrevocable until Contract award unless the Proposal is withdrawn. A Proposal may be withdrawn in writing only, addressed to the County contact person for this Solicitation, prior to the Proposal due date and time, or upon the expiration of one hundred eighty (180) calendar days after the opening of Proposals.

As further detailed in the Submittal Form, Proposers are hereby notified that all information submitted as part of, or in support of Proposals will be available for public inspection after opening of Proposals, in compliance with Chapter 119, Florida Statutes, (the "Public Record Law”)

Any Proposer who, at the time of Proposal submission, is involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer, under federal bankruptcy law or any state insolvency law, may be found non-responsible.

To request a copy of any code section, resolution and/or administrative/implementing order cited in this Solicitation, contact the Clerk of the Board at (305) 375-5126, Monday- Friday, 8:00 a.m. – 4:30 p.m.

1.4 Cone of Silence

Pursuant to Section 2-11.1(t) of the Code of Miami-Dade County, as amended (the “Code”), a “Cone of Silence” is imposed upon each RFP or RFQ after advertisement and terminates at the time a written recommendation is issued. The Cone of Silence prohibits any communication regarding RFPs or RFQs between, among others:

potential Proposers, service providers, lobbyists or consultants and the County’s professional staff including, but not limited to, the County

Mayor and the County Mayor’s staff, County Commissioners or their respective staffs;

the County Commissioners or their respective staffs and any member of the County's professional staff, other than any professional staff member who is designated by the County Mayor to engage in such communications; or potential Proposers, service providers, lobbyists or consultants, any member of the County’s professional staff, the Mayor, County

Commissioners or their respective staffs and any member of the respective Competitive Selection Committee.

The provisions do not apply to, among others, the following:

oral communications with the staff of the Vendor Outreach and Support Services Section, the responsible Procurement Contracting

Officer (designated as the County’s contact on the face of the Solicitation), provided the communication is limited strictly to matters of process or procedure already contained in the Solicitation document;

oral communications at pre-Proposal conferences and oral presentations before Competitive Selection Committees during any duly noticed public meeting, public presentations made to the Board of County Commissioners (the “Board”) during any duly noticed public meeting;

recorded contract negotiations and contract negotiation strategy sessions; or communications in writing at any time with any County employee, official or member of the Board of County Commissioners unless specifically prohibited by the applicable RFP or RFQ documents.

When the Cone of Silence is in effect, all potential vendors, service providers, bidders, lobbyists and consultants shall file a copy of any written correspondence concerning the particular RFP or RFQ with the Clerk of the Board, which shall be made available to any person upon request.

The County shall respond in writing (if County deems a response is necessary) and file a copy with the Clerk of the Board, which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Clerk of the Board at clerkbcc@miamidade.gov.

All requirements of the Cone of Silence policies are applicable to this Solicitation and must be adhered to. Any and all written communications regarding the Solicitation are to be submitted only to the Procurement Contracting Officer with a copy to the Clerk of the Board. The Proposer shall file a copy of any written communication with the Clerk of the Board. The Clerk of the Board shall make copies available to any person upon request.

1.5 Communication with Competitive Selection Committee Members Proposers are hereby notified that direct communication regarding this Solicitation, written or otherwise, to individual Competitive Selection Committee Members or, to the Competitive Selection Committee as a whole, are expressly prohibited. Any oral communications with Competitive Selection Committee Members other than as provided in Section 2-11.1 of the Code, are prohibited.

1.6 Public Entity Crimes

Pursuant to Paragraph 2(a) of Section 287.133 of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal for a contract to provide any goods or services to a public entity; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit Proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

1.7 Lobbyist Contingency Fees

a) In accordance with Section 2-11.1(s) of the Code, after May 16, 2003, no person may, in whole or in part, pay, give or agree to pay or give a contingency fee to another person. No person may, in whole or in part, receive or agree to receive a contingency fee.

b) A contingency fee is a fee, bonus, commission or non-monetary benefit as compensation which is dependent on or in any way contingent upon the passage, defeat, or modification of: 1) any ordinance, resolution, action or decision of the County Commission; 2) any action, decision or recommendation of the County Mayor or any County board or committee; or 3) any action, decision or recommendation of any County personnel during the time period of the entire decision-making process regarding such action, decision or recommendation which foreseeably will be heard or reviewed by the County Commission or a County board or committee.

1.8 Collusion

In accordance with Section 2-8.1.1 of the Code, where two (2) or more related parties, as defined herein, each submit a Proposal for any contract, such Proposals shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related parties in preparation and submittal of such Proposals. Related parties shall mean Proposer, the principals, corporate officers, and managers of the Proposer; or the spouse, domestic partner, parents, stepparents, siblings, children or stepchildren of a Proposer or the principals, corporate officers and managers thereof which have a direct or indirect ownership interest in another Proposer for the same contract or in which a parent company or the principals thereof of one Proposer have a direct or indirect ownership in another Proposer for the same contract. Proposals found to be collusive shall be rejected. Proposers who have been found to have engaged in collusion may be considered non-responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default.

1.9 Contracting with Entities of Foreign Countries of Concern Prohibited By submitting a proposal or otherwise entering into, a contract under this Solicitation, the Proposer affirms that it is not in violation of Section 287.138, Florida Statutes (F.S.) titled Contracting with Entities of Foreign Countries of Concern Prohibited. Proposer further affirms that it is not giving a government of a foreign country of concern, as listed in Section 287.138, F.S., access to an individual’s personal identifying information if: a) the Proposer is owned by a government of a foreign country of concern; b) the government of a foreign country of concern has a controlling interest in the Proposer; or c) the Proposer is organized under the laws of or has its principal place of business in a foreign country of concern as is set forth in Paragraphs 2(a)–(c) of Section 287.138, F.S.

mailto:clerkbcc@miamidade.gov

This affirmation by the Proposer shall be in the form attached to this Solicitation as Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit.

1.10 Kidnapping, Custody Offenses, Human Trafficking and Related Offenses Affidavit By entering into, amending, or renewing a contract under this Solicitation, the Proposer affirms that it does not use coercion for labor or services and complies with the provisions of Section 787.06, Florida Statutes (“F.S.”), “Human Trafficking. This attestation by the Proposer shall be in the form attached to this Solicitation as the Kidnapping, Custody Offenses, Human Trafficking and Related Offenses Affidavit.

1.11 Pre-Proposal Conference and Site Visit (OPTIONAL)

It is highly recommended that Proposers attend the Pre-Proposal Conference and Site Visit to become familiar with any conditions which may, in any manner affect the services to be provided. Proposers are advised to carefully examine the requirements and specifications in this Solicitation, and to become thoroughly aware regarding all conditions and requirements. No additional allowances will be made because of lack of knowledge of these conditions. The Pre-Proposal Conference and in-person Site Visit has been scheduled as indicated on the front cover.

Proposers will be given access to view and inspect the current sites units. This is a public meeting. The County is not responsible for any costs incurred by potential Proposers to attend the Pre-Proposal Conference or site visits. This is a public meeting.

Site Visit Instructions:

Immediately following the Pre-Proposal Conference, three site visits will be conducted beginning at Lakeside Towers. After the Lakeside Towers site visit, the next site visit will be Senator Villas. The final site visit will be Gran Via. All site visit addresses are listed below. Proposers are responsible for their own transportation and for arriving on time to each site visit.

Pre-Proposal Conference & First site visit

Second site visit Third site visit

Lakeside Towers 7555 SW 152nd Avenue Miami, FL 33193

Senator Villas 8915 SW 40 Street Miami, FL 33165

Gran Via 12700 SW 8 Street Miami, FL 33184

In addition to the scheduled site visit, and prior to submitting a proposal, Proposers shall familiarize themselves with the Project Sites identified in Section 2.3, List of Housing Assets, of the Scope of Services. Proposers are responsible for conducting any additional investigations and due diligence necessary to assess site conditions and all other site- or project-specific requirements to ensure that the pricing submitted is accurate, complete, and appropriate for each respective location.

1.12 Requirements Due to Federally Funded Department

Section 3 Requirements of the HUD Act of 1968 Section 3 of the Housing Community Development (HUD) Act of 1968, as amended, requires that the selected Proposer, contractors and subcontractors make their best efforts to give training and employment opportunities to residents of the housing developments and opportunities be directed toward low and very low-income persons. See Attachment A.

For capital expenditures funded directly by HCD federal funding sources (e.g., CDBG) and valued at more than $200,000.00, Section 3 of the Housing and Urban Development (HUD) Act of 1968, as amended (12 U.S.C. § 1701u), applies. The work performed under any contract resulting from this section is subject to the requirements of Section 3 and the commitments set forth in Attachment A – Section 3 of the HUD Act of this RFP regarding employment and other economic opportunities for low- and very low-income persons, particularly recipients of HUD housing assistance.

The selected Proposer must familiarize themselves with the applicable Section 3 regulations and requirements. Upon HCD's request, the selected Proposer must execute and submit all required forms listed in Attachment A.

2.0 SCOPE OF SERVICES

2.1 Background

Miami-Dade County, hereinafter referred to as the County, as represented by the Miami-Dade County Housing and Community Development (HCD), is seeking a qualified firm to provide third-party property management services for housing developments owned by the County, as described below. Certain federal properties operate under the Federal Deposit Insurance Corporation (FDIC) Affordable Housing Program and Internal Revenue Service (IRS) Section 42, Low Income Housing Tax Credits (LIHTC) Program. In addition, the County receives federal subsidies in the form of Housing Assistance Payment (HAP) contracts from the U.S. Department of Housing and Urban Development (HUD), for properties listed in the chart in Section 2.3, List of Housing Assets.

The selected Proposer shall effectively manage all day-to-day property operations, including marketing vacant units; screening prospective tenants; administering leases; collecting rent; coordinating maintenance and repairs; ensuring strict compliance with affordable housing funding programs and regulatory reporting requirements; maintaining property and client accounting records;

overseeing human resource functions; and preparing financial reports. The selected Proposer shall provide safe, decent, sanitary, and affordable housing for low- and moderate-income families. Certain developments are designated to serve a mixed-income population, including residents participating in the Housing Choice Voucher (Section 8) Program. Additionally, the selected Proposer shall acknowledge or respond to any HCD inquiries within five (5) hours but no later than 24 hours after receipt.

The selected Proposer shall:

1) Manage mixed-income and/or US HUD Project Based Section 8 Multifamily Program (PBS8), LIHTC and FDIC properties in accordance with all applicable federal, state, and local ordinances, regulations, codes, and rules.

2) Possess the financial capacity to perform full financial management responsibilities, including the ability to purchase all required supplies and services, make capital repairs and improvements, hire and maintain adequate staff, and ensure that the entire complex is safe and secure for all residents.

Certain details regarding the HCD properties are provided in the following attachments:

Attachment E1 - Occupancy Rates 1 Attachment E2 - Residence Rates 2 Attachment E3 - Rent Roll Attachment E4 - Move-out Reason Attachment E5 - Auxiliary Income

2.2 Minimum Qualification Requirements

The minimum qualification requirements for this Solicitation are as follows.

The selected Proposer shall have accreditation as an active Accredited Management Organization (AMO®) and Certified Property Manager (CPM®). The links to the Institute of Real Estate Management certifications are provided below.

a. IREM® AMO®

b. IREM® CPM®

2.3 List of Housing Assets

Below is the list of Housing Assets, including the property name and address, description, unit type, number of dwellings and funding sources. Each Housing Asset may be funded by either Federal or Non-Federal sources. The selected Proposer is required to manage all properties listed in the Asset Management Portfolio, regardless of the funding source.

https://www.irem.org/certifications/for-companies/amo-accredited-management-organization https://www.irem.org/certifications/for-individuals/cpm-certified-property-manager

HOUSING ASSETS

ASSET MANAGEMENT PORTFOLIO

1,784 Total Units

Property Name / Address Description Unit Type # of Dwellings

Funding Source

Singer Plaza

1310 NW 16 St.

Miami, FL 33125

One, 5-Story Building / Disabled / Elderly

1 Bedroom / 1 Bath 2 Bedroom / 1 Bath 100 Units Federal

Wynwood

NW 32 St and NW 5 Ave.

Miami, FL 33127

(Scattered Site Development)

Townhouses, Duplexes, and Multifamily

2 Bedroom / 2 Bath 3 Bedroom / 2 Bath 4 Bedroom / 2 Bath

40 Units Federal

Madison Apartments 259 Washington Ave.

Miami Beach, FL 33139

One-3- Story Building Multifamily

0 Bedroom / 1 Bath 1 Bedroom / 1 Bath 2 Bedroom / 2 Bath 3 Bedroom / 2 Bath

17 Units Federal

Fernwood Apartments 935 Pennsylvania Ave.

Miami Beach, FL 33139

One, 3-Story Building Disabled

2 Bedroom / 1 Bath

18 Units Federal

The Shelbourne House

710 Jefferson Ave.

Miami Beach, FL 33139

Disabled

24 Units Federal

Crespi Park I, II, III

1023 79 Street.

7900, 7920 Crespi Blvd.

Miami Beach, FL 33141

Three, 2-Story Buildings Multifamily

Mixed Income

16 Units Non -

Federal

Villa Maria

2800 Collins Ave.

Miami Beach, FL 33140

Elderly

34 Units Federal

Villa Matti

221 28 Street Miami Beach, FL 33140

One, 6-Story Building

36 Units Federal

Meridian Place

530 Meridian Ave.

Miami Beach, FL 33139

SRO (HACMB HAP)

The Michigan I, II

530, 532 Michigan Ave.

Miami Beach, FL 33139

Two, 2-Story Buildings

27 Units Federal

The Pennsylvania

1551 Pennsylvania Ave.

Miami Beach, FL 33139

One, 2-Story Building

20 Units Federal

The Allen Apartments 2001 Washington Ave.

Miami Beach, FL 33139

39 Units Federal

The Jefferson Apartments

542 Jefferson Ave.

Miami Beach, FL 33139

27 Units Federal

Westchester Apartments

516 15 Street.

Miami Beach, FL 33139

24 Units Non-

Ingram Terrace

3120-3160 NW 131st St.

Opa Locka, FL 33054

Five, 2-Story Buildings

2 Bedroom / 1 Bath 40 Units

Miami Gardens Apts.

NW 183 St. and 22 Ave.

Miami, FL 33056

Two, 2-Story Buildings Multifamily 2 Bedroom / 2 Bath 45 Units Federal

**New Coming Soon** Magnolia North

2145 Lincoln Ave.

Opa Locka, FL 33054

One, 3-Story Building Mixed Use

Multifamily 2nd & 3rd Floors 1 Bedroom / 1 Bath 12 Units Federal

Southside Residences

929 SW 3rd Ave Miami, FL 33130

One, 7-Story Building School 1st, 4-7 Floors

Housing 2nd & 3rd Floors 1 Bedroom / 1 Bath 10 Units -Federal

Edificio Camacho

126 SW 8 Ave.

Miami, FL 33130

One, 7-Story Building Elderly

1 Bedroom / 1 Bath 24 Units Federal

Edificio Pineiro 1176 SW 20 Ave.

Miami, FL 33135

2 Bedroom / 2 Bath

Little Havana I 1759 SW 5 St.

Miami, FL 33125 One, 4-Story Building

Elderly 0 Bedroom / 1 Bath 1 Bedroom / 1 Bath 75 Units Federal

Riverside Apts.

950 SW 1 St.

Miami, FL 33130

One, 7-Story Building Elderly

0 Bedroom / 1 Bath 1 Bedroom / 1 Bath 75 Units Federal

Coconut Grove Homes

Douglas Road and Day Ave.

Miami, FL 33133

(Scattered Site Development) Townhomes

Multifamily 3 bedroom / 2 Bath 4 bedroom / 2 Bath 24 Units Federal

Gibson Plaza

3160 Mundy St.

Miami, FL 33133

One, 3-Story Building Elderly

0 Bedroom / 1 Bath 1 Bedroom / 1 Bath 65 Units Federal

Gran Via

12700 SW 8 St.

Miami, FL 33184

One, 5-Story Building Elderly

1 Bedroom / 1 Bath 104 Units Federal

2.4 Requested Services for All Housing Assets

Unless otherwise defined and further detailed in the specific Housing Assets. The selected Proposer shall provide the following services, including but not limited to:

2.4.1 Property Management Software Solution

The selected Proposer shall utilize a cloud-based, AI-powered property management software system designed to support large organizations and extensive property inventories, managing various property types, including multifamily, commercial, and affordable housing. At a minimum, the features shall be organized into several core functional areas, with a focus on automation, centralized operations, and data-driven insights offering the following:

• Financial Management & Accounting: The software system shall provide comprehensive financial management tools to ensure accurate control of all fiscal operations. The system shall include but not be limited to general ledger, accounts payable, receivable, bank reconciliation, budgeting, forecasting, expense tracking, invoice processing, and support digital payments and disbursements. The system shall support complex calculations specific to real estate management.

• Leasing & Marketing: The system shall manage the full leasing process for the entire leasing lifecycle, from initial lead to move-in, lead management, marketing management, online leasing, resident screening (background and credit checks), price optimization using predictive analytics, and a 24/7 contact center solution. Please note: all leasing shall be handled online only.

Senator Villas 8915 SW 40 St.

Miami, FL 33165

One, 2-Story Elevator Building

2 Bedroom / 1 Bath

23 Units Federal

Lakeside Towers

7555 SW 152nd Ave.

Miami, FL 33193

Eight, 5-Story Buildings Multifamily

Mixed Income

1 Bedroom / 1 Bath 2 Bedroom / 2 Bath 3 Bedroom / 2 Bath

384 Units

Non-

Park Lake Apartments 8201 SW 152nd Ave. Cir.

Miami, FL 33193

Nine, 1-Story Buildings Multifamily

Mixed Income

0 Bedroom / 1 Bath 1 Bedroom / 1 Bath 2 Bedroom /1 Bath 2 Bedroom / 2 Bath

82 Units Federal

No Place Like Home (Southern Anchor) 12300 SW 152nd St.

Miami, FL 33196

Townhomes in clusters of Six, Multifamily

3 Bedroom / 2.5 Bath* 4 Bedroom / 2 Bath*

*Includes a storage room 72 Units Non-

Federal

Perrine Rainbow SW 173 St and Homestead

Ave.

Perrine, FL 33157

(Subdivision Housing Development)

Duplex Style Townhomes Multifamily

2 Bedroom / 1 Bath 3 Bedroom / 2 Bath 4 Bedroom / 2 Bath

64 Units Federal

Goulds Homes SW 220 St. and SW 112

Ave.

Miami, FL 33170

(Subdivision Housing Development, with One (1)

Home exception) Single Family Homes

Multifamily

2 Bedroom / 2 Bath 3 Bedroom / 2 Bath 4 Bedroom / 2 Bath

48 Units Federal

Leisure Villas

28701 SW 153 Ave.

Miami, FL 33033

Two, 15 Unit Buildings

3 Bedroom / 2 Bath 30 Units Federal

Milton Manor III 145 SW 7th St.

Homestead, FL 33030

One, 3-Story Garden Style Elevator Building, Multifamily 0 Bedroom / 1 Bath 1 Bedroom / 1 Bath 60 Units Federal

Gateway Apartments

155 NW 14th St.

Florida City, FL 33034

4 Bedroom / 2 Bath

57 Units Non-

Miami-Dade County, FL Event No. EVN0049658

• Property & Resident Operations: The system shall manage the daily property activities, resident interactions, tenant management, rent collection and tracking, maintenance scheduling, work order management, document management to secure storage of leases, financial statements, dedicated tenant portal for service requests, online payments, operations are process-driven, with specific tasks, roles, and responsibilities defined for each position.

• Compliance & Risk Management: The system shall include tools that have dedicated modules to help manage regulatory requirements and reduce risk. Provides features for affordable housing compliance (HUD, LIHTC, RD), internal compliance review workflows, vendor credentialing, and secure data handling to meet industry standards.

• Insights & Analytics: The system shall leverage data to help with strategic decision-making. Provide business intelligence dashboards, real-time reporting, performance metrics, benchmarking against market data, and AI forecasting tools to optimize asset performance.

• Deployment: The selected Proposer shall have Cloud-based Software as a Service (SaaS).

• User Interface: The system shall feature a modern, intuitive, and browser-agnostic interface with role-based permissions, dashboards, and task-oriented UI designed for "multitasking" across a portfolio and bulk-processing month-end tasks.

• Document Management: The system shall provide integrated eSignature functionality for digital lease packets and automated document tracking to reduce paper dependency and enhance document management processes.

• Integration: The system shall be built on an open system that supports secure, standardized API integrations with numerous third-party service providers.

• Centralized Hub: The system shall function as a centralized resident management hub, streamlining the end-to-end resident lifecycle by automating move-ins, move-outs, transfers, and Final Account Statement (FAS) generation.

• Mobile Access: The system shall provide access through a mobile application, enabling on-the-go property and facilities management.

• Source-to-Pay: The system shall include a mobile application that enables users to manage property and facilities operations from any location.

HCD will review and approve all technology systems, software platforms, and property management tools before the selected Proposer may implement or use them. HCD shall retain free, full, and unrestricted access to all systems, operational records, financial data, tenant information, reports, and other property management data, including administrative access when applicable. All property-related data shall remain the property of HCD and must be maintained in compliance with applicable data governance, privacy, and cybersecurity requirements. The selected Proposer shall implement appropriate security measures, including user access controls, data backup and recovery procedures, and protections against unauthorized access, loss, or data breaches. Upon request by HCD or upon expiration or termination of the selected Proposer’s agreement with the County, the selected Proposer shall promptly provide all HCD data in a usable electronic format at no additional cost to HCD.

2.4.2 Waiting List Management and Tenant Selection

The selected Proposer shall establish an electronic Waiting List Management plan to manage, update, and facilitate the waitlist process to ensure an equitable and orderly allocation of new affordable housing opportunities are available to qualified applicants in accordance with local, state, and federal guidelines.

Offers shall be issued via written notice on corporate letterheads sent by US mail and electronically (email or text messages). The Waiting List Management plan shall include automatic procedures to document the reasons an applicant has been bypassed, denied, approved, and/or removed from the unit offering process. The selected Proposer shall be fully responsible for auditing and tracking all application activity from initial submission through move-in and move-out, maintaining a comprehensive audit trail of historical records. The audit shall include verification of initial eligibility and testing of the electronic application process. The selected Proposer shall provide HCD with on-demand access to its Investor Portal, database, or software, enabling the County to review the electronic Wait List Management System and associated audit trail to monitor all activities.

The selected Proposer shall screen potential applicants and assign these applicants to vacant units in accordance with the tenant/landlord regulations of the State of Florida, Miami-Dade County, and/or HUD, whichever is applicable. The selected Proposer shall carry out all leasing and placement activities necessary to offer housing opportunities to all applicants in accordance with the tenant/landlord regulations of the State of Florida, Miami-Dade County, and HUD guidelines, as applicable.

The selected Proposer shall ensure that no conflicts of interest exist between the selected Proposer and County employees or their families.

2.4.3 Lease and House Rules

The selected Proposer shall be responsible for preparing and executing residential/dwelling leases. Any proposed new lease for a Housing Asset shall be subject to HCD and HUD approval and must be submitted to the County’s Project Manager prior to implementation. All leases shall be executed in the selected Proposer’s name as Managing Agent for HCD and shall comply with all applicable local laws and ordinances.

In addition, the selected Proposer shall:

2.4.3.1 Obtain prior written approval from the County Project Manager before entering into any lease agreement or contractual arrangement with a Miami-Dade County employee, an employee of the selected Proposer or any immediate family members of the selected Proposer or County employee.

2.4.3.2 Offer no rent credits and/or waiver of rental fees for employment services rendered to an employee of the selected

Proposer or Miami-Dade County employee, who is also a resident of any Housing Asset.

2.4.3.3 Promote a Smoke-Free Policy by implementing the adopted “Smoke – Free” Policy for all housing developments in accordance with the provisions of HUD Notice H2010-21 (September 15, 2010). The selected Proposer shall post no-smoking signs at entrances and exits, in common areas, hallways, and in conspicuous places "in close proximity to” the smoke-free buildings. The selected Proposer shall also post smoking signs in the smoking designated area(s). The selected Proposer shall work with the County Project Manager to provide educational materials to tenants that explain smoking cessation has demonstrated health benefits and that secondhand smoke represents a serious health risk to non-smokers. Smoking in dwelling units is prohibited. This policy includes, but is not limited to, the termination of tenancy through eviction or the imposition of a reasonable charge for cleaning the unit, where a household has been found to be in violation of this policy.

2.4.3.4 Implement Housing and Community Development’s (HCD) adopted owner-admissions for a preference for people experiencing homelessness, in accordance with the Memorandum of Understanding (MOU) between Miami-Dade Homeless Trust and HCD in connection with HUD Notice 2013-21 (http://portal.hud.gov/hudportal/documents/huddoc?id=13-21hsgn.pdf).

2.4.3.5 Lease packages shall contain Miami-Dade County’s Ethics Disclosure Form (refer to Attachment B, Ethics

Disclosure Form for all HCD Programs).

2.4.3.6 Residents’ Water & Sewer, Electricity, and Trash/Recycling - The Residents will pay a pro-rata share of the water and sewer costs (there are no individual meters for water) and their own electric bill (there are individual meters for electric). The property shall provide trash and/or recycling services as well as other common costs associated with managing the property.

2.4.4 Purchasing and Contracting

http://portal.hud.gov/hudportal/documents/huddoc?id=13-21hsgn.pdf

In addition to any requirements specified in the Management Plan, the selected Proposer, when the need arises, shall conduct a fair, open, and competitive bidding process. These bids may include but are not limited to routine operating, maintenance and capital expenditures over $500 for the Housing Asset.

The selected Proposer shall:

2.4.4.1 Comply with Generally Accepted Accounting Principles (GAAP) and general standards purchasing regulations and applicable federal and Florida laws. All contracting and purchasing must remain within the approved operating budget.

2.4.4.2 Obtain written approval from the County Project Manager before making any purchase over $3,000. Each request must include the bid package (with the scope of work), written bids or cost estimates (as applicable) from at least three vendors or suppliers for each work item, and the selected Proposer recommendation. Award shall be to the lowest responsive and responsible bidder. The selected Proposer may take into consideration, the bidder’s past performance for quality services, reliability and ability to meet deadlines in determining whether a bidder is responsible. The selected Proposer must make every reasonable effort to ensure the property receives services, supplies, and purchases at the lowest reasonable cost. All bid notices must be sent to all identified potential bidders at the same time. This includes the original bid notice, any addenda, cancellations, and any other communications that include important information or changes. All bid deadlines shall be uniform, requiring submission by the same date and time. All sealed bids received must be logged and recorded with the date and time they were received.

2.4.4.3 Late bids, or bids submitted using methods other than those required, will be logged with the date and time received but will not be opened or considered for award.

2.4.4.4 Create, establish, and implement a Cone of Silence process pursuant to Section 2-11.1(t) of the Code of Miami- Dade County, all bids, once advertised and until an award recommendation are under the “Cone of Silence.” Any communication or inquiries, except for clarification of process or procedure already contained in the bid, are to be made in writing to the attention of the selected Proposer.

2.4.4.5 The selected Proposer shall ensure that all subcontractors are fully informed of every provision and requirement of any contract awarded as a result of their bids, whether such provisions relate directly or indirectly to the work to be performed. All work performed by subcontractors must comply with the terms and conditions of the selected Proposer’s bids.

2.4.4.6 Purchase materials, supplies, and services at the lowest possible cost and on the best terms for the County. All discounts, rebates, and commissions related to purchases, service contracts, and other transactions for the property must be credited to the County. The selected Proposer may not receive or keep any rebates related to County properties through corporate accounts.

2.4.4.7 All materials procured must be of equal or superior quality to existing materials and comply with all applicable regulatory and authority requirements. All work shall be performed in accordance with prevailing industry standards and the manufacturers’ specifications and recommendations.

2.4.4.8 Confirm that all goods and services are purchased at prices no higher than what would be paid on the open market.

2.4.4.9 Copies of all required bids, as well as any additional written or documented verbal price comparisons, shall be maintained in the property’s records for a period of five (5) years following completion of the work.

2.4.4.10 Upon request, the selected Proposer shall provide the County with access to all records maintained by the selected Proposer and any subcontractors that relate to goods or services provided to the property, to the extent that property funds were used to pay for such goods or services (excluding management services).

2.4.5 Financial Management

2.4.5.1 Prepare and submit monthly income and expense reports to the County Project Manager for review and approval.

2.4.5.2 For each fiscal year starting October 1, for Property Eligible Expenses prepare an operating budget and a capital reserve replacement budget. Submit these budgets to the County Project Manager at least ninety (90) days before the start of each fiscal year for approval. Spending for each category of operating expenses may not exceed the amounts approved in the budget.

Spending for each type of operating expenses itemized in the budget shall not exceed the amount authorized by the approved budget.

The County will notify the selected Proposer of any changes made to the approved budget. The selected Proposer shall keep the County informed of any anticipated deviation from the receipts or disbursements stated in the approved budget. Financial statements shall be reviewed by an independent public accountant and prepared in a format acceptable to the designated auditor, for inclusion in the audited financial statements at the end of the County’s fiscal year (September 30). Accounting procedures shall conform to applicable requirements by the County, HCD, and HUD authorities.

2.4.5.3 Adhere to the approved annual budget. If a deficit is anticipated or incurred, the selected Proposer must notify

HCD in writing promptly. Under no circumstances shall any deficit impact required services or maintenance responsibilities. In the event of a deficit, the County, at its sole discretion, may consider termination of the contract.

HCD will not support or fund any deficits incurred by the selected Proposer.

2.4.5.4. Conduct a competitive solicitation process every three (3) years to procure an external independent auditor, with pricing established separately for each property.

2.4.6 Penalties

2.4.6.1 The selected Proposer shall complete all deliverables, including timely and accurate financial and program compliance reporting to monitoring agencies and financial stakeholders. Timely completion of all deliverables is essential to meet the County’s scheduling requirements.

2.4.6.2 In the result of a finding of a non-compliance from any monitoring agent and/or performance-based contract administrator (PBCA), and HUD NSPIRE-V Housing Inspection related to Section 8/HCV, compliance fees / lost HAP funds shall be reimbursed to the County directly proportionate with each finding.

2.4.6.3 Failure to meet the agreed-upon deadlines may result in costs to the County, including fines or penalties assessed by the monitoring agents, and any outstanding deficiencies not corrected in a timely manner. Any such fines directly attributable to delays in the selected Proposer’s work will be passed through to the selected Proposer.

Additionally, if vacant units are not available for occupancy within the 15-day timeline, the County may assess liquidated damages limited to the reasonable, documented costs (i.e. equal to Vacancy Loss) incurred because of that delay.

2.4.7 Reports

2.4.7.1 Establish and maintain complete and accurate records, books, and accounts in a manner satisfactory to the County. All such records shall be subject to inspection and examination by any authorized representative of the County during reasonable hours.

2.4.7.2 Have an annual financial audit report prepared by a certified public accountant. The report shall be prepared in accordance with GAAP and submitted to the County within sixty (60) days after the end of the County’s fiscal year

(September 30). The preparer's services shall be paid for out of the General Operating Account as an expense of the property.

2.4.7.3 File reviews related to initial certification and an annual recertification for affordable housing program must be completed by an independent third party or affiliate, not by the selected Proposer.

2.4.7.4 Furnish information to the County, when requested, with respect to the financial, physical or operational condition of each…