Final_RFP_Property_Mgmt2.pdf

REQUEST FOR PROPOSALS for:

Property Management Services for a Manufactured Home Community Known as Stone Pine Cove Community Community Under Construction

County of San Mateo Department of Housing

Release Date: April 8, 2025

Responses must be received by:

4:00 p.m. Pacific Daylight Time on April 21, 2025

REQUEST FOR PROPOSALS for:

Property Management Services for a Manufactured Home Community Known as Stone Pine Cove Community Community Under Construction

Applications must be submitted via:

Procurement.OpenGov.com Website

By 4:00 p.m. Pacific Daylight Time, April 21, 2025

RESPONSES WILL NOT BE ACCEPTED AFTER THIS DATE AND TIME

Notice regarding the Public Records Act:

Government Code Section 7920.000, et seq., the California Public Records Act, defines a public record as any writing containing information relating to the conduct of the public business. The Public Records Act provides that public records shall be disclosed upon written request and that any citizen has a right to inspect any public record unless the document is exempted from disclosure.

Be advised that any contract that eventually arises from this Request for Proposals (RFP) is a public record in its entirety. Also, all information submitted in response to this RFP is itself a public record without exception.

Submission of any materials in response to this RFP constitutes a waiver by the submitting party of any claim that the information is protected from disclosure. Further, submitting any materials in response to this RFP constitutes,

(1) consent to release of such materials by the County if requested under the Public Records Act without further notice to the person or entity submitting the materials, (2) waiver of all claims against the County and/or its officers, agents, or employees that the County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected, (3) agreement to indemnify and hold harmless the County for release of such information, and (4) acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

TABLE OF CONTENTS

SECTION I – GENERAL INFORMATION AND PROPERTY SCOPE

A. INTRODUCTION

B. REQUEST FOR PROPOSALS (“RFP”)

C. PROPERTY DESCRIPTION AND DETAILS

D. SELECTED PROPERTY MANAGER’S ROLE/SCOPE OF WORK

E. RESERVATIONS OF RIGHTS BY THE COUNTY

SECTION II –ELIGIBLE APPLICANTS

A. PROPERTY MANAGEMENT AND MAINTENANCE SERVICES

B. RESIDENT SERVICES

c. COMMUNITY ENGAGEMENT

SELECTION III – SUBMISSION REQUIREMENTS/STATEMENT OF QUALIFICATIONS……10

A. APPLICANT INFORMATION

B. QUALIFICATIONS AND EXPERIENCE

C. STATEMENT OF INTEREST

D. OPERATIONS PLAN

E. RESIDENT SERVICE PLAN

F. COMMUNITY ENGAGEMENT

G. LEASE-UP AND PROTECTIONS

H. PROFESSIONAL REFERENCES

SECTION IV – SELECTION PROCESS…………

SECTION V – PROTEST PROCEDURES……………………………………………………………….14-15

SECTION VI – RFP TECHNICAL ASSISTANCE

SECTION VII – GENERAL TERMS AND CONDITIONS

SECTION VIII – RFP TIMELINE………….………………………………………………….………16

SECTION IV – STATEMENT OF QUALIFICATIONS SUBMISSION………………….…………16

EXHIBIT A……………………………….…………………………………………………………

SECTION I – GENERAL INFORMATION AND PROPERTY SCOPE

A. INTRODUCTION

The County of San Mateo (the “County”) covers most of the San Francisco Peninsula and is home to nearly 800,000 residents. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. The County is a hub of innovation and home to such diverse industries as bioscience, computer software, green technology, hospitality, financial management, health care, education, and transportation. The County prides itself on how economic prosperity fosters its commitment to protecting and enhancing the health, safety, welfare, and natural resources of the community.

The County has taken extensive steps to preserve and develop permanent, long-term affordable housing in the County. The development of manufactured homes is part of a comprehensive set of affordable housing solutions the County is pursuing to provide affordable housing for vulnerable and lower-income County residents. In unincorporated San Mateo County, there are seven (7) manufactured home parks (with over 700 units) that are protected by County ordinances to ensure each park is subject to appropriate standards and regulations for permitting, development, maintenance and rent control to keep the parks safe, and affordable.

The County is developing a new community located in the City of Half Moon Bay (the “City”) called Stone Pine Cove, that will consist of forty-seven (47) manufactured homes on a 5-acre site located at 830 Stone Pine Road in Half Moon Bay, CA 94019 (the “Project”). The Project will provide low-income, agricultural worker households affordable homeownership opportunities in 1–3-bedroom manufactured homes. Residents will purchase their manufactured home through a County program and residents will then lease their space, paying a monthly space/lot rent. The site is currently owned by the City and will transfer its interest in the property to the County in the Spring of 2025, pursuant to a Memorandum of Understanding. Construction began in May 2024 and is slated for completion in early summer 2025. The County plans to fund the development through numerous public and private sources including the County’s Measure K fund and California Department of Housing and Community Development’s Joe Serna Homeownership, Jr. Farmworkers Housing Grant Program.

This is the first manufactured home community developed in San Mateo County in several years and the goal of this Project is to create safe, stable, and affordable housing for the County’s agricultural workforce on the Coast. This is also an opportunity to develop a healthy and respectful community living environment in a new manufactured home community.

B. REQUEST FOR PROPOSALS

The County’s Department of Housing (“DOH” or the “Department”) is issuing this Request for Proposals (“RFP”) to solicit proposals from experienced and qualified professionals (the “Selected Property Manager”) to provide property management services for the Project. The County is seeking a Selected Property Manager with a proven track record effectively managing manufactured housing communities. To successfully manage the Project, the Selected Property Manager must be able to provide services to a demographically diverse community of extremely low- to low-income manufactured homeowners in compliance with California Code of Regulation, title 25, chapter 2 and the Mobilehome Residency Law. Applicants are strongly encouraged to familiarize themselves with the guidelines and requirements of the Mobile Home Parks regulations under California Code of Regulation, title 25, chapter 2 and the Mobilehome Residency Law as compliance will be required in connection with the property’s operation as a manufactured home park.

Property management services will include all aspects of the Project’s management and operations services including but not limited to, resident management which includes space rent collection, income certifications, assisting with the establishment and enforcement of park rules including eviction proceedings, property inspections, resident move in/out, common area and infrastructure maintenance and vendor management, and in close collaboration with County staff. The Selected Property Manager is also expected to maintain safety and security within the community, and administer all aspects of property finances, compliance and reporting including required reporting and/or compliance depending on funding requirements.

Actual agreement terms and amounts are subject to Board approval, funding availability, proposals, Selected Property Management agreement negotiations, provider performance, as well as future needs.

This RFP contains the information needed by all entities responding to this request (“Applicant(s)”) and sets forth the process, submission requirements, and criteria the County will use when selecting an Applicant to operate, manage, and maintain the Project and provide some level of resident services.

The timeline for public participation in the RFP and the funding approval process is set forth below.

All submissions in response to this RFP will become the property of the County and will be considered public records. As such, they may be subject to public review.

The successful Applicant shall enter into a contract with an initial term of two years with an option to extend the term for up to three additional one (1) year periods with the consent of both the County and the Selected Property Manager at or before the expiration of the initial agreement term.

C. PROJECT DESCRIPTION AND DETAILS

Property condition reports, city permits, financing and regulatory documents will be made available to Applicants before final agreements will be executed. Applicants are strongly encouraged to review all applicable documents listed in Exhibit A.

1. TARGET POPULATION

The Project shall serve the target population that meets the established eligibility requirements and shall be referred through a process that is to be determined by the County. The Selected Property Manager will defer to the County to determine referral process and prioritization.

Target and priority population for the Project includes*:

• Low-income agricultural workers who work and live in San Mateo County and are first-time homeowners.

o An agricultural worker is an individual who derives, or prior to retirement or disability derived, a substantial portion of their income from agricultural employment.

*Please keep in mind, individuals in the target and priority population may or may not have legal status and whose first language is not English.

2 . PROJECT START-UP

Following are some of the County’s assumptions regarding the start-up process for the Project:

County-Funded Start-Up Costs/Lease-Up Reserve. Under the terms and conditions of an approved agreement with the Selected Property Manager, the County would provide an appropriately scaled start-up fund to reimburse Selected Property Manager for eligible start-up costs and fund a lease-up reserve for the Project. County expects to work closely with the Selected Property Manager to identify additional sources of funding necessary to support operations and/or capital needs of the Project, as further described in Section I(D).

Management Agreement: Subject to approval by the County Board of Supervisors (the “Board”), the County and the Selected Property Manager would enter into a Management Agreement outlining the terms and conditions of the management of the Project and immediately begin collaborating to develop the operating and maintenance plans, plans for the target population, and resident service plan.

Start-Up Fund: The Selected Property Manager shall provide a proposed detailed budget for the “Start-Up Fund” which will be comprised of the following components:

1. Start-Up Costs: The Selected Property Manager may utilize this fund to reimburse start-up costs incurred prior to completion of construction of the Project. This includes costs for operations and services which may include property management staff time to attend homebuyer interviews, lease signings, and move-in orientations in collaboration with the County. Additionally, start-up costs should include costs and expenses associated with the setup of the on-site management office. The start-up costs will be costs incurred from the time the Management Agreement is entered into and through construction completion, which is anticipated to be as early as June 2025 through summer of 2025. The County anticipates that this start-up time frame may last between 1-2 months. The Start-Up Fund is not intended to and shall not be used to reimburse costs incurred in preparing and submitting an application under this RFP.

2. Initial Reserve Account: The Selected Property Manager may draw from the Initial - Reserve Account to cover the difference between operating costs of the Project and Project income generated during the lease-up period. The lease-up period will start after construction completion through 100 percent occupancy. We anticipate move-ins for all 46 homes to occur between June 2025 and August 2025.

Regulatory Agreement: At or near the time of construction completion and in compliance with the requirements of the Joe Serna, Jr. Farmworkers Housing Grant Program (“Joe Serna”) and the City of Half Moon Bay, the County shall record a 55-year regulatory agreement on the property restricting its use as affordable housing for low-income agricultural workers.

Lease-Up: The Selected Property Manager should achieve 50 percent occupancy no later than 45 days after completion of construction and 100 percent occupancy 90 days post-construction. The Selected Property Manager and the County shall work together closely to meet the County-approved Resident Selection Plan and Marketing Plan.

Resident Space Rents: As noted, all households served by the Project will be within the Target Population, i.e., Extremely Low Income (“ELI”) or Low Income (“LI”) with maximum income of 60 percent Area Median Income, and at least one member of the household must be an agricultural worker. The Selected Property Manager will work with the County to finalize the income and rent levels of each of the available Project units.

Budget for Operations: The Selected Property Manager will be subject to an annual operating budget for the term of the proposed Management Agreement, to be reviewed and approved by the County.

D. SELECTED PROPERTY MANAGER’S ROLE/SCOPE OF WORK

Applicants and the Selected Property Manager may be one entity or may be made up of a team of entities as described in Section II. Subject to Board approval, the County and the Selected Property Manager will enter into an agreement of an initial two (2) year term with an option by the County to extend the term (the “Management Agreement”).

Under the County’s supervision and under the terms of the Management Agreement, Selected Property Manager will be fully, actively, and monetarily responsible for all property operations including maintaining a balanced budget and cashflow projections; all property management activities including lease-up, collection of rent, enforcement of house rules and resident lease requirements, accounting, bookkeeping, and reporting as applicable; all maintenance and upkeep of the common areas of the property; providing annual inspections of units, and resident services appropriate for extremely low to low income individuals.

To successfully manage Stone Pine Cove Community, the Selected Property Manager must be able to manage the property in accordance with residents’ lease terms, rules for residency and in compliance with Mobile Home Park regulations under California Code of Regulation, title 25, chapter 2 and the Mobilehome Residency Law by:

1. Providing property management services and resident services to a demographically diverse community with varying incomes but predominantly to households’ whose income is extremely low to low-income; and

2. Ensuring the safety, and the health and well-being of the community including residents, employees, visitors in or near, the property; enforcing community rules and regulations and fostering a positive community atmosphere; and

3. Managing the daily operations of the Project including space rent collection, maintenance coordination with vendors and the County, resident services/relations such as inquiries, concerns, communications; and

4. Handling routine maintenance of the Project, property, and infrastructure, coordinating with the County when necessary, ensuring overall cleanliness and appearance of the community;

and

5. Managing all aspects of Project/property finances, compliance, and reporting, including preparation and submission of proposed budgets as set forth below.

6. Conducting annual income recertifications of households.

7. Collaborating with the County when filling vacancies at the Property.

A 560 square foot two-bedroom unit will be made available for on-site property management staff, along with a separate 300 square foot stand-alone management office.

The Selected Property Manager will be required to indemnify, defend, and hold the County harmless from and against any and all liabilities, losses, costs, claims, judgments, settlements, damages, liens, fines, penalties and expenses in a manner typical of an arrangement for affordable housing development and operation, in accordance with the Management Agreement.

The Selected Property Manager will also be expected to perform the following duties and requirements:

The Selected Property Manager shall prepare annually and submit to the County, for County’s approval, proposed annual operating budgets (Annual Operating Budget) of (i) the estimated income and expenses of the Property and (ii) the estimated capital expenditures for the Property for the next fiscal year or other operating period as may be agreed by the parties. The Selected Property Manager shall provide explanations for the numbers used in such budgets. The County may request the following additional reports when submitting proposed budgets: a listing of all capital improvement and all repair, maintenance, renovation, and replacement expenditures (together with estimated costs for each item) anticipated to be made in the upcoming operating period; a payroll analysis including a salary or wage description for every on-site employee, including any fringe benefits. To the extent reasonable, the Selected Property Manager shall eliminate or revise any item or amount in the budgets which is disapproved by County to the extent necessary to obtain the County’s final approval.

Budgets approved by the County shall be used by the Selected Property Manager to govern the actual operations of the property.

The Selected Property Manager shall also open and maintain an account on behalf of the County, known as the "Operating Account," which shall be used for the deposit of all revenue from the property (including but not limited to rent payments, additional funding from public agencies, etc.) for the operation of the Property. Operating Account shall also be used as the account for payment of reimbursements to Property Manager for funds used from Property Manager’s general account, and other costs and expenses to be paid by Property Manager on behalf of the County, including, but not limited to, taxes and insurance.

Note that subject to the terms and conditions of the Management Agreement, the County will require that the Selected Property Manager maintain reserve accounts for the property (i.e., operating reserves and replacement reserves), deposits shall be made according to the amounts approved in the Annual Operating Budget. Withdrawals shall be made according to the amounts approved in the Annual Operating Budget, subject to any review and approval of the County.

The County will also require preliminary and final accounting of all funds held by the Selected Property Manager relating to the Property.

The Selected Property Manager’s duties will include required reporting and/or compliance depending on the various funding requirements, and as determined by the County. In addition to revenue from space rents, the funding for operations may include funds from the County’s Measure K funds, California Department of Housing and Community Development’s Joe Serna Homeownership, Jr.

Farmworkers Housing Grant Program, and a grant from the U.S. Department of Housing and Urban Development. The County will regularly request performance data and supporting documentation for property expenses from the Selected Property Manager in accordance with the requirements of the various funding sources. All services to be performed by the Selected Property Manager shall be performed in accordance with all applicable Federal, State, County, and municipal laws, ordinances, and regulations associated with the various funding sources.

E. RESERVATIONS OF RIGHTS BY THE COUNTY

The issuance of this RFP does not constitute an agreement by the County that any contract will be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure.

• Reject any or all proposals.

• Reissue a Request for Proposals.

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment, or services to be provided under this RFP, or the requirements for contents or format of the proposals.

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by an applicant to observe any provision of this RFP.

SECTION II – ELIGIBLE APPLICANTS

The County is seeking, in the Selected Property Manager, an operator capable of providing full-service management, operations, maintenance, and services scope of work described in Section I(D).

Applicants may be a single nonprofit or for-profit entity or a team of such entities and must present experience managing, operating, and maintaining affordable properties and/or manufactured home communities. Applicants, while not required, should also have experience working in diverse communities, providing culturally competent services especially to those who are extremely- to low-income households and where English is not their first language. Applicants may be one entity capable of evidencing the full range of required expertise or may include a team of entities that together provide the required experience. If applying as a team of entities, the applicant team must designate one lead organization and a primary contact person from the lead organization to receive communications from the County.

To be considered eligible, Applicants will be expected to demonstrate experience and familiarity with the following subject areas through their Statement of Qualifications (“SOQ”) submissions.

SOQ requirements are detailed below in Section III under “Submission Requirements/Statement of Qualifications.”

A. PROPERTY MANAGEMENT AND MAINTENANCE SERVICES

Applicants should demonstrate significant experience with the following property management and maintenance issues and tasks:

• Must be a licensed real estate broker or work with a licensed real estate broker, authorized to perform property management services in the State of California and must be in good standing with the California Secretary of State.

• Managing the daily operations including residential lease set-up, rent collection, maintenance coordination with vendors and the property owner, resident services/relations such as inquiries, concerns, communications.

• Property upkeep and on-going routine maintenance of the common area property and infrastructure, including building service payments such as managing utility accounts, and other services related to the property, including but not limited to communications, alarms/security, fire alarm monitoring, garbage, water, and pest control.

• Cultural competency for working with residents of diverse backgrounds, sexual orientation, English as a Second Language, etc.

• Ensuring health and safety and well-being of the community including residents, employees, visitors in or near, the property.

• Asset management, budget development, accounting, and bookkeeping.

• Annual income recertifications.

• Enforcement of house rules, evictions, monitoring, grievance procedures and lease terms.

• Property insurance.

• Compliance, financial and performance reporting, and record-keeping including annual resident survey, income certification.

• Hiring, training, and quality control mechanism to manage staff.

• Working closely and cooperatively with a governmental entity owner, and resident referral agencies.

• Coordination with service providers.

B. RESIDENT SERVICES

While not required, if Applicants plan to provide some level of resident services or have experience, Applicant should document their experience or detail their plan to provide successful on-site services to ELI and LI households, and households where English may not be their first language. Such experience might typically include, but is not limited to:

• Hiring, training, and managing staff that provide high-quality resident services and thoughtfully coordinate supportive services with providers,

• Staying abreast of opportunities to partner with nearby service providers and amenities, and ensuring residents are linked with services they need to thrive,

• Cultural competency for working with residents of diverse backgrounds, sexual orientation, etc.,

• Offering regular community engagement programs,

• Fostering a positive community atmosphere.

C. COMMUNITY ENGAGEMENT

Applicants must evidence some level of experience with stakeholder outreach and community engagement, including:

• Collaborating with local neighboring city, neighbors, and community groups, including community advisory committees, both prior to occupancy and during ongoing project operations.

• Preparing and implementing thoughtful community engagement plans.

• Demonstrating a commitment to long-term maintenance of community relationships and if so, a track record of doing so.

• Working closely with community advisory committees and engaging volunteers.

• Fostering a positive community atmosphere; good neighborhood policy.

SECTION III – SUBMISSION REQUIREMENTS/STATEMENT OF

QUALIFICATIONS (“SOQ”)

Applicants must submit a SOQ which includes sufficient detail to demonstrate Applicant’s experience and skill operating, managing, and maintaining properties with extremely to low-income households’ residents. Each SOQ must contain the information discussed below.

A. APPLICANT INFORMATION

1) Identification. Business name and principal contact person, including office location, address, telephone number, website, and email address. In the case of applications submitted by an Applicant team, the team must submit this information for each involved entity and designate one lead organization and a primary contact person from the lead organization.

2) History. Briefly describe the Applicant’s history, the names of the Board of Directors or equivalent, number of years in business, and description of services the entity provides, including names of principals, number of employees, longevity, client base, areas of specialization and expertise and any other pertinent information in such a manner that proposal evaluators may reasonably formulate an opinion about the stability and financial strength of the organization. In the case of applications submitted by an Applicant team, each organization included as a member of the applicant team must provide this information.

3) Team Organization and Roles. Describe proposed team organization and staffing plan for the project indicating the roles and responsibilities of each team member entity and involved staff member, including the percentage of work each member would be expected to contribute, and the location of each team member. Please note, the on-site manager and maintenance staff will be an employee of the Selected Property Manager. If the on-site manager and maintenance staff are to be hired later, please include your hiring and staffing plans and whether the position will be an employee of the Selected Property Manager or contracted services. Please also include the Applicant’s policies and procedures conducting background checks for staffing. In the proposed team organization and staffing plan, please indicate the primary person(s) who will be responsible for managing the relationship. Please submit résumés for each team member which should highlight each staff member’s relevant experience in California and the nine-county San Francisco Bay Area region.

B. QUALIFICATIONS AND EXPERIENCE

1) Property Management and Maintenance Services. Describe the Applicant’s qualifications and experience leasing-up and managing affordable multi-family rental properties and/or manufactured home and/or homeownership communities whose primary resident population is low-income, especially ELI households. Please include qualifications and experience with maintenance services, and overall staffing plan. (Up to two pages, single-spaced, 11-point font.)

2) Resident Services. Describe the Applicant Team’s qualifications and experience providing or coordinating resident services for low-income households, especially ELI households. If the Team has experience coordinating services for farmworker communities, please highlight in this section (Up to one page, single-spaced, 11-point font.).

3) Comparable Projects List. Include a list of comparable projects and those currently under management, including, at a minimum, the project name, address, type of property, number of units, target populations, and targeted incomes by AMI and bedroom count and property funding/restriction type (HUD, LIHTC, etc.). Please identify if any of these projects are manufactured home communities.

4) Comparable Projects Narrative. Choose up to three comparable projects from the list above and provide a narrative description of the project(s), describing similarities to the current proposal and the Applicant’s experience and success at the project(s) that best demonstrate the background necessary to successfully operate the Property. (Up to one page, single-spaced, 11-point font.)

5) Comparable Projects Performance. Complete and include the form “Comparable Projects

Performance” to summarize the last two years’ financial performance of the projects described in the “Comparable Projects Narrative” above. The form can be found on the RFP landing page on the DOH webpage.

6) Litigation. Disclose Applicant’s litigation history for the past five (5) years. Applicant may be disqualified if a final judgment was issued against Applicant or any affiliated organization for breach of contract or failure to perform services competently and adequately. Include a listing of all resolved or ongoing litigation involving the Applicant’s organization, including a narrative describing the claim or case and the resolution or status for the past five years. This listing shall include litigation brought against the Applicant’s organization or affiliated organizations and any litigation initiated by the Applicant’s organization or affiliated organizations against any governmental entity. For purposes of this litigation history, “affiliated organization” means any organization owned or controlled by Applicant, any organization for which Applicant is a successor entity, any organization that either merged with Applicant or divested from Applicant, or any organization which is a parent or subsidiary of Applicant. The term “litigation” includes disputes resolved by mediation or arbitration.

C. STATEMENT OF INTEREST

Provide a maximum one-page narrative, single spaced, 11-point font, describing what the Applicant believes are the biggest opportunities to be pursued through this Project and what will be the biggest challenges to bringing these opportunities to fruition. Please also describe any promising leads for addressing those challenges.

D. OPERATIONS PLAN

1) Operations Budget. Prepare and submit a detailed proposed Operating Budget plan for the first five years of the Project. The budget must be comprised of the following components:

1. Staffing

2. Administrative/Accounting Expenses

3. Property Management Fee

4. Resident Services

5. Site Security

a. Site security will be needed during the first few months of operations while the property is being leased up.

6. Utility Expenses

a. Homeowners will pay for all electricity, water, and trash expenses related to their unit.

b. The operations budget must include all utility expenses connected to common areas such as the office. Though homeowners are responsible for their own trash service, the operations budget must account for central collection containers (including for dog waste) throughout the common areas of the property.

c. The property is 100 percent electric and has no gas service.

d. Maintenance for the property’s sewer and stormwater systems is required. The sewer system is privately owned by the County and the Property Management company will need to enter into contract for sewer system maintenance services.

7. Other Common Area Operating and Maintenance Expenses

a. Community amenities include private walkways, roadways, curbs/gutter, guest parking areas, 300 square foot stand-alone property management office, and a fenced community garden.

b. Maintenance of the play structure/picnic area will be managed by the City of Half Moon Bay.

c. Landscape maintenance plan and arborist plan will be provided. An Arborist must conduct monitoring twice a year from the date of project completion for two years to ensure trees are in good condition.

8. Taxes and Insurance

The County, in collaboration with the City, may identify additional/other operations and maintenance responsibilities that will be included in the operating budget after execution of the Management Agreement.

2) Operations Budget Narrative. Provide a narrative of up to one page, single spaced, 11-point font, discussing the details and assumptions in the Operating Budget.

3) Start-Up Funds: Please prepare and submit a proposed budget and amount for the “Start-Up Funds” which will be comprised of the following components:

1. Start-Up Costs: The Selected Property Manager may utilize this fund to reimburse costs incurred one to two months prior to construction completion. This includes costs for operations and services which may include staff time to attend homebuyer interviews, lease signings, and move-in orientations in collaboration with the County. Additionally, this should include costs to setup the on-site management office. The start-up costs will be costs incurred from the time the Management Agreement is entered into and through construction completion, which is anticipate being as early as June 2025 through summer of 2025. The County anticipates that this start-up time frame to last between 1-2 months. The Start-Up Fund is not intended to and shall not be used to reimburse costs incurred in preparing and applying to this RFP.

2. Initial Reserve Account: Initial Reserve Account is intended to cover the difference between operating costs of the property and project income generated during the lease-up period. The Lease-up period will start after construction completion through 100 percent occupancy. We anticipate move-ins for all 46 homes to occur between June 2025 and August 2025.

4) Financial Report: Please include an example of financial reports including a budget variance report, balance sheet, rent roll and aged account receivable report. Please include the software system to be used or currently using.

E. RESIDENT SERVICE PLAN

If providing resident services, please include a written plan (up to one page, single-spaced, 11-point font) for providing resident services. Resident services could include service coordination, case management and/or educational services that focuses on promoting greater self-sufficiency and stability among the residents. Please provide details on how the applicant will coordinate services for farmworker households and how they will collaborate with service providers in the area.

If Selected Property Manager will benefit from budgeting and providing at least one on-site FTE with case management experience to coordinate with providers and residents, fill in service gaps from time-to-time, and help residents maintain independent housing (e.g., caregiving, rep payee, social security, transportation, etc.), County is interested in Applicant’s thinking and considerations in posing the narrative.

F. COMMUNITY ENGAGEMENT

The Half Moon Bay community is highly invested in ensuring the project is successfully operated as affordable housing for agricultural workers and has a well-organized community association to help coordinate communications. Please describe Applicant’s experience and skill collaborating with neighbors and community groups, including community advisory committees, and discuss how Applicant would propose engaging community stakeholders and residents in the planning and ongoing operations of the Project (up to one page, single-spaced, 11-point font).

G. LEASE-UPAND PROTECTIONS

On a maximum of one page, single spaced, 11-point font, describing your leasing practices including vacancies and overall operation practices and policies. Describe the Applicant’s processes for handling violations of lease requirements and house rules and how the Applicant would intend to apply them at the property. Please also describe the Applicant’s experience implementing precautions to protect vulnerable residents are protected at properties under their management and control.

H. PROFESSIONAL REFERENCES

Please provide contact information for at least three (3) references that can attest to the Applicant’s experience and ability to successfully operate, manage, maintain, and provide services at a similarly sized property with comparable resident populations. The minimum information that shall be provided for each client reference follows:

a. Name and title of the contact person;

b. Name of the entity;

c. Address of the contact person;

d. Telephone number and email address of contact person; and

e. Brief description of the services provided.

I . REVIEW OF CONTRACT

The Form of Management Agreement (“Agreement”) has been included in this RFP. While Applicants have the option of submitting proposed modifications to the Agreement as a part of their submission, such modifications may be taken into account in the evaluation process. Any requested modifications will be accepted in the County’s sole discretion.

J. SECTION IV – SELECTION PROCESS

A selection committee consisting of staff members from, at a minimum, County Department of

Housing, and Property Management Consultants. Based upon a review of the SOQs, up to three (3) Applicants will be invited for interviews, as needed to further discuss their qualifications and proposals. The County and recommended Applicant will need to negotiate the Management Agreement and other agreements that will require approval by the County of San Mateo’s Board of Supervisors.

The table below provides a summary of the factors upon which Applicants will be evaluated and scored in this RFP.

EVALUATION FACTORS POSSIBLE POINTS

Experience operating, managing, and maintaining affordable housing and/or manufactured home communities in the nine (9) county Bay Area, with special attention given to San Mateo County experience and to experience with properties housing ELI, LI, and farmworker households.

Financial and administrative strength, and reporting experience, qualifications, and reporting submissions.

Experience engaging with neighbors, community organizations, residents, and other stakeholders; and strength and thoughtfulness of Community Engagement Plan.

Applicant’s experience coordinating resident services in the nine (9) county Bay Area with special attention given to experience in San Mateo County, experience providing services to ELI and LI households, those with limited English proficiency, and farmworker households.

Strength, quality, and thoughtfulness of Applicant’s plans for lease-up, enforcement of rules, and resident protections.

Overall costs relative to the scope of services. Reasonableness and efficiency of proposed start-up costs and operational budget.

Overall quality and effort reflected in the Statement of Qualifications submittal.

Total Points 100

SECTION V – PROTEST PROCEDURES

1) Protest Procedures

1.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any Applicant that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the Applicant, and must cite the law, rule, local ordinance, procedure, or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

1.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any Applicant that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the Applicant, and must cite the law, rule, local ordinance, procedure, or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

1.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally (e.g., by telephone) will not be considered. Protests must be mailed or delivered to:

County of San Mateo, Department of Housing Attn: Nila Kim Re: Property Management Services for Stone Pine Cove Community 264 Harbor Blvd., Bldg. A Belmont, CA 94002 Email: nhkim@smcgov.org.

SECTION VI – RFP TECHNICAL ASSISTANCE

Questions Regarding the RFP. Questions may be sent to County through OpenGov. Questions posed via email along with responses from County staff will be posted on OpenGov.

Additional Materials. The County has included links to property condition reports, site plans, city permits, and other guiding documents for the RFP and can be found in Exhibit A.

Note the application also requests Applicants use one form uploaded to the DOH webpage to respond to item III(B)(5).

Zoom Technical Assistance Session. The County will provide technical assistance and respond to questions during a Zoom session on April 11, 2025. The RSVP link is posted in the RFP Timeline.

The date and time along with information to access the technical assistance session will also be posted on OpenGov. The County will endeavor to post written responses to all questions and answers discussed at the technical assistance session on OpenGov.

SECTION VII – GENERAL TERMS AND CONDITIONS

If changes to the RFP are warranted, they will be posted to OpenGov. It is the responsibility of each Applicant to check the website for changes and/or clarifications to the RFP prior to submitting a response.

Read all Instructions. Read the entire RFP and all attachments before preparing your response.

Miscellaneous. This RFP is not a commitment or contract of any kind. The County reserves the right to negotiate with the selected Applicant as recommended by the selection committee, and Board of Supervisors. The County reserves the right to accept and award a recommended Applicant as described in this RFP or to reject all applications. All submissions in response to this RFP will become the property of the County and will be considered public records. As such, they may be subject to public review.

SECTION VIII – RFP TIMELINE

This section describes the RFP and project timeline. Please note the timeline is subject to change at any time at the County’s discretion, and the County will post any such changes at the RFP landing page on the DOH website.

EVENT TARGET DATE

1. RFP Release April 8, 2025

2. Zoom Technical Assistance and Pre-Proposal Session RSVP link:

https://smcgov.zoom.us/webinar/register/WN_aD67P58OSBSTOoT4F6iuUg

April 11, 2025

Noon-1:00 p.m.

3. RFP Response Deadline (Responses Must be Submitted by 4:00 p.m. on the OpenGov website.)

April 21, 2025

4. Selection Committee Presentations & Potential Interviews Late April 2025

5. Operator Selection and Approval May 2025

6. Execute Operator Agreement May 2025

7. Initial Resident Move-Ins June 2025

SECTION IV – SOQ SUBMISSION

Statements of Qualifications must be submitted via OpenGov Procurement website by 4:00 p.m.

PDT on April 21, 2025 https://smcgov.zoom.us/webinar/register/WN_aD67P58OSBSTOoT4F6iuUg

Exhibit A

Attachments to Download or Review

1. City of Half Moon Bay Documents

a. Conditions of Approval

b. City of Half Moon Bay Application Materials

These documents are available at the following City of Half Moon Bay link:

https://www.half-moon-bay.ca.us/879/Stone-Pine-Cove-880-Stone-Pine---Afforda

2. Resident Selection Criteria

a. Document is available on the property’s website: Stone Pine Cove | County of San

Mateo, CA

3. Form of Property Management Agreement

4. DOH Forms to Include in the Application:

a. III(B)(5) – Comparable Projects Performance https://www.half-moon-bay.ca.us/879/Stone-Pine-Cove-880-Stone-Pine---Afforda https://www.smcgov.org/housing/stone-pine-cove https://www.smcgov.org/housing/stone-pine-cove