Residential_&_Commercial_Property_Management_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSALS (RFP)

2115-RFP

RESIDENTIAL & COMMERCIAL PROPERTY MANAGEMENT

City of Rock Hill

757 S. Anderson Road, Building 103

Rock Hill, SC 29730

RELEASE DATE: July 9, 2026

DEADLINE FOR QUESTIONS: July 22, 2026

RESPONSE DEADLINE: July 29, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofrockhill

City of Rock Hill

REQUEST FOR PROPOSALS (RFP)

2115-RFP

Residential & Commercial Property Management

I. Introduction II. Request for Proposals

III. Scope of Work IV. Terms & Conditions V. Evaluation

VI. Vendor Questionnaire

Attachments:

A - City of Rock Hill Agreement for Services_SAMPLE

B - Tenant Selection Policy

C - Permanent Supportive Housing Program MOU

D - Rental Property Groups

E - Inspections Checklist

F - Communication Timeliness Guide

G - Affirmative Marketing Plan

H - Emergency Maintenance Situations

I - HDCRH Point of Contact List

Request for Proposals (RFP) #2115-RFP Title: Residential & Commercial Property Management

1. Introduction

1.1. Summary

The City of Rock Hill, South Carolina (City) and Housing Development Corporation of Rock Hill (HDCRH) are seeking competitive proposals from qualified companies to provide the City and HDCRH with management services for the rental of 29 homes owned by the HDCRH and six (6) properties owned by the City.

1.2. Background

The 29 HDCRH units are composed of single family, scattered site homes and duplexes. The six (6) properties for the City are a mix of two (2) commercial warehouses, two (2) single-family homes, and two (2) mobile home lots. The City is responsible for the well and septic maintenance at the mobile home lots. The mobile home unit itself is owned by the tenant, who pays rent on the lot. Monthly rents range from $250 to $1,950.

1.3. Contact Information

Sarah Kesler

Procurement Analyst

757 S Anderson Road

Purchasing Building 103

Rock Hill, SC 29730

Email: sarah.kesler@cityofrockhill.com

Phone: (803) 329-7070

Department:

Housing

1.4. Timeline

Solicitation Release Date July 9, 2026

Pre-Proposal Meeting (Non-Mandatory) July 15, 2026, 2:00pm

City of Rock Hill Operations Center

757 South Anderson Road

Building 103, Procurement Conference Room

Rock Hill, SC 29730

Question Submission Deadline July 22, 2026, 4:00pm

Proposal Submission Deadline July 29, 2026, 2:00pm mailto:sarah.kesler@cityofrockhill.com tel:(803)329-7070

2. Request for Proposals

PROJECT: Residential & Commercial Property Management

RFP Number: 2115-RFP

Proposal DUE DATE: Wednesday, July 29, 2026 before 2:00 pm

2.1. General Information

Electronic submissions will be received by the Procurement Division of the City of Rock Hill, South

Carolina via the City's eProcurement Portal up to but not later than the published date and time. The eProcurement Portal clock is the official timekeeper for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City strongly recommends completing your response well ahead of the deadline.

2.2. Non Mandatory Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held at 2:00 pm on Wednesday, July 15, 2026 in the following location:

City of Rock Hill Operations Center 757 South Anderson Road Building 103, Procurement

Conference Room Rock Hill, SC 29730

Inspection, questions, and work review will take place at this time. Please RSVP if a representative from your company will be attending the non-mandatory pre-proposal meeting.

2.3. Purpose

The City of Rock Hill, South Carolina is seeking proposals from qualified companies to provide the City with Residential & Commercial Property Management services.

The initial term of the resulting agreement is three (3) years. The anticipated start date is September 1, 2026 with two (2) one-year options, if options are exercised. The Housing and Community Development

Division is responsible for this project.

2.4. Competition Intended

The process of responding to this Request for Proposals (RFP) should involve interested companies reviewing and analyzing the information provided herein and responding to all items where a response is requested.

2.5. Definitions

Proposer/Company: This term is used to encompass the party seeking to have an agreement with the

City of Rock Hill.

City: This term is defined as the City of Rock Hill, South Carolina. All communications relating to the bid process or the resulting purchase should be directed to the City’s Procurement Office or its designated contact.

Purchase:This term means the agreement to be executed by the City and the successful company.

2.6. Discrepancies and Questions

Companies shall have no contact related to this project with the City of Rock Hill elected or appointed officials or employees during the solicitation process, other than the contact person specified within this solicitation. Any such contact will subject the Company to immediate disqualification for consideration for this project.

Should the Company have questions, find discrepancies in the plans and/or specifications, or be in doubt as to the meaning or intent of any part thereof, the Company shall request clarification from the City via the eProcurement Portal, not later than 4:00 pm on Wednesday, July 22, 2026.

All questions will be answered and any changes will be communicated through an addendum posted on the City’s eProcurement Portal. As a registered Company, you will also receive addenda notifications in your email by clicking “Follow” on this project. It is the Company's responsibility to check the website for this information before submitting. Failure to request such clarification is a waiver of any claim by the

Company for additional expenses because its interpretation was different from the City’s.

2.7. Proposer's Minimum Qualification

A qualified company is defined for this purpose as one that meets, or by the date of proposal acceptance can meet, all requirements for licensing, insurance, and service contained within this RFP.

The Contractor is required to have a valid SC Property Manager, Property Manager-In-Charge, or Broker-in-Charge License in good standing to upload to this solicitation and hold throughout the life of the contract. The individual(s) completing the work as listed in this solicitation must be the license holder(s).

2.8. Proposal Preparation

All proposal responses shall be:

1. Prepared and submitted electronically via the City's eProcurement Portal by an authorized company representative.

2. Each proposal constitutes an offer and may not be withdrawn except as provided herein. Prices are to remain firm for the period stated in the Request for Proposals.

3. Each proposal shall include the name, address, telephone number, and e-mail address of at least three (3) current customers for whom they have provided similar products or services. These references may be contacted, and if so, their responses may constitute a significant part of the proposal evaluation process.

4. The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

2.9. Proposal Submission

Proposals not received before2:00 pm onWednesday, July 29, 2026 will not be considered.

The City assumes no responsibility for late proposals. No proposal may be withdrawn for a period of sixty (60) calendar days after the date set for the opening thereof unless approved in writing by the

Procurement Manager. All proposals must be approved by the Rock Hill City Manager and the https://procurement.opengov.com/portal/cityofrockhill department(s) in charge of the project. Failing an agreement, the City may reject all proposals and resubmit for new proposals or make any other decisions it deems to be in its own best interest.

The e-Procurement Portal uses an 'electronic lock box' system to receive and protect all Company responses. Only the Company can see that they have submitted a response and the information contained in that response. The Company may withdraw their submission and resubmit anytime until the due date and time. Once the submission phase has ended, the City can view the submissions and begin the evaluation of all received.

2.10. Availability of the e-Procurement Portal

All responses to the Solicitation must be submitted electronically through the e-Procurement Portal.

Should there be any technical issues with the Portal (not user/Supplier issues) that prevent any Supplier from submitting a response within the two (2) hours immediately before the due time, the Solicitation due date and time shall be extended for a period of 24 hours. The technical issue must be by the Portal provider (OpenGov) and affects all participating Suppliers. The City shall verify the technical issue or unavailability of the Portal with OpenGov, the system provider. Technical issues localized to a single supplier will not be considered cause for an extension.

The e-Procurement Portal will not allow submissions after the established due date and time have passed.

2.11. Errors in Proposal

Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the company's own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. If an error is made before submitting the proposal, the company may withdraw its proposal electronically through the City's eProcurement Portal and may re-submit prior to the stated proposal submission deadline. The City reserves the right to waive any informalities, technical defects, and minor irregularities in proposals received.

2.12. Award Criteria

The award shall be made to a company that submits the highest-scoring proposal, taking into consideration product or service quality, past performance, and compliance with the stated terms, conditions, and specifications. Notwithstanding the foregoing, the City of Rock Hill reserves the right to reject any or all proposals, to accept any proposal submitted, waive any informality, and negotiate with the low Proposer(s) on any changes that the City of Rock Hill considers necessary or desirable for its own interests. The City alone shall make such determination.

Should the City identify the lowest bid as an Abnormally Low Bid (ALB) in accordance with the City's own internal guidance, the City may request the Vendor to provide information or an explanation in support of what appears to be an ALB. Should the City believe the Vendor cannot fulfill the requirements of an

Awarded Contract for the amount of the offer, the City may disqualify the submission.

In addition, the City of Rock Hill's Procurement Policies and Procedures Manual, as amended or supplemented from time to time, is hereby incorporated by this reference and shall apply to this

Request for Proposals. The City reserves all alternatives, terms, and conditions as set forth therein.

2.13. Compliance with Laws

The successful Proposer shall obtain and maintain all licenses, permits, liability insurance, and worker's compensation insurance, and comply with all other standards or regulations required by federal, state, county, or City statutes, ordinances, and rules during the performance of any purchase between the company and the City. Any such requirement specifically outlined in any purchasing document between the company and the City shall be supplementary to this section and not in substitution thereof.

2.14. Suspension and Debarment

The Proposer certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the Proposer is unable to certify any of the statements in this certification, such Offeror shall attach an explanation to this proposal.

2.15. Subcontractors

The awarded Company agrees that it shall not delegate, subcontract, or assign all or any portion of the project to any third party without the express written consent of the City.

2.16. Brand Name

The use of a brand name is for the sole purpose of describing the standard of quality, performance, and a characteristic desired and is not intended to limit or restrict competition.

2.17. Retainage

The City reserves the right to hold up to 10% of the invoice amount in retainage to ensure that the project, materials, and services are delivered to the City’s satisfaction. All retainages will be paid when all issues, in the sole opinion of the City, have been resolved, and retainage may be held until the project completion.

2.18. Local Providers

Proposers should keep in mind the City’s goal of supporting local businesses and supply houses for materials and labor whenever practicable, so long as pricing and other contract conditions are not adversely affected.

2.19. Proposal Format

1. Qualifications & Experience of the Company:

Brief history and organization of the company, the legal entity that will enter into the contract, the location of the office where the work will be performed, and the name and title of the person that is authorized to enter into a master contract agreement (must be an officer, partner, or member of the company). List any sub-consultants that will support your company, if any. Provide a narrative of your company's prior experience and qualifications as it pertains to the Scope of Work and provide a list of projects with similar scopes. Experience will be considered in many relevant areas including but not limited to property management (scattered sites specifically), affordable housing, time in business, and relevant certifications.

2. Project Management, Approach to the Project & Quality Control:

Demonstrate project management, approach to the project, and quality control methods that will be employed by your company. This section shall also include an organizational chart for each team member (including sub-consultant supervisors) and list their roles with responsibilities.

3. Capacity and Response Capability:

Provide a statement of your company's current workload and capacity to meet the project schedules.

Include the company’s ability to start September 1, 2026 or sooner if applicable. Capacity will be considered in many relevant areas, including financial management capacity of medium scale projects

(25-75 units). Staff capacity will be considered as it relates to percentage of time projects will be received, the internal division of labor as it relates to operational tasks, maintenance, etc.

4. Price:

Include the following costs with your company submission:

A. Management Fee per Unit - Options include, but not limited to:

o Percentage of the collected rent per unit (ex. 10% of a $1000/month rent = $100 monthly management fee) o Flat fees per unit (ex. $50 flat monthly fee for all units under $500/month)

B. Project Management Fee for larger work and repairs on units - Percentage or Flat Fee

C. Inspection Fee (to be conducted every other month) including changing out the air filters - Cost per Inspection o HDCRH will buy the filters

5. References:

Provide the name, address, email and telephone number of at least three (3) references familiar with the quality of work done by your company of similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

6. Legal, Safety, Insurance, and Financial:

The company's submittal shall provide documentation of any history of litigation associated with project performance or professional liability during the past ten years. A short statement of any safety problems that the company may have encountered in projects designed or inspected. Provide a statement or other information to describe the company's general financial standing and current insurance coverage.

7. Other Supporting Data:

Include any other information you feel to be relevant to the selection of your company.

3. Scope of Work

3.1. Communication and Customer Service

A. Primary Point of Contact

The Property Management Company (PMC) shall serve as the primary point of contact for all tenant communications, maintenance requests, lease administration, and general public inquiries related to the managed properties.

B. Communication with HDCRH

The PMC shall maintain regular communication with HDCRH in accordance with the attached

Communication Timeliness Guide and HDCRH Point-of-Contact List.

The PMC shall:

• Provide copies of all written tenant communications to HDCRH.

• Copy HDCRH on all electronic communications through email forwarding or BCC.

• Provide email notification for all mailed notices documenting:

o Date sent o Type of notice issued

• Immediately notify HDCRH of matters requiring owner involvement or approval, including but not limited to:

o Evictions o Tenant abandonment o Emergency maintenance o Insurance lapses o Lease violations

C. Monthly Coordination Meeting

The PMC shall participate in a monthly coordination meeting with HDCRH staff to review:

• Financial reports

• Occupancy and vacancies

• Maintenance activities

• Lease compliance issues

• Tenant concerns

• Other operational matters

3.2. Financial Management and Reporting

A. Collection

The PMC shall collect all rents, approved fees, security deposits, lawn maintenance fees, and charges resulting from tenant damages.

B. Security Deposits

The PMC shall maintain all tenant security deposits in accordance with South Carolina law.

The PMC shall provide documentation identifying:

• How security deposits are maintained;

• Whether deposits are held in an interest-bearing account; and

• Compliance with all applicable state requirements.

Upon each unit turnover, the PMC shall provide written notification to HDCRH indicating whether the tenant's security deposit was returned in full, returned in part, or retained. If any portion of the security deposit is withheld, the PMC shall provide the tenant and HDCRH with an itemized explanation of the amounts withheld and the reason(s) for the withholding in accordance with applicable law and funding requirements.

C. Late Payments

The PMC shall provide written notice of delinquent rent payments to both the tenant and HDCRH no later than the 10th day of each month.

D. Monthly Financial Reporting

The PMC shall submit a monthly financial report to HDCRH no later than the 20th day of each month.

The report shall include, at a minimum:

• Rent collected

• Security deposits received

• Outstanding tenant balances

• Fees assessed and collected

• Tenant damage charges

• Maintenance expenditures

• Vendor invoices received and paid

• Current delinquency status

• Vacancy status

• Ongoing and completed maintenance work orders

For each work order, the report shall include:

• Date received

• Date completed (or anticipated completion)

• Current status

• Contractor information

• Copies of invoices

• Total cost incurred

E. Rent Collection and Remittance

Rental payments shall be remitted to HDCRH no later than the 20th day of each month. When applicable, tenant security deposits retained to cover damages or other allowable charges shall also be remitted to HDCRH.

3.3. Tenant Selection and Leasing

A. Applicant Screening

The PMC shall conduct applicant screening, including:

• Credit history

• Criminal background

• Rental history

• Payment history

The PMC may provide recommendations regarding applicant eligibility; however, all applicant approvals and denials remain subject to HDCRH approval.

B. Tenant Selection and Waitlist Compliance

The PMC shall coordinate with HDCRH to fill vacancies in accordance with the applicable waiting list, funding requirements, program regulations, Tenant Selection Policy, Affirmative Marketing Plan, and all applicable federal, state, and local regulations.

For all property groups except the Homestead Property Group, tenant selection shall be based on the waiting list maintained by HDCRH. The PMC shall not independently select tenants for these properties.

For the Homestead Property Group, currently consisting of four residential units and two commercial units, the PMC may recruit and screen prospective tenants, in accordance with the Affirmative

Marketing Plan.

C. Fair Housing Compliance

The PMC shall comply with the Fair Housing Act, as amended; Section 504 of the Rehabilitation Act; and all other applicable federal, state, and local fair housing and nondiscrimination laws.

D. Lease Administration

The PMC shall prepare, execute, renew, and administer lease agreements.

All leases shall require tenants to maintain renter's insurance with a minimum of $100,000 in personal liability coverage. The PMC shall:

• Obtain proof of renter’s insurance prior to move-in.

• Verify insurance coverage at each lease renewal.

• Maintain documentation in the tenant file.

• Notify HDCRH immediately of any lapse in coverage.

Failure to maintain renter's insurance shall be documented as a lease violation and reported to HDCRH for further action.

E. Lease Violations

The PMC shall issue written notices for lease violations in accordance with the lease agreement and applicable law.

Copies of all lease violation notices shall be provided to HDCRH within five (5) business days of issuance.

3.4. Maintenance and Repairs

A. Routine Repairs

The PMC may authorize routine repairs costing $250.00 or less without prior HDCRH approval.

The PMC shall notify HDCRH as soon as practical and no later than three (3) business days after completion.

B. Repairs Requiring Approval

Repairs exceeding $250.00 require prior approval from HDCRH following submission of a written estimate.

C. Emergency Repairs

Emergency repairs exceeding $250.00 may proceed without a written estimate when immediate action is necessary to protect life, safety, or property.

The PMC shall notify HDCRH immediately in writing upon authorizing emergency repairs.

Emergency situations shall be defined by the attached Emergency Maintenance Situations document.

D. Contractors

All subcontractors performing repair work shall possess:

• A current City of Rock Hill Business License;

• All required contractor licenses; and

• Applicable permits.

E. Tenant-Caused Damages

The PMC shall inspect, document, and assess all tenant-caused damages to the property, including damages resulting from negligence, misuse, intentional acts, or malicious conduct.

The PMC shall report all such damages to HDCRH and assist in implementing repayment plans or lease enforcement actions as directed by HDCRH and in accordance with applicable laws and lease provisions.

3.5. Unit Inspections

A. Inspection Frequency

The PMC shall conduct inspections of all applicable units every other month (bi-monthly).

An HDCRH representative shall be present during inspections.

B. Inspection Requirements

Each inspection shall include:

• Completion of the approved Inspection Checklist

• Identification of maintenance issues

• Identification of lease violations

• Replacement of HVAC air filters

• Submission of inspection reports to HDCRH

3.6. Unit Turnover and Vacancies

A. Vacancy Notification and Turnover Coordination

The PMC shall notify HDCRH immediately upon confirmation that a unit has been fully vacated.

HDCRH shall be responsible for coordinating and managing all unit turnover activities in accordance with applicable funding requirements, program regulations, and organizational policies. Unless otherwise permitted by the applicable funding source or approved by HDCRH through a documented exception, unit turnover activities shall be completed within thirty (30) calendar days of the unit becoming vacant.

Upon completion of turnover activities and when the unit is ready for occupancy, HDCRH shall notify the

PMC. The PMC and HDCRH shall then coordinate the transition of the new tenant into the unit, including lease execution, move-in scheduling, key transfer, and any other activities necessary to facilitate occupancy.

B. Evictions and Abandonment

The PMC shall administer lease enforcement in accordance with the lease agreement, South Carolina law, and applicable program requirements.

The PMC shall:

• Provide written notification to HDCRH prior to initiating eviction proceedings.

• Obtain written approval from HDCRH before filing any eviction action, except where immediate legal action is required by law to protect persons or property.

• Provide regular written updates to HDCRH throughout the eviction process.

• Immediately notify HDCRH of any suspected or confirmed tenant abandonment.

• Follow all applicable South Carolina laws regarding abandoned property and tenant abandonment.

The PMC may recommend lease enforcement actions, including eviction; however, final authority to approve, deny, or direct all eviction proceedings shall remain with HDCRH.

3.7. General Requirements

A. Permanent Supportive Housing Program

The PMC shall review and comply with the attached Permanent Supportive Housing Program

Memorandum of Understanding (MOU). Where provisions of the MOU conflict with this Scope of Work, the MOU shall govern.

B. Property Portfolio Changes

The PMC acknowledges that the City of Rock Hill and HDCRH may add or remove properties from the management portfolio during the term of the agreement without penalty.

C. Tenant Satisfaction

The PMC shall administer a voluntary tenant satisfaction survey during lease renewal. Survey results shall be submitted to HDCRH with the monthly report.

D. Licensing Requirement

The Contractor is required to have a valid SC Property Manager, Property Manager-In-Charge, or Broker-in-Charge License in good standing throughout the life of the contract. The individual(s) completing the work as listed in this solicitation must be the license holder(s).

3.8. Additional Information

• New properties may be added or removed throughout the life of the contract.

• Five separate ledgers must be maintained, and 5 checks issued, according to program regulations.

• The properties have been acquired through a variety of sources, including state and federal grants, and are used for rental to those at or below 120% Area Median Income.

3.9. HDCRH Responsibilities

A. Tenant Selection and Leasing

Waitlist Administration

The HDCRH shall maintain waiting lists for all property groupings except the Homestead Property Group.

The HDCRH shall:

• Maintain and update waiting lists in accordance with applicable program regulations and funding requirements.

• Contact applicants periodically to verify:

o Annual household income o Household composition o Continued interest in remaining on the waiting list

• Open waiting list for new applications as permitted by funding requirements and program regulations.

• Screen applicants for program eligibility prior to referral to the Property Management Company

(PMC).

Applicant Referral

After determining preliminary eligibility, the HDCRH shall refer applicants to the PMC for completion of the applicant screening process as outlined in the Scope of Work for the Property Management

Company (PMC).

The PMC shall complete any additional screening required under its Scope of Work, including but not limited to:

• Credit history

• Criminal background

• Rental history

• Payment history

B. Program Compliance and Coordination

Coordination with SC Housing

The HDCRH shall serve as the primary point of contact with SC Housing for all properties funded through

SC Housing programs.

The HDCRH shall:

• Monitor changes to SC Housing program requirements and compliance guidance.

• Upload required documentation through the SC Housing online portal.

• Submit required information regarding:

o Tenant move-ins o Tenant move-outs o Unit turnover o Security deposit returns o Other required reporting as determined by SC Housing

• Update utility allowances upon release by SC Housing.

• Submit annual rent approval worksheets within ninety (90) days of newly released rent limits.

Coordination with the PMC

The HDCRH shall communicate any SC Housing forms or documentation requiring collaboration with the

PMC during, or prior to, the monthly coordination meeting.

Required forms and reporting requirements may change based upon SC Housing guidance.

C. Owner-Directed Property Repairs

For repairs requiring HDCRH approval outlined in the Scope of Work for Property Management

Company (PMC), the HDCRH shall coordinate with the PMC regarding repair authorization and vendor selection.

When HDCRH elects to use its own contractor or vendor, the HDCRH shall provide the PMC with:

• The scope of work

• The anticipated work schedule

• Any information necessary to allow the PMC to provide required notice to the tenant in accordance with the lease agreement.

D. Unit Turnover and Vacancies

HDCRH shall be responsible for coordinating and managing all unit turnover activities in accordance with applicable funding requirements, program regulations, and organizational policies. Unless otherwise permitted by the applicable funding source or approved by HDCRH through a documented exception, unit turnover activities shall be completed within thirty (30) calendar days of the unit becoming vacant.

Upon completion of turnover activities and when the unit is ready for occupancy, HDCRH shall notify the

PMC. The PMC and HDCRH shall then coordinate the transition of the new tenant into the unit, including lease execution, move-in scheduling, key transfer, and any other activities necessary to facilitate occupancy.

4. Terms & Conditions

4.1. Insurance

The Company agrees that the Company shall keep and maintain general automobile liability insurance for $1,000,000 per occurrence for each vehicle and $1,000,000 in aggregate for all vehicles which the

Company brings onto City property or use in any manner in the provision of services, including transportation to and from the site(s) where the services are rendered; and the Company further agrees that the Company shall maintain general liability insurance for at least $2,000,000 per incident/occurrence and $2,000,000 in aggregate for all incidents/occurrence during the policy period;

and the Company agrees that the Company shall maintain Worker’s Compensation Insurance on all of the Company’s employees. In no event shall the Company serve as self-insurer for the purpose of

Workers Compensation Insurance.

The Company also agrees that the Company shall provide, in a form acceptable to the City, certificates of Worker’s Compensation Insurance, Automobile Liability Insurance, and General Liability Insurance.

Coverages must be maintained throughout the life of the contract, including any applicable warranty period.

4.2. Illegal Immigration Reform Act Compliance

The Proposer certifies that it will comply with South Carolina Code of Laws Sections 8-14-10 through 8-4-

90 (as amended) titled, "Unauthorized Aliens and Public Employment," and agrees to provide to the City any documentation required to establish, as applicable, (i) the inapplicability of such laws to the

Proposer, its subcontractor(s) and its sub-subcontractor(s); and (ii) the compliance with these laws by the Proposer, its subcontractors, and its sub-subcontractors.

4.3. Indemnification

The Company shall indemnify and hold harmless the City from and against all liability, loss, damages, or injury, and all costs and expenses (including attorneys' fees and costs of any suit related thereto), suffered or incurred by the City, to the extent arising from the Company’s or its subcontractors' (i) negligent performance of the Work under the Final Contract; (ii) intentional misconduct, negligent acts, or omissions during the performance of the Work; and (iii) breach of any term, covenant, representation, or warranty of the Final Contract.

4.4. Freedom of Information Act

All proposals will be public information, per FOIA guidelines.

4.5. Iran Divestment Act

By signing its proposal, the Proposer certifies that it:

(i) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

(ii) will not take any action causing it to appear on any such list during the term of the Final Contract;

and

(iii) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

4.6. Agreement

The selected company will be required to use the City of Rock Hill’s standard agreement. See attached sample agreement.

4.7. Non-Appropriation of Funds

This Agreement shall be subject to the availability and appropriation of funds by Management and City

Council. Management and City Council appropriate funding on an annual basis during each fiscal year. If

Management or City Council does not appropriate the funding under this agreement, the City will not be obligated to pay amounts due beyond the fiscal year for which funds were appropriated. No act or omission by the City, which is attributable to non-appropriation of funds, shall constitute a breach of or default under this Agreement.

4.8. City Business License

The winning Proposer, prior to execution of the Final Contract, must possess or obtain a City of Rock Hill

Business License. Such license must be maintained throughout the duration of the Work. If the Proposer is not currently doing other business inside the City limits, the fee for such license is based on the amount of the Final Contract. If the winning Proposer is currently doing other business within the City limits and does not possess a business license, then the fee for the license is based on the total gross receipts from customers within the City limits. Contact the City Business License Office at 803-329-5590 to determine the exact amount of the fee or ask other pertinent questions regarding doing business in the City of Rock Hill.

4.9. Excluded Companies

Proposals from companies may be excluded for any of the following reasons:

(i) Reason to believe collusion exists among the companies

(ii) The company is involved in any litigation against the City

(iii) The company is in arrears on any existing contract or has defaulted on a previous contract with the

City

(iv) Lack of financial stability

(v) Failure to perform under previous or present contracts with the City

(vi) Is currently debarred by the State of South Carolina Procurement Services

Excluded vendors/contractors can resubmit complete company information with references for City review after a minimum of one (1) year from the last excluded Bid. The City will contact the submitting vendor/contractor with its decision within thirty (30) days of company information submittal. The City reserves the right to include or exclude said vendor/contractor based on findings.

4.10. Customer Service

Please remember, although you are a contracted City service, you each represent the City of Rock Hill during all work performed, face-to-face as well as telephone conversations. These guidelines are to give all contract employees a solid feeling of what the City of Rock Hill expects from any contracted service.

Overview:

• Be friendly, courteous, and helpful

• Company uniforms must be worn at all times

• Staff members must look and act professionally at all times

Company's Employees:

Before the contractor can enter the project site, it shall investigate and determine that its employees working on the project site are not listed on the sexual offender registry. The contractor shall require all subcontractors to make a similar investigation. One such investigation within six (6) months of commencement of the project work, by the employer, fulfills the City’s requirement for the project.

The Rock Hill Police Department along with the City of Rock Hill also reserves the right to cancel any contracts, agreements, purchasing or distribution, etc., if they feel the project, purchasing, vehicle(s), and or property(s) may be in jeopardy due to the contractor’s employee(s) having a criminal history which may lead to ethical issues while dealing with City workings or investigative activities.

5. Evaluation

1. All responses are subject to a determination of "responsive" and "responsible" prior to award. The

City is the sole judge as to the Proposer's "responsiveness" and "responsibility." The City reserves the right to request additional information.

2. The City will review all proposals and reserves the right to request necessary modifications, waive minor technicalities, reject all proposals, reject any proposal that does not meet the mandatory requirement(s), or cancel this RFP, according to the City's best interests.

3. The City will evaluate responses on a weighted evaluation system.

4. The City's evaluation team may elect to first rank proposals with a simple numeric score and then detail score only the top tier of proposals.

5. The City's evaluation team may elect to interview one or more proposing companies before making an award. The City shall not reimburse the company for the costs associated with the interview process.

The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Experience Points Based 30 (30% of Total)

2. Capacity and Staffing Capability Points Based 30 (30% of Total)

3. Approach to Project and Responsiveness Points Based 20 (20% of Total)

4. Price Points Based 20 (20% of Total)

6. Vendor Questionnaire

6.1. Company Information*

Please provide the following information as it should appear in a potential agreement with your company:

• Company (legal entity that will enter into the contract)

• Name and Title (person authorized to enter into contract)

• Address (location of the office where or from which the work will be performed)

• Telephone Number

• Email Address

*Response required

6.2. Company Confirmation*

The Company affirms that we have read and understand the enclosed RFP requirements and specifications and do submit this proposal for: Residential & Commercial Property Management.

☐ Please confirm

*Response required

6.3. Submission of Proposal *

Upload your complete proposal here:

*Response required

6.4. Valid License*

Upload a valid SC Property Manager, Property Manager-In-Charge, or Broker-in-Charge License.

*Response required

6.5. Upload any additional documents

Include any additional information requested in the solicitation.

6.6. References*

Provide the name, address, email, and telephone number of at least three (3) references familiar with the quality of work done by your company of similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

*Response required

6.7. Suspension and Debarment Certification*

The Company certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the submitting entity is unable to certify any of the statements in this certification, such company shall attach an explanation to the submission.

☐ Please confirm

*Response required

6.8. Illegal Immigration Reform Act Compliance *

The Company certifies that it will comply with the requirements of Chapter 14, Title 8 of the South

Carolina Code of Laws titled Unauthorized Aliens and Public Employment and agrees to provide to the

City of Rock Hill any documentation required to establish either; (a) the applicability of such law to the

Company, subcontractor, and sub-subcontractor; or (b) the compliance with this law by the Company and any subcontractors or sub-subcontractors.

☐ Please confirm

*Response required

6.9. Iran Divestment Act *

The Company certifies that it:

1) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

2) will not take any action causing it to appear on any such list during the term of the Final Contract; and

3) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

☐ Please confirm

*Response required

6.10. Customer Service *

The Company representative has read and agrees to the standards set forth in the City's Customer

Service agreement.

☐ Please confirm

*Response required