RFP2 - HOA and Property Management Services_Final .pdf

Town of Frisco, Colorado

HOA Management & Property Management Services for

Town/CDOT Owned Condominium Project

Request for Proposals

Release Date: December 31st, 2024

Submittal Deadline: January 17th, 2025, 11:00pm MST

Introduction The Town of Frisco (“Town”) & the Colorado Department of Transportation (“CDOT”) are seeking competitive bids from qualified companies to provide HOA Management & Property Management Services for a 22-residential unit development known as Residences at Granite Park (“Project”), (Attachment 2). The successful Management Company (“Manager”) will work initially with the Town and CDOT, and once formed, for the homeowner’s association that will be established for the Project, and for the performance of all property management of the Project Common Elements and exterior components including maintenance services for the Project.

Background The Project is currently finalizing construction with the units scheduled to be delivered in February of 2025. The Project is a deed-restricted local workforce development, comprised of five studio units, eleven 1-bedroom units, & six 2-bedroom units. Ownership of the 22 total units is divided between the Town and CDOT, with each entity having 11 units.

Located at 619 Granite Street, the Project contains two apartment buildings (West Building & East Building), two covered parking areas containing 31 spaces with an additional 2 uncovered spaces for guest parking, a 28-space secured bicycle parking structure, site landscaping with irrigation, and a solid waste storage area. Leasing of the Units will be by others.

Scope of Services

The Manager shall furnish all labor, transportation, and incidentals necessary to perform the Property Management service.

Initial Tasks during Project construction include but are not limited to:

1. The Manager will prepare for Town’s/CDOT’s (and, ultimately the board of the homeowner’s association (“Board’s”)) consideration the initial budgets (capital and operation) based on their experience with similar projects.

2. The Manager must have access to the Engage/Zentra software for programming keyless entry.

Ongoing Operation Tasks and Expectations:

1. The Manager will be proactive and will manage all HOA Management and Property Maintenance issues related to the Project including:

a. Prepare monthly reports and financial statements for the Board.

b. Prepare and when authorized execute contracts on behalf of the HOA Board and manage the contracts with vendors and service providers as approved.

c. Collect appropriate dues authorized by the Board.

d. Establish and maintain effective outreach and communication with the property tenants regarding property maintenance.

e. Ensuring required insurance is maintained, both on behalf of the homeowner’s association and to insure the acts of the Manager, per the requirements of the property’s Declaration of Covenants.

f. Be readily available and responsive to the Board and to tenants. (24-hour response with approved minor exceptions).

g. Schedule and supervise cleaning and maintenance of common areas including parking lot, stairwells, and other outside areas as detailed in Attachment 2. Also includes requested unit maintenance and repairs by tenants that are within the scope of homeowner’s association’s responsibility, and Property Maintenance as detailed in Attachment 2.

h. Attendance at all HOA Board meetings as scheduled by the Board.

2. Work shall be completed as set forth in Attachment 3, the Town of Frisco’s Contract for Goods and/or Services (“Contract”) for the Project to be negotiated with the Town and/or CDOT based upon a Manager’s written proposal.

Date and Time of Service Service will be performed on an ongoing basis beginning February 15, 2025. Services will be performed on a regular schedule (Monday through Sunday as requested) to be agreed upon before the contract’s execution. The potential schedule of any and all site visits and work should be included in the prospective Manager’s written proposal, including warranty notifications for common elements maintained by the association within the first year. The Manager should expect that after the Homeowner’s Association for the Project is formed, the Manager will enter into an agreement with the Association that is substantially similar to the initial agreement with the Town and CDOT, and that the initial agreement with the Town and CDOT will thereafter expire.

Indemnification and Insurance Manager shall indemnify and hold harmless the Town/CDOT from and against all claims, damages, losses, and expenses arising out of or resulting from acts or omissions of the Manager, Manager’s sub-contractors, or otherwise arising out of the performance of services by the Manager. No later than seven

(7) days following the execution of the Contract between the Town/CDOT and the Manager, the Manager shall provide the Town/CDOT with certificates of insurance evidencing the types and amounts of insurance specified below:

1. Standard Workers’ Compensation as required by Colorado State Statute, and employer’ liability insurance covering all Manager or subcontractor employees acting within the course and scope of their employment; and

2. General Liability Insurance covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a. $1,000,000 each occurrence;

b. $1,000,000 general aggregate;

c. $1,000,000 products and completed operations aggregate; and

d. $50,000 any one fire.

3. Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos with a minimum limit of $1,000,000 each accident combined single limit.

4. Protected Information Liability insurance covering all loss of Town/CDOT Confidential Information, such as PII, PHI, PCI, Tax Information and CJI, and claims based on alleged violations of privacy rights through improper use or disclosure of protected information with minimum limits as follows:

a. $1,000,000 each occurrence; and

b. $2,000,000 general aggregate.

5. Professional Liability Insurance covering any damages caused by an error, omission or any negligent act with minimum limits as follows:

a. $1,000,000 each occurrence; and

b. $1,000,000 general aggregate.

6. Crime Insurance including employee dishonesty coverage with minimum limits as follows:

a. $1,000,000 each occurrence; and

b. $1,000,000 general aggregate.

7. Cyber liability insurance covering the costs of cyberattacks and data breaches including first- and third-party liability.

8. Additional Insured. The Town/CDOT shall be named as additional insured on all commercial general liability policies required of Manager and subcontractors.

9. Primacy of Coverage required of Manager and each subcontractor shall be primary over any insurance or self-insurance program carried by Manager or the Town/CDOT

10. Cancellation. The above insurance policies shall include provisions preventing cancellation or non-renewal, except for cancellation based on non-payment of premiums, without at least 30 days prior notice to Manger and Manager shall forward such notice to the Town/CDOT within seven days of Manager’s receipt of such notice.

11. Subrogation Waiver. All insurance policies secured or maintained by Manager or its subcontractors in relation to this Contract shall include clauses stating that each carrier shall waive all rights of recovery under subrogation or otherwise against Manager or the Town/CDOT, its agencies, institutions, organizations, officers, agents, employees, and volunteers.

Manager shall obtain, maintain, and ensure that each subcontractor shall obtain and maintain insurance as specified in this section at all times during the term of this Contract. All insurance policies required by this Contract shall be issued by insurance companies as approved by the Town/CDOT. Manager shall provide to the Town/CDOT certificates evidencing subcontractor insurance coverage required under this Contract within seven Business Days following the effective date, except that, if Manager’s subcontract is not in effect as of the effective date. Manager shall provide to the Town/CDOT certificates showing Manger’s insurance coverage required under this Contract within seven business days following Manager’s execution of the subcontract. No later than 15 days before the expiration date of Manager’s or any subcontractor’s coverage, Manager shall deliver to the town/CDOT certificates of insurance evidencing renewals of coverage. At any other time during the term of this Contract, upon request by the Town/CDOT, Manager shall, within seven business days following the request by the Town/CDOT, supply to the Town/CDOT evidence satisfactory to the Town/CDOT of compliance with the provisions of this section.

Proposal Format Costs for performing services outlined in this Request for Proposals (RFP) shall be clearly stated to allow the Town/CDOT to effectively evaluate each proposal. A potential weekly schedule of services should also be included.

Refinements and Improvements Applicants should feel free during the proposal submission process to provide any suggestions or comments that might be advantageous for the Town/CDOT to consider in terms of any efficiencies, issues, or processes. The Town/CDOT are not committed to any single scenario, but the efficiency of resources and minimizing impacts are critical in completing all work.

Administrative Information Issuing Agency

This RFP is issued by the Town of Frisco’s Community Development Department. For questions, please contact James Gorham, Housing Program Specialist, at jamesg@townoffrisco.com or 970-668-4570. The

Contract resulting from this RFP will be between the Town of Frisco and the Manager until which time the

Homeowner’s Association (HOA) is established.

Purpose

This RFP provides prospective managers with sufficient information to prepare and submit proposals for consideration by the Town and CDOT. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP. This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein. These are mandatory requirements that must be met to be eligible for consideration.

Inquiries, Questions, and Scheduling

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP, obtain clarification of any requirements, or schedule a site visit to the property. All questions concerning this RFP must be submitted by email to James Gorham, Housing Program Specialist for the Town of Frisco, by Noon on Friday, January 10th, 2025. Addenda and responses to questions will be distributed by 5:00pm on

Monday, January 13, 2025.

Proposals must be submitted to the Town of Frisco via email to jamesg@townoffrisco.com by 11:00pm

MST on January 17th, 2025. The proposal should outline a schedule for commencement of service.

Proposal Content The proposal submitted must clearly address the requirements outlined in the RFP and include the completed Cost Table provided below. Any concerns that the prospective manager may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

Provide an outline of the prospective manager’s understanding of the Project. Summarize the basic approach to providing the services, and any recommendation on improving efficiencies in the process.

Qualifications

The prospective manager shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a brief description of past and current projects. Each summary shall include a brief project description and the name, address, email, and phone number of a local contact person involved in the project. The statement of qualifications should also provide a summary of the prospective manager’s ability to successfully complete the requirements of this RFP. The statement of qualification mailto:jamesg@townoffrisco.com shall be brief but shall include at a minimum the following:

1. A brief history and professional experience of your firm in providing services for communities like the Project and the number and type of similar communities you currently manage.

2. How many clients does your company currently manage in Summit County and how long has your company been working in Summit County.

3. What is the average length of time clients have stayed with your company.

4. What is the average ratio of property managers to properties.

5. What is the minimum experience required for your property managers.

6. Describe the software systems that your company uses.

7. Explain how you inspect, document, and handle violations of rules and regulations.

8. Explain your money-handling procedures and financial reports, including internal accounting controls to protect the financial matters of the Association. Describe the financial reports you provide to the Boards of the communities you currently manage.

9. Identify work that is self-performed with in-house staff.

10. Explain your relationship with vendors and subcontractors to accomplish the work to be performed in communities (exp: your company’s contact and rapport with a community’s trash collection vendor, landscape maintenance contractor, etc.).

11. Detail your experience with handling interior and exterior property maintenance schedules, services, and emergency repairs.

Submittal Information Important Dates

RFP Release Date December 31st, 2024

Questions Due January 10th, 2025 by 12:00pm MST

Responses to Questions January 13rd, 2025 by 4:00pm MST

Proposals Due Friday, January 17th, 2025 by 11:00am MST

Interviews January 22nd-24th, 2025

Selection and Contract Award January 31st , 2025

Instructions for Submission of Proposals

Please submit digital copies of the proposal either via email to the address below or via flash drive delivered to the address below. Please note: files over 10 MG cannot be accepted via email and must be delivered via flash drive or through a file share service such as Dropbox. Submittals must be received no later than 11:00am on Friday, January 17th, 2025.

Email: jamesg@townoffrisco.com

Delivery: Town of Frisco

Attn: James Gorham, Housing Program Specialist

Community Development Department

1 Main Street

PO Box 4100

Frisco, Colorado 80443

The Town will not accept late proposals. The Town reserves the right to reject any or all proposals or accept what is, in its judgment, the proposal that is in the Town's best interest. The Town further reserves the right, in the best interests of the Town, to waive any technical defects or irregularities in any and all proposals submitted. Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. All materials submitted regarding this RFP become the property of the

Town/CDOT and will only be returned at the Town/CDOT’s option.

During the RFP selection process, all proposals shall remain confidential. The entire selection process

(procurement) file shall be opened to the public (which includes all proposers) after an agreement is approved by the Town/CDOT, except those items for which confidentiality has been requested in writing by the Proposer, providing that the Town Attorney has reviewed and determined this to be properly confidential under the State Open Records Act and other relevant statutes and regulations.

The Town/CDOT is not liable for any costs incurred by those who have submitted proposals before the issuance of a signed contract.

Proposer Interviews

The Town/CDOT plans to conduct interviews with selected firms the week of January 22, 2025. The

Town/CDOT requests the proposers seek to make themselves available during this time. Any cost incurred by the respondents in preparing or submitting a response to this RFP or interviewing for the Project shall be the respondents’ sole responsibility.

The Town/CDOT reserves the right to make the award based on the proposal deemed most favorable to the Town/CDOT, to waive any information, or to reject any or all proposals. The proposal shall remain open and not be withdrawn for a period of sixty (60) days from the submittal date. The Town/CDOT intends to make a proposal selection within twenty (20) business days after the closing for receipt of proposals.

Proposal Evaluation and Selection

The Town/CDOT intends to engage the most qualified prospective manager available for this assignment while minimizing the costs to the Town/CDOT. Responsiveness to the RFP will be a principal basis for evaluation. Proposals shall provide a straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly express the prospective manager’s understanding of the Town/CDOT’s specific requirements, indicating the prospective manager’s qualifications to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may arise if any public official exercises any substantial discretionary function in connection with a government contract, purchase, payment, or other pecuniary transaction without necessary disclosures as defined by Colorado Revised Statutes (C.R.S.) Section 18-8-308 as amended.

Selection Process

1. The Town/CDOT reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities, and to re-solicit proposals.

2. The Town/CDOT reserves the right to conduct such investigations of, and discussions with, those who have submitted proposals or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.

3. All proposals submitted must be valid for a minimum period of Ninety (90) days after the date of the proposal opening. Each proposal must submit a list of all subcontractors, independent contractors, or sub-consultants employed or proposed to be employed by the prospective manager in the performance of the contract.

4. Selection of a manager will be made at the discretion of the Town/CDOT. The Town/CDOT may consider the following criteria when evaluating proposals, including but not limited to:

a. Cost

b. The reputation, experience, and efficiency of the prospective manager

c. The ability of the prospective manager to perform the contract or provide the goods and services within the time specified

d. The comparative quality of the goods and services bid

e. The prospective manager’s performance under previous contracts with the Town of

Frisco or CDOT

f. The number and scope of conditions attached to the proposal

g. The prospective manager’s interest in the project, as well as their understanding of the project scope and the specific requirements of the Town and CDOT.

h. The application of all the above criteria to any subconsultants, subcontractors, or products to be utilized by the prospective manager.

5. Contract negotiations will take place with the most qualified prospective manager. The

Town/CDOT reserves the right to incorporate specific contract provisions into the prospective manager’s standard contract if the Town/CDOT’s standard contract cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in writing and negotiations will begin with the next most qualified prospective

Manager.

Attachments

1. Property Maintenance Outline of Tasks

2. Site Plan for Granite Park

3. Town of Frisco Contract for Goods and/or Services Template

Property Maintenance Outline of Tasks & Fees

Items include but are not limited to:

● On Call 24/7 (must respond to an emergency within One Hour and within 24 hours for non-emergency requests).

● Gutter/heat tape maintenance.

● Repair Heat, hot water, leaks, lighting, clogs, GFIs, and power issues.

● Life Safety – Smoke detectors, carbon monoxide and fire extinguishers.

● Removal of items outside of the unit at turn over.

● Snow & Ice removal

● Landscape/Hard Surface Maintenance

● Coordination for the removal of abandoned or unauthorized vehicles

● Cleaning of buildings, stairwells, structures, enclosures, common areas, and facilities.

● Manage and coordinate exterior maintenance and repairs on buildings, stairwells, structures, enclosures, common areas, and facilities

● Manage, coordinate, and supervise exterior and common element repairs with subcontractors for buildings, stairwells, structures, enclosures, common areas, and facilities.

● Weekly checks of building common areas and cleaning.

● Monthly utility calculations and collection for each unit.

Base Services Monthly Rate: $ Additional Services: Hourly Rate:

Pedestrian Snow & Ice Removal $

Intermediate Technician Labor $

Skilled Maintenance Technician Labor $

Licensed Journeyman Staff Electrician $

Third-Party contracts, including but not limited to the procurement of contracts, leases, or agreements for utilities, garbage, snow removal, and other services.

Actual Cost

Replace HVAC filters semi-annually Actual Cost