The RFP for a Real-World Project, Essay Example

First Part: Information

Betafarm cooperative accepts proposals, which possess Qualification statements from any organization that has an experience in property management to help manage the cooperative properties. The cooperative, on a 10-acre piece of land, is a group consisting of over 100 dwelling units. We offer various varieties of home styles for prospective residents. The cooperative also provides a swimming pool, RV storage lot, basketball court, clubhouse and 2 parks for the use of members. Firms with an interest to offer help in management of our properties should ensure that they submit five (5) proposal copies in the  format as below to:

BETAFARM COOPERATIVE

Ted Wilson

Director

3546 Betafarm

Unit 324

New York City, 60174

The successful firm will carry out the contract for two years subject to the rules stipulated by Betafarm Cooperative Board. Technical information about the cooperative is available from Mr.  Berendson, the president; phone number, (630) 942-2312.

• Betafarm cooperative has a mandate to reject proposals and to choose the best firm to address the Cooperative’s interests. The Cooperative also reserves a right to cause termination of the contract through proper notice to the firm chosen.
• The process of selection put down by the board will enable the choosing of a firm to carry out the management of the Cooperative.

Second Part: The Responsibilities of Property Management Firm

To ensure a fast turnover into appropriate family sizes and income the vacant units.

The management in collaboration with the committees and the Board of Directors to give instruction to residents on the way to operate, control and manage the property.

To ensure well maintenance of the Cooperative, make necessary repairs, provide safe and sanitary conditions, organize for the Cooperative’s services and utilities provision and respond to tenant complaints.

Provide supervisory services to the employees of the Cooperative, order all necessary supplies, labor services and equipment and oversee all payroll services.

To set up plans of marketing and full occupancy maintaining procedures including the maintenance of a waiting list.

Billing and collecting rent from the residents take appropriate legal actions and enforce resident’s lease terms.

Provide timely and accurate reports every month to the Board members. For the  firm to satisfy this, the board requires monthly reports written as on the following:

Account Receivables from former members and current members.

Move-Out/Move-On Reports.

Bank Statement and Reconciliation copies

Cash flow report

Members’ delinquencies

Accounts payable by the Co-op

Prepaid Residents’ list

Schedule of Disbursements and Account Status

Contracts’ list and their expiration dates

Collections and Vacancies

Preventive maintenance report and monthly maintenance report

Pending and current legal matters’ reports

Third Part: Components of the RFP Submission Required

The Cooperative has labored to make as brief as possible this submission while still seeking enough information to ascertain the capabilities and experiences of your firm. The Cooperative is also asking from any who is interested to submit samples of reports for properties, which are similar to the Betafarm Cooperative.

First Section

The Firm Qualification Questionnaire

Beta farm’s unique nature requires seasoned management skills. Thus, we are in search of firm experience and professional certifications as follows. We require that the firms submit them as attachment 1. Firms, which will not attain minimum eligibility criteria, or which will not meet all the requirements below will, without further evaluation, face rejection by the board.

• The proposal must contain all needed information as requested in this RFP section.
• An experience of 10 or more years in managing 150 or more low income housing units by firm principal or principals.
• An experience of five (5) or more years in management of section 236 and Cooperative’s properties.

Second Section

Experience in Management

List of properties managed any time in the last three years and those currently managed. The firm should never exclude any property that was or is a problem managing it. The firm should provide a footnote that explains the problem and how they solved it. The successful firm should provide for each property the following information: indicate the attachment, Attachment 2. Provide the property’s address and the name of the project if applicable.

• Describe the project’s location including the neighborhood’s name, the section of Community Board or town.
• Show the buildings’ number and the number of separate structures in the project.
• Indicate the overall units’ number involved in the project.
• List all details of construction including the stories’ number, structure type and whether Moderate Rehab, New Construction or Old Existing Housing.
• Show ownership type, including, condo, coop, rental, or sonic combination.
• Show the firm’s role as owner/manager, manager or property receiver.
• Show any programs of the government employed to finance construction. For instance, rental or home subsidies in place, Low Income Housing Tax Credits, etc.
• Show the levels of income of the project residents.
• Provide an explanation in a footnote if a property is delinquent according to Real Estate Taxes, or other regular charges.
• Provide the address and name and of the property owner.

Third Section

Management Charges: Fee Bid Form

The prospective firms should fill and submit their bids as Attachment 3. You should ensure that you include all the fees you want to charge including any salaries that you want to charge to the project. The project has a limited stream of income and thus we need a firm that will provide management services of high quality within the budget of the project.

Fourth Section

The Proposed Management Plan

Attach a Plan of Management to oversee the property and label it as Attachment 4. The Plan should contain detailed and comprehensive procedures and policies’ description the firm will follow as it manages the property, including the qualifications of the staff. The Plan should also provide a description of the firm’s maintenance and management staffing policies. It should also describe procedures and policies for management tasks such as screening and resident selection, resident certification and re-certification, resident orientation, resident complains, rent collection and delinquencies, emergencies, routine maintenance, tenant relations and security.

Fifth Section

Proposals

If you have any processes you want to propose to initiate for the project, kindly include them and label as Attachment 4-A

Sixth Section

Report Samples

The firm should attach report samples for a project in their current portfolio, which can be presentable to owners. Name the report, Attachment 5.

Seventh Section

Financial Report

Ensure to provide as an attachment, a most recent audited financial report from your firm. The report should receive the label, Attachment 6.

Eigth Section

Other Information

The firm should include other information they find relevant and helpful for the selection committee when evaluating the firm’s qualifications. Such information may include peer reviews in the last three years and disciplinary action in the past three years. Label the attachment as Attachment 7.

Fourth Part: Process of Review and Evaluation

Following the proposal submissions, a week after submission, we will carry out a review of submitted documents, call references including those who have worked with the firms, site visits, and visits to management offices.