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Bid Title: WCVB Property Management Services RFP
Category: Convention and Visitors Bureau
Status: Open

Description:

Purpose

The Warrensburg Convention & Visitors Bureau (WCVB) is seeking proposals from qualified firms to provide real estate property management services. In general, the property manager selected because of this process will provide rent collection, eviction, inspection, maintenance and repair, tenant move in/out, and work cooperatively with the WCVB staff and Board to manage the property referenced below.

 

Introduction & Background

Who is the Warrensburg Convention & Visitors Bureau? The WCVB is a not-for-profit organization that promotes the region as a premier destination, welcoming visitors with a personal touch, to generate jobs, tax revenues and, thus, an exceptional quality of life for area residents. The WCVB operates the Warrensburg Visitor Center. It has a 10-member Board and one staff member.

Warrensburg’s destination marketing organization (DMO) has been the WCVB for more than two decades, first as a department of the Warrensburg Chamber of Commerce and later as a separate not-for-profit organization.

 WCVB is soliciting proposals to find a qualified firm to provide real estate property management services for the property located at 205 North Holden, Warrensburg Missouri. The two-story building houses an apartment on the second floor and an office space on the first floor. Both spaces are currently rented to private tenants. The remainder of this RFP provides information and details about WCVB and establishes the specifications and requirements for submitting a proposal.

The referenced property is approximately 7,200 square feet on two floors that was built in 1910. It is in Warrensburg’s historic downtown district. The building is currently 100% occupied.

Scope of Work

The firm selected to provide property management services will be expected to meet the requirements and provide the services set forth below:

  1. The selected firm must be a professional firm whose primary line of business includes property management services. Alternatively, the firm must have expertise in property management services if those areas are not their primary line of business.
  2. The firm must be in existence as a business entity performing such services for a minimum of five years. The firm must have experience with performing property management services for similarly sized properties.
  3. The firm must have all necessary permits and licenses to perform the requested services. The selected firm must be bonded where applicable.
  4. A minimum of $1,000,000 in liability and professional errors and omissions coverage.
  5. Core skills include comprehensive knowledge and understanding of relevant property management laws and operations in Missouri, excellent oral and written communication skills, sound judgement, the ability to work well with and maintain the confidence of the WCVB Board and staff, and the ability to deliver services in a timely and cost-effective manner.
  6. The selected firm shall provide all personnel, equipment, tools, materials, vehicles, supervision and other items and services necessary to perform al services, tasks, and functions as defined in this RFP. The selected firm shall provide guidance and coordination with WCVB staff to endure effective and economical operation of all facility actives.
  7. The initial term of this contract awarded pursuant to this RFP will be for a ten-month period effective January 1, 2022 through October 31, 2022, with the WCVB retaining three one-year options to renew. Contractor will be notified thirty days prior to the expiration or renewal of the contract.
  8. The selected firm shall obtain written approval from the WCVB prior to completing any repair expenses more than $1,000. If the repair is deemed an emergency and the safety of the tenants and the building is a concern, the firm may proceed as needed and notification must be made to the WCVB as soon as possible.
  9. The firm selected must ensure all contractors completing repairs on the property have secured all necessary permits, licenses, and bonds to complete the work.
  10. Property Management Details:
    1. Provide and maintain 24-hour emergency dispatch for tenants
    2. Administer leases and enforce tenants’ leasehold obligations
    3. Collect and monitoring of proof of insurance for tenants and vendors
    4. Log all tenant maintenance requests for future reference
    5. Coordinate all scheduled and unscheduled maintenance work
    6. Communicate with tenants regarding building issues that will affect them and their daily operations.
    7. Provide property inspections and tours
    8. Handle tenant relations
    9. Collect lease payments and provide monthly detailed financial reports to the WCVB

 

Timeline

The proposal submission and evaluation process will follow the schedule outlined below with tentative deadlines. The WCVB reserves the right to amend the proposal at any time, and any changes to this schedule will be posted to our website.

Deadlines: Distribution of proposals, submissions, and the evaluation process.

  • Distribution of Proposal Notice: Friday, November 19, 2021
  • Deadline for Written Inquiries: 5 p.m. Friday, November 26  to
  • Inquiry Response Deadline: Tuesday, November 30 via email
  • Deadline for Proposals: Monday, December 6, 2021, at 10 a.m. (CST).  Mail one copy to Deputy City Clerk Carey West at 102 S. Holden, Warrensburg and submit the PDF file electronically to               .
  • RFP tentatively awarded: December 9, 2021 (Date Subject to Change). Agencies submitting will receive a notification letter within 10 business days following the awarding.

Contract Dates: First Term (10-months) Start Date: Saturday, January 1, 2022

The contract will include the option to renew. The WCVB will have the option to renew the contract for three (3) terms of 12-months. If either party decides it does not wish to renew the agreement, they must notify the other party in writing at least thirty (30) days prior to the expiration of the contract. 

 

Proposal Requirements

Please Submit (in order):

  1. A cover letter providing a statement affirming that the signatory is empowered and authorized to bind the respondent to an engagement agreement with WCVB and represents and warrants that the information stated in the proposal is accurate and may be relied upon by WCVB in considering and potentially accepting the proposal.
  2. An executive summary that provides the respondent’s background, experience, and other qualifications to provide property management services.
  3. A description of the respondent including:
    1. Brief history including year the respondent firm was formed
    2. Ownership structure
    3. Office location(s)
    4. Organization chart, incl. number of employees
    5. Scope of services offered
    6. Respondent’s specialties, strengths, and limitations
    7. Respondent’s experience managing commercial office properties
    8. Describe the accounting systems used and financial reporting methodologies
    9. How soon after period-end (month, quarterly, annual) are the financial results delivered
    10. An example of the respondent’s financial reports.
    11. How will the firm ensure the building is adequately maintained?
    12. A description of the process for routine maintenance. Provide a sample scheduled/preventative maintenance plan.
    13. A description of the process for emergency service
  4. At least three references for which the respondent has provided property management services. Please include for each reference the individual point of contact, a summary of the work performed, and the length of time the respondent has provided this service.
  5. An explanation of the pricing proposal for the scope of work including pricing of fees and costs, billing practices and payment terms that would apply.

Responses that do not include all the above-mentioned items may be deemed non-responsive and eliminated from consideration.

Please provide one printed copy (maximum 15 pages) AND one electronic copy of your proposal to:

City of Warrensburg

WCVB Property Management Services RFP  

c/o Carey West, Deputy City Clerk  

102 S. Holden

Warrensburg, MO 64093  

 

 

All proposals should be submitted no later than 10 a.m. (CST) on Monday, December 6, 2021. Any proposals received after this deadline will be rejected, no exceptions.

Review and Evaluation Process

Proposals will be evaluated by the WCVB, based on the following criteria:

  • Qualifications and experience of firm
  • Ability to provide scope of work
  • Past performance, including number of clients and references
  • Communication skills
  • Pricing and value
  • The organization, completeness, and quality of the proposal, including cohesiveness, consciousness, and clarity

The WCVB reserves the right in its discretion to request additional information from any respondent, although such requests may not be made to all respondents. WCVB reserves the right to require one or more interviews with or presentations by finalists to be conducted with staff and/or board members.

Cost, although always a factor, shall not be the deciding factor. The decision of the WCVB will be considered final. All services requested under this RFP must be addressed for any proposal to be considered. Proposals should explain clearly and completely the qualifications and experience of the responding individual, company, organization etc. as they pertain specifically to the services outlined in this RFP.

Questions can be directed to Marcy Barnhart, WCVB Tourism Director, at .

Proposals must be submitted to Carey West, Deputy City Clerk, at 102 S. Holden, Warrensburg; and .

Publication Date/Time:
11/19/2021 12:00 AM
Closing Date/Time:
Open Until Contracted
Contact Person:
RFP Questions: Marcy Barnhart at marcy.barnhart@warrensburg-mo.com
RFP Submission Questions: Carey West at carey.west@warrensburg-mo.com

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