To: Boylan Property Agent
From: Village Condominium Association Board of Directors
Date: 06/14/10
Re: Village Condominium Property Management Contract 01/01/2011to 12/31/2011
Joe
Boylan,
Village
Association at
As
discussed, the cost of your 01/01/2011to 12/31/2011 Property Agent services
will be $7,800.00, to be paid monthly in $650.00 dollar increments on the 10th
of each month.
If
this contract, as detailed below, is agreeable please sign and return to Village
Association representative.
-------------------------------------- ____________________
AUTHORIZED
SIGNATURE DATE
Thank
you,
Village
Association Representative
Do
not hesitate to contact the Village Association representative with any
comments, questions or concerns. Email
is the preferred means of correspondents.
Village A and B
Condominium Association
Building
Management/Maintenance
Property Agent
Contract
Bolton Valley Village
Version 1.6 06/14/2010
Please do not hesitate to contact the following Bolton Valley
Village Association representative with any comments, questions or concerns. Email is the preferred means of
correspondents.
Kurt Ries
802-862-3578
itele2@yahoo.com
INTRODUCTION
A.
The Directors of Village A and B Condominium Association (hereafter the
association) seek proposals for the Management and Maintenance of the Building
A and B structures and grounds located on 1.3 acres at Bolton Valley Ski
Resort.
B.
Village A and B consist of two, about twenty six year old, three story
wood frame structures, twenty one unit condominium association. The majority of the units are owner occupied. The remainders of the units are second homes
and maybe full or part time rentals when not in use by the owners.
C.
The Directors of the Association are seeking bids from an agency to
provide pricing and performance standards for the services listed below. The agent agrees to obtain and hold all
required insurance, licenses and bonds required for the duration of this
contract. Proof of such licenses, bonds
and insurance will be available to the Board of Directors or a designated
representative at any time during the life of any contract arising from this Request
For Proposal.
D.
The agency bears sole responsibility for judgments against any of its
employees or assignees for negligence resulting in injury to any party. The agent agrees to hold harmless the Board
of Directors and the Association for any such judgments.
E.
Reasonable suggestions and counter proposals will be accepted on any
clauses of this request and reviewed by the Board of Directors without
prejudice. All expenses associated with
bidding on this RFP are the responsibility of the bidder.
Section
1.) Basic Association Services (Provide Flat Annual Fee)
a.) Provide office, office staff and
supplies needed to conduct Association business.
(Stationary, postage, phone service,
fax, typewriter, copier, forms, filing system, computer, software and any other
normal office equipment/materials.) Take possession of and store in a secure
location keys to access all units in the event of an emergency.
b.) Identify location from which Agents
provide office services, maintenance staff.
Identify equipment and staff agent will have available to provide services. Identify provisions to store equipment
conveniently for providing services.
c.) Provide accounting services,
maintain records, collect and deposit association fees as directed, disburse
association funds as per the budget or on direction from the Board of Directors
as per our by-laws. Prepare and send
monthly financials to designated Association officers as requested. Arrange for annual Tax preparation and filing
with nonprofit status with the Vermont Secretary of State.
d.) Provide Management and Maintenance
staff to supply the Basic Supplemental services herein, enforce association
regulations, by-laws & guidelines. Provide
emergency on-call service at all times. Agent
will provide contact list to all unit owners and association officers. Agent will ensure all staff is familiar with
the provisions of this contract and its attachments.
e.) Supervise trash/recycling
collection to ensure vendor is performing all contracted tasks and services are
at a fair market value.
f.) Solicit 3 bids, or as directed by
Assoc. representative, for projects not defined in Sections “1.) Basic
Association Services" or Section “2.) Supplemental Association
Services" if such projects can not be performed by the agents staff due to
licensing, legal, technical or any other reason.
g.) Make available on-site services to
individual unit owners as requested. These
services will be at the individual owners’ expense. Such services may involve maintenance by the agents’
staff, engaging and supervising an outside contractor. Services may be routine office hour requests
or out of hour emergency situations.
h.) Perform bi-weekly Building
Inspections to detect/correct, safety issues, maintenance issues, security
problems and by-law/guideline violations in common and limited common area
spaces. This includes check lights in common areas and
replacing bulbs or fixtures as needed.
i.) Village Property Agent will
maintain a Maintenance List for historical purposes and to keep the board
informed of Property Agent actions. The
Property Agent will review the Maintenance List with an assigned board member
on a biweekly bases and email a current version of the Maintenance List to all
Village board members quarterly. The
Property Agent will not share the Maintenance List with contractors or owners.
This Maintenance List will consist of
seasonal reoccurring tasks, along with all maintenance tasks requested by an
owner or board members. Each of these
entries will reflect the date of when task was requested/performed, the history
of the actions taken, cost and the date of completion. This Maintenance List will be archived and
new listed started at the end of each Village fiscal year.
j.) Bi-weekly building maintenance
inspection including but not limited to:
·
Sweep or mop common areas as needed.
·
Inspect designated storage areas weekly
for safety or security problems.
·
Remove any unauthorized materials
stored in common spaces.
·
Empty trash containers from common
spaces.
·
Empty coin operated laundry machines,
record and deposit funds in Assoc. bank
account.
k.) Perform annual unit Inspections
scheduled for July/August, by appointment where
necessary, including but not limited to:
·
Smoke Alarm
·
Fire Extinguishers
·
Chimney Cleaning
·
Carbon Monoxide Detectors
·
Inspect unit washer/dryer for any
supply line, drain or vent issues
·
Bathroom sink/tub, Kitchen sink garbage
disposal drains
·
Inspect unit for water stains
·
Check hot water heater, age & leaks
·
Rinnai Heater filter, & vent
inspection
2.)
Supplemental Association Services (Hourly rates for Labor & Equipment)
a.) SNOW
REMOVAL SERVICES
If this service is subcontracted out by
the Property Agent, provide signed contract from the subcontractor along with
this document. The Property Agent is responsible
for managing and monitor the activities of the subcontractors.
Criteria:
1.) Snow Removal/Plowing
for two plus inches of snow accumulation.
Plow middle of driveway by 6:00 AM. Come back later when cars are gone
to clean up and shovel walks.
2.) Keep access to Fireplace Ash (metal garbage)
Can along side trash shed
3.) Keep Trash and Laundry rooms Door Jam clear of
snow so door closes
Please note that
this includes keeping the trash and laundry door jam clear of snow and ice so
the door closes. We had reoccurring
issues as to owners forcing the door close causing damage to the doors’ hinges
and jam.
4.) Sand buckets, at end of each walkway ramp,
for owner use
5.) No high snow banks bldg B west side to
allow Blue Flame access to propane
tanks.
Please note the
snow can be pushed up on / over the timber wall, but we need to ensure there is
at least a walkway section open in the snow bank, not a shoveled path down to
the propane tank, to allow Blue Flame access to the propane tanks. In the past, we had many situations where Blue
Flame could not deliver propane because their hose was not long enough to go over
the snow bank and down to the propane tank.
HOURLY RATE
1.) Clear ramps
& walkways as soon as possible (within 6 hours maximum) during or at the
end of a snowfall.
$______
2.) Plow parking
areas (2) as required to keep them open and as accessible as possible.
$______
3. ) Clear snow
from balconies and decks if accumulation exceeds 15 inches.
$______
4. ) Keep ramps
and walkways as safe and ice free as possible.
$______
See appendix B for subcontractors’
details
b.) SPRING CLEAN UP AND GROUNDS
MAINTENANCE
If this service is subcontracted out by
the Property Agent, provide signed contract from the subcontractor along with
this document. The Property Agent is responsible
for managing and monitor the activities of the
subcontractors.
1.) Spring clean
up (post snow season rake and general clean up).
As directed by
Assoc. representative, Fertilize and lime lawn.
Reseed where necessary. Plant new
shrubbery and flowers as budgeted and maintain existing landscaping.
$______
2.) Mow lawn when
height exceeds 3 inches. Water lawn if
necessary. Reseed if necessary through
the summer.
$______
3.) Weed and rake
walkways as necessary to maintain a neat appearance.
$______
See appendix B for subcontractors’
details
SECTION
3.) TERMS and CONDITIONS
a.) This contract will be for one years
with an option to extend one year. The
anticipated effective date of contract is 01/01/2011.
b.) Said contract may be terminated by
the association without cause 60 days after written notice is delivered to the
agent of intent to terminate.
c.) Said contract
may be terminated with cause for failure by agent to perform any of the terms,
conditions or obligations of this contract.
Upon such failure the association shall give written notice to the Agent. The Agent shall have five (5) business days
to correct the failure to the satisfaction of the Association. If the agent does not correct the failure
within five (5) business days, at the boards’ discretion, a $ 75 daily penalty
will be applied. If the failure is not
remedied within ten (10) days following application of the penalty (fifteen (15)
days following first notice, at the boards discretion, the contract shall
terminate thirty (30) days later (forty-five (45) days after first notice) .
d.) Notice between the association and
the agent maybe by
e.) This contract may not be
transferred or assigned. The association
reserves the right to terminate this agreement immediately if agency changes
ownership or undergoes a substantial reorganization.
f.) The association agrees to pay agent
the negotiated annual fee for Section “1.) Basic Services” in 12 monthly installments
payable on the tenth day of each month.
Section 4.) MISCELLANEOUS
a.)
The agent will provide cleaning supplies (trash bags, etc.) and normal
tools/equipment for performance under Sections 1 & 2. All other materials/equipment will be
purchased/leased at the expense of the association or individual unit owner.
b.) Agent will arrange
purchase/delivery of materials or services on behalf of association or
individual owner when necessary at invoice plus 10% percentage mark.
c.)
The primary method of Assoc. business communication is email. The Property Agent is required to have email
access and to correspond regularly with the entire Board Of Directors with inquires/responses
for questions, updates and status via email.
This is the most efficient way to insure written correspondence are
shared with the entire board.
Attachments:
Addendum A - Property description
Addendum A - Property description
Building – Village
A and B is two, twenty six year old, three story wood frame
structures, twenty
one unit condominium association.
Two three story wood frame buildings,
Building A containing 10 units and Building B containing 11 units. The exterior of the buildings are finished
with shiplap pine siding and stucco. The
interiors of the buildings are sheet rock, with wall to wall carpeting and
vinyl tile on the floors. The roof of
the building is white cedar shingles,
Twenty-one (21) apartments or more
specifically six (6) one bedroom apartments consisting of approximately 722
square feet, six (6) two bedroom apartments consisting of approximately 876
square feet, six (6) three bedroom apartments consisting of approximately 1300
square feet and three (3) four bedroom apartments consisting of approximately
1494 square feet.
There are four access ramps connecting
the upper parking area with approximately two units on each (upper, middle,
lower) level with common area between units at each level. The ramp level common area of each ramp
houses one storage room. Building B ramp
#1 houses an additional common storage are a workshop area on the ramp level
and a community laundry area on the lower level.
Grounds - Approximately 1.3 acres
consisting of lawn (35,000 sf), gravel (6,000 sf), one parking areas (11,000
sf), near & off building shrubbery (8,000 sf) and one walkway (80 sf if graveled
space is included). Currently no fencing
exist on the property.
Addendum
B – SNOW REMOVAL SERVICES
Addendum C – SPRING CLEAN UP AND GROUNDS MAINTENANCE
