To: Prospective Property Management Agents
CC:
From:
Date: 5/28/2008
Re: Village Condominium Property Management Request For Proposed
Prospective
Property Management Agent,
Village
Association at Bolton Valley is soliciting bids/proposal for all or portions of
the property management and maintenance activities by completing the following
Request For Proposal and returning to the below mentioned postal address or
email by 06/20/08.
We
are looking for bids for all or selected portions of this proposal, please
ensure to separate bids on Property Agent and Maintenance agent type
activities.
Property Agent – administrative tasks, invoice for
Assoc. fees, taxes, accounting records, ect.
Maintenance Agent – general contractor, managing
contractors, grounds care, snow removal
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
Village A and B Condominium
Association
Building Management/Maintenance
Request For Proposal
Bolton Valley Village
Version 1.5 03/19/2008
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
Request For Proposal
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 is two, about a twenty four year old
three story wood frame structures, twenty one unit condominium association. The
majority of the units are owner occupied. The remainder of the units are second
homes and available to a rental agent when not in use by the owners. The
association on behalf of the renting owners also seeks proposals for full
rental services (long and short term) as described in Section 4. for
presentation to such 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
RFP.
D. The agency bears sole responsibility for judgments
against any of its employees or assigns 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. Agents submitting proposals
may bid on Section 1 thru 3 only, as referenced, on Section 4 only, as
referenced, or on Sections 1thru 4, as referenced.
F. 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.
G. References on request.
Bidders are requested to address the following Sections and
items point by point and in order to assure comparability during the Boards re
view process.
Section 1 requires a flat annual
fee.
Section 2 requires hourly rates
per item.
Section 3 requires acceptance,
rejection or comment per item
Section 4 requires pricing and
percentage
Section 5 requires notice of and
comment
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. See Section 5 Para. a.
b.) 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.
c.) 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 efficient
vend or service
at a fair market value.
f.) Solicit 3 bids for projects not defined in Sect. 1.)
"Basic Association Services" or Sect.
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
as described in Section 3. Such services may involve maintenance by the agents’
staff, engaging and supervising an outside contractor or merely providing
access for a delivery. Services may be routine office hour requests or out of
hour emergency situations.
i.) Perform daily observations to detect/correct safety
issues, security problems and By-law/Guideline violations in common and limited
common area spaces. See attachments A, B, C and D.
j.) Perform semi annual tests on unit fire and CO detectors.
(By Appointment where necessary. See Sect. 5.)
k.) Arrange and supervise annual inspections of unit fire
extinguishers and annual inspections and cleaning of chimneys. (By Appointment
where necessary. See Sect. 5.)
1.) Check lights
in common areas weekly. Replace bulbs or fixtures as needed. The association
provides material as per Section 5
m. ) Perform weekly inspection of all non excused units as
necessary. (See Sect. 5.)
n.) Identify location from which Agents provide office
services, maintenance staff, rental support staff. Identify equipment and staff
agent will have available to provide services. Identify provisions to store
equipment conveniently for providing services.
2.)
Supplemental Association Services (Hourly rates for Labor & Equipment)
a.) SNOW SEASON
Criteria:
Snow Removal/Plowing for two plus
inches of snow accumulation. Plow middle of driveway by
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.
See Sect. 5.
$______
4. ) Keep ramps and walkways as
safe and ice free as possible.
$______
b.) SPRING CLEAN UP and GROUNDS MAINTENANCE
1.) Spring clean up (post snow
season rake and general clean up).
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.
$______
c.) BUILDING MAINTENANCE
1.) Sweep or mop common areas as
needed based on weekly inspections.
$______
2. ) Inspect designated storage
areas weekly for safety or security problems.
$______
3.) Remove any
unauthorized materials stored in common spaces. See addenda A-D.
$______
4.) Empty
trash containers from common spaces.
$______
5.) Empty coin
operated laundry machines, record and deposit funds in Assoc. bank account.
$______
SECTION 3.)
TERMS and CONDITIONS
a.) Any contract
arising from this RFP will be for 2 years with an option to extend 1 year. The
anticipated effective date of such contract would be
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 other than snow removal which will
be dealt with under Section 3. item d. 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 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.) the
contract shall terminate thirty (30) days later (forty-five (45) days after
first notice) .
d.) In the case of deficiencies in snow removal notification
from the President of the association to the Agent will be deemed sufficient
notice of failure to perform. A $ 75. daily penalty will be applied 24 hours
after such notice is given until the condition is remedied. If the cumulative
annual penalty applied under Section 3. item d. exceeds $375. (five (5) days of
non-compliance) the contract will be considered terminated for cause thirty
(30) days after first notice.
e.) Notice between the association and the agent may be by
f.) This contract may not be transferred or assigned. The
association reserves the right to terminate this agreement immediately agency
changes ownership or undergoes a substantial reorganization.
g.) The association agrees to pay agent the negotiated
annual fee for Section 1. (Basic Services) in 12 monthly installments payable
on the first 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
under the terms defined in Section 5. item b. below.
b.) Agent will arrange purchase/delivery of materials or
services on behalf of association or individual owner when necessary at invoice
plus ____% percentage mark up to a maximum mark up of $______ amount.
Section 5.)
SPECIAL CONDITIONS
a.) Due to
concerns about privacy and security the association voted to excuse units
occupied by owners or occupied by long term renters from certain invasive
inspections providing the unit owner delivers a signed letter that clearly
assumes responsibility for waiving such scheduled weekly inspections. The
association further voted that inspections defined under Section 1.) j, k and m
can not be waived but every effort will be made to schedule these tests and
inspections with those owners or long term renters to provide the least
invasive situation. In any event such inspections and tests will be preceded by
at least a weeks notice to the owner and or long term renter.
b.) Units for which a letter from the owner is not on file
requesting exclusion from weekly inspections will be checked:
1.) For vandalism or signs of
unauthorized use.
2.) That all thermostats in a
unit are set to 50 degrees. (In the event of an anticipated exceptionally
cold/wind chilI event thermostats should be temporarily reset to 60 degrees in
unoccupied units and a courtesy notice should be given to excused unit
occupants to do the same.
3.) That windows, Sliding glass
& entry doors and flues are closed.
4.) That plumbing is secure/leak
free and no water is running.
Attachments :
Addendum A - Property description
Addendum
A - Property description
Building – Village A and B is
two, twenty two 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.
4 access ramps each connecting the upper parking area with
approximately 2 units on each (upper, middle, lower) level with common area
between units at each level. The ramp level common area of each ramp houses 1
storage room. Building A ramp # 1 houses an additional common storage are a
workshop area on the ramp level and a double community laundry on the lower level.
Grounds
- Approximately 1.3 acres consisting of lawn (35,000 sf), gravel (6,000
sf), 1 parking areas (11,000 sf), near & off building shrubbery (8,000 sf)
and 1 walkway (80 If are a included in graveled space). Currently no fences
exist on the property.