Bid Detail

14-215 - RFP: Property Managment Services for City Tax Title Properties

The City of Springfield, Massachusetts requests Proposals for Property Management Services for the City. Bidders are requested to provide firm prices for the property management services as described in Attachment A.

The City hereby requests sealed bids for property maintenance services set out in the Scope of Service herein for the period of one (1) year. The City reserves the right at its sole discretion to renew or extend the awarded contract for two (2) additional one (1) for year periods.

Scope of Services:

The selected Management Firm shall provide the City with the following general property management services, including but not limited to:

Referral Process

The Management Firm act as the \"Assistant Deputy Tax Title Custodian\" shall accept written referrals of properties from the City Office of Housing, Treasure\'s Office and/or Office of Planning and Economic Development and immediately acknowledge, in writing, acceptance of the referral and make any requests for any information or documents regarding the property;

Initial Step

Upon making a referral, the City, by its Treasurer/Collector/Tax Title Custodian, will send an initial communication to the occupants informing the occupants of the Management Firm\'s role as Assistant Tax Title Custodian and will provide a copy of such communication to the Management Firm. In a professional and legal manner, the Management Firm shall make contact (which may be letter) with any occupants of the property within seven (7) business days of receipt of the referral and:

Inform the occupants of the Management Firm\'s role as to the property;

Attempt to obtain basic information from the occupant(s), including information regarding utility and other services to the property, and to discuss relocation options with the occupant(s). If the Management Firm cannot gain access to the property or cannot obtain pertinent information from the occupants, then the Management Firm shall leave a packet of information for the occupants to review. If access to the property cannot be obtained on the first visit to the property by the Management Firm, then the Management Firm shall make additional reasonable attempts to access the property. The Management Firm shall obtain prior approval from the City before initiating legal action for the removal of occupant(s).

Management Firm shall install visible signage on the front of each property referred that identifies the Management Firm as specified in Section 6.7.



Property Locations

The City is requesting property management services in various locations throughout the City: The Tax Title portfolio of properties varies regularly and consists of residential buildings (vacant and occupied), buildable and/or non-buildable lots & commercial buildings (vacant and occupied) and mixed use buildings. The parcels range from small vacant lots to very large occupied buildings. The properties on this list will be continuously varied throughout the duration of the contract and will change on an almost daily basis as properties are foreclosed, redeemed by taxpayers, demolished and/or transferred by the City of Springfield. The monthly management fee will stay at a fixed amount and will not vary based upon the number of properties managed.

Bidders may submit written questions via e-mail on or before 4:00 pm EST, on April 17, 2014. The email subject line must read: \"Property Management Services Bid #14-215\"and emailed to lstabilo@springfieldcityhall.com and slonergan@springfieldcityhall.com. The City will compile all questions and email responses to all known bidders by 4:00 pm EST, on April 10, 2014.

To be given consideration, any inquiry/question must be received at least seven (7) days prior to the date for receipt of proposals specified above and should be directed to City of Springfield Office of Procurement, 36 Court Street, Springfield, MA 01103 (Saturdays, Sundays and holidays included) BEFORE scheduled bid opening date.

No telephone calls will be entertained. Prospective bidders are prohibited from obtaining information about this proposal from any City personnel. Inquiries received after the specified date and time will not be accepted.
Please avoid private communication with any RFP Committee Member from the release date through the selection of Preferred Developer. Proposer\'s who initiate private communication or attempt to violate the process outlined herein may be disqualified.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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