Bid Detail

15-004 - RFP: Residential Property Management Services

The City of Springfield, Massachusetts requests Proposals for Property Management Services for the City. The successful Proposer will act as the Deputy Tax Title Custodian for the City Treasurer. Bidders are requested to provide firm prices for the property management services as described in Attachment A.

The City is requesting that proposers submit a Technical Proposal and a Cost Proposal. Each proposal must be submitted in separate sealed envelopes that are clearly marked on the exterior.

The City is requesting property management services in various locations throughout the City: The residential tax title portfolio of properties varies regularly and ranges from 1-3 unit residential buildings (occupied/vacant) to large multi-unit apartment and/or mixed use buildings (occupied/vacant) and some vacant lots.

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, unless the number of properties is zero.

The Management Firm/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;

• 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 Deputy Tax Title Custodian cannot gain access to the property or cannot obtain pertinent information from the occupants, then the Deputy Tax Title Custodian 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 Deputy Tax Title Custodian shall make additional reasonable attempts to access the property.

• The Deputy Tax Title Custodian 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 Deputy Tax Title Custodian and contact information as specified in Section 6.

The City will be compensating the Deputy Tax Title Custodian a fixed amount not to exceed $5,000.00 monthly, regardless of the amount of properties, to manage the Residential TaCity will be holding a pre-proposal conference to answer questions and provide pre-proposal assistance. and to respond to questions and provide pre-proposal assistance.

Written questions should be submitted to the Office of Procurement, 36 Court Street, Room 307 no later than 5:00 pm EST, on June 18, 2014. Questions may be submitted via e-mail and/or facsimile (413) 787-6295. Subject line must read: "RFP: Property Management Services - per bid #: 14-261"and emailed to lstabilo@springfieldcityhall.com and tquagliato@springfieldcityhall.com . The City will compile all questions and email responses to all known bidders by 5:00 pm EST, on June 19, 2014.

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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