2011-03-08 HRA Agenda PacketPLEASE TURN OFF CELL PHONES & PAGERS IN COUNCIL CHAMBERS.
AGENDA
MOUND HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING
TUESDAY, MARCH 8, 2011 6:50 P.M.
MOUND CITY COUNCIL CHAMBERS
Page
1. Open meeting
2. Action approving agenda, with any amendments
3. Action approving minutes for February 8, 2011 1
3. Action approving claims 2 -10
4. Catherine Pausche, Housing Coordinator, requesting approval of 11 -24
Request for Proposal for Property Management Services for Indian
Knoll Manor
5. Adjourn
MOUND HOUSING AND REDEVELOPMENT AUTHORITY
FEBRUARY 8, 2011
The Mound Housing and Redevelopment Authority in and for the City of Mound, Minnesota, met
in regular session on Tuesday, February 8, 2011, at 6:55 p.m. in the council chambers of city
hall.
Members present: Chair Mark Hanus; Commissioners Ray Salazar, and Heidi Gesch
Members absent: Commissioners David Osmek and Kelli Gillispie
Others present: City Attorney John Dean, Executive Director Kandis Hanson; City Clerk Bonnie
Ritter, Amanda Schwarze
1. Open meeting
Chair Hanus called the meeting to order at 6:55 p.m.
2. Approve agenda
MOTION by Gesch, seconded by Salazar to approve the agenda. All voted in favor. Motion
carried.
3. Approve minutes
MOTION by Salazar, seconded by Gesch to approve the minutes of the January 25, 2011
meeting. All voted in favor. Motion carried.
4. Approve claims
MOTION by Salazar, seconded by Gesch to approve claims in the amount of $9,358.90. All
voted in favor. Motion carried.
5. Adlourn
MOTION by Gesch, seconded by Salazar to adjourn at 6:56 p.m. All voted in favor. Motion
carried.
Chair Mark Hanus
Attest: Bonnie Ritter, City Clerk
-1-
Mound HRA Claims as of 03 -08 -11
BATCH NAME DOLLAR AMOUNT
2010 I KMAP3 $136.50
2011 030811HRA $ 6
2011 0222111 KM $ 10,009.32
2011 IKMO20911MAN $ 3,076.79
TOTAL CLAIMS $ 19,090.28
-2-
CITY OF MOUND
Batch Name IKMAP3
Payments
CITY OF MOUND
Payments
Current Period: December 2010
User Dollar Amt $136.60
Computer Dollar Amt $136.50
02/24/11 11:59 AM
Page 1
$44.00
$3.00
$20.00
$35.50
$34.00
Transaction Date 2/15/2011 Due 12/31/2010 Accounts Payable 20200 Total
Fund Summary
20200 Accounts Payable
680 HRA PUBLIC HOUSING $136.50
$136.50
Pre - Written Checks $0.00
Checks to be Generated by the Compute $136.50
Total $136.50
$136.50
-3-
$0.00 In Balance
Refer 1
MOUND, CITY OF _
AP Payment
E 680 -49800 -300 Professional Srvs
LEGAL SERVICES THRU 12 -31 -10
Invoice CL2010
2/15/2011
AP Payment
E 680 - 49800 -434 Conference & Training
TENNANT LANDLORD SEMINAR PARKING
Invoice CL2010
2/15/2011
AP Payment
E 680 - 49800 -430 Miscellaneous
LAUNDRY MONEY TO TERRY TRUELSON
FROM REP PAYEE
Invoice CL2010
2/15/2011
AP Payment
E 680 -49800 -321 Telephone & Cells
CELL PHONES 11 -14 -10 TO 12 -13 -10
Invoice CL2010
2/15/2011
AP Payment
E 680 -49800 -321 Telephone & Cells
CELL PHONES 12 -14 -10 TO 01 -13 -11
Invoice CL2010
2/15/2011
02/24/11 11:59 AM
Page 1
$44.00
$3.00
$20.00
$35.50
$34.00
Transaction Date 2/15/2011 Due 12/31/2010 Accounts Payable 20200 Total
Fund Summary
20200 Accounts Payable
680 HRA PUBLIC HOUSING $136.50
$136.50
Pre - Written Checks $0.00
Checks to be Generated by the Compute $136.50
Total $136.50
$136.50
-3-
CITY OF MOUND
03/03/11 11:10 AM
Page 1
I,
Payments
CITY OF MOUND
Current Period: March 2011
Batch Name 0308HRA User Dollar Amt $6,004.17
Payments Computer Dollar Amt $6,004.17
$0.00 in Balance
Refer 1 ALPHA RUG AND CARPET CLEANI
_
Cash Payment E 68049800401 Building Repairs
EMERGENCY WATER EXTRACTION #207 &
$1,234.41
#102 2/20 THRU 2/26/11
Invoice 2738 2/24/2011
Transaction Date 3/1/2011
Wells Fargo HRA 10120 Total
$1,234.41
Refer 2 CENTERPOINT ENERGY (M/NNEG
_
Cash Payment E 680 -49800 -383 Gas Utilities
GAS SERVICE 01 -19 THRU 02 -16 -11
$1,480.00
Invoice 030811 2/22/2011
Transaction Date 3/1/2011
Wells Fargo HRA 10120 Total
$1,480.00
Refer 3 COVERALL CLEANING CONCEPTS
_
Cash Payment E 680 - 49800 -460 Janitorial Services
CLEANING SERVICE MARCH 2011
$596.36
Invoice 7070162989 3/1/2011
Transaction Date 3/1/2011
Wells Fargo HRA 10120 Total
$596.36
Refer 4 CUSTOMER CONTACT SERVICES
Cash Payment E680-49800475 Tenant Related Services ANSWERING SERVICE 02 -22 THRU 03 -21 -11
$61.50
Invoice 5141 - 022211 2/22/2011
Transaction Date 3/1/2011
Wells Fargo HRA 10120 Total
$61.50
Refer 5 HD SUPPLY FACILITIES MAINTEN
_
Cash Payment E 680 -49800 -220 Repair/Maint Supply
14W CF LIGHT BULBS -12 PK
$41.84
Invoice 9107199271 2/18/2011
Transaction Date 3/112011
Wells Fargo HRA 10120 Total
$41.84
Refer 66 KENNEDYAND GRAVEN
_
Cash Payment E 680 -49800 -300 Professional Srvs
LEGAL SERVICES - TENANT MATTERS THRU
$64.80
1 -31 -2011
Invoice 030811 1/31/2011
Transaction Date 3/2/2011
Wells Fargo HRA 10120 Total
$64.80
Refer 6 PROGRAMMED MANAGEMENT CO
_
Cash Payment E 680 -49800 -301 Auditing and Acct'g Servi ADVANTAGE LICENSE MARCH 2011
$213.75
Invoice 03012011400423 3/1/2011
Transaction Date 3/1/2011
Wells Fargo HRA 10120 Total
$213.75
Refer 92 RENTAL HISTORY REPORTS
_
Cash Payment E 68049800475 Tenant Related Services BACKGROUND CHECK MASON
$25.75
Invoice 0220111737A 2/28/2011
Transaction Date 3/3/2011
Wells Fargo HRA 10120 Total
$25.75
Refer 7 THYSSEN -KRUPP ELEVATOR COR
Cash Payment E 68049800440 Other Contractual Servic
ELEVATOR MAINTENANCE 3/1/11 THRU
$450.00
5/31/11
Invoice 812507 3/1/2011
Transaction Date 3/1/2011
Wells Fargo HRA 10120 Total
$450.00
Refer 100 XCEL ENERGY
_
Cash Payment E 680 -49800 -381 Electric Utilities
ELECTRIC USAGE 1 -25-11 TO 2 -22 -11
$1,835.76
Invoice 360992378 2/25/2011
-4-
C. I,
CITY OF MOUND
Transaction Date 3/3/2011
Fund Summary
680 HRA PUBLIC HOUSING
CITY OF MOUND
Payments
Current Period: March 2011
Wells Fargo HRA 10120
10120 Wells Fargo HRA
$ 6,004.17
03/03111 11:10 AM
Page 2
Total $1,835.76
$6,004.17
Pre -Written Checks $0.00
Checks to be Generated by the Compute $ 6,00 4. 17
Total $6,004.17
r "2
LA
-5-
CITY OF MOUND
02/24/11 8:39 AM
Page 1
Payments
I ,
CITY OF MOUND
Current Period: February 2011
Batch Name 0222111KM User Dollar Amt $10,009.32
Payments Computer Dollar
Amt $10,009.32
$0.00 In Balance
Refer 122 ADAMS PEST CONTROL, INCORP
Cash Payment E 680 - 49800 -440 Other Contractual Servic
PEST CONTROL SERVICES FEBRUARY
$59.89
Invoice 625880 2/9/2011
Transaction Date 2/17/2011
Wells Fargo HRA 10120 Total
$59.89
Refer 1 ELLIOTTS PAINTING AND DECORA _
Cash Payment E 680 -49800 -220 Repair/Maint Supply
5 GALLONS PAINT, 8 GALLONS PRIMER
$345.57
Invoice 1102018 2/1/2011 PO 23276
Cash Payment E 680- 49800 -402 Building Maintenance
PRIME AND PAINT UNITS #204, #308, #108
$1,542.00
Invoice 1102018 2/1/2011 PO 23276
Transaction Date 2/15/2011
Wells Fargo HRA 10120 Total
$1,887.57
Refer 6 FRONTIEWCIT/ZENS COMMUNICA _
Cash Payment E 680 -49800 -321 Telephone & Cells
PHONE SERVICE 2/13/11 THRU 3/12/11
$75.17
Invoice 022211 2/13/2011
Transaction Date 2/22/2011
Wells Fargo HRA 10120 Total
$75.17
Refer 2 HD SUPPLY FACILITIES MAINTEN -
Cash Payment E 680 -49800 -220 Repair/Maint Supply
6" & 8" BURNER DRIP PANS FOR STOVE
$342.86
TOPS
Invoice 9107031564 2/9/2011 PO 22773
Transaction Date 2/15/2011
Wells Fargo HRA 10120 Total
$342.86
Refer 7 MEDIACOM
Cash Payment E 680 - 49800 -440 Other Contractual Servic
ONLINE SERVICE 02/24/11 THRU 03/23/11
$79.95
Invoice 022211 2/14/2011
Transaction Date 2/2312011
Wells Fargo HRA 10120 Total
$79.95
Refer 123 MINNESOTA ELEVATOR, INCORP _
Cash Payment E 680- 49800 -440 Other Contractual Servic
FEBRUARY SERVICE -FINAL BILL
$235.47
Invoice 202856 2/2/2011
Transaction Date 2/17/2011
Wells Fargo HRA 10120 Total
$235.47
Refer 124 MOUND, CITY OF _
Cash Payment E 680 -49800 -382 Water Utilities
WATER & SEWER SERVICE 01 -03 -11 THRU
$1,625.00
02 -04 -11
Invoice 022211 2/16/2011
Cash Payment E 680 -49800 -101 F T Empl Regular
ADMINISTRATIVE SERVICES BILLING
$1,094.73
JANUARY 2011 - HOUSING COORDINATOR
Invoice 022211 2/15/2011
Cash Payment E 680 -49800 -122 FICA
ADMINISTRATIVE SERVICES BILLING
$83.75
JANUARY 2011 -FICA
Invoice 022211 2/15/2011
Cash Payment E 680 -49800 -121 PERA
ADMINISTRATIVE SERVICES BILLING
$76.63
JANUARY 2011 PERA
Invoice 022211 2/15/2011
Cash Payment E 680 -49800 -131 Employer Paid Health
ADMINISTRATIVE SERVICES BILLING
$255.94
JANUARY 2011- HEALTH INSURANCE
Invoice 022211 2/15/2011
1A
CITY OF MOUND 02/24/118:39 AM
Payments Page 2
CITY OF MOUND
Invoice 079328 1/14/2011
Cash Payment E 680 -49800 -220 Repair /Maint Supply SNOW BLOWER PARTS RETURN
Invoice 079445 1/19/2011
Cash Payment E 680 -49800 -220 Repair/Maint Supply #407 & #212 SHOWER HEADS
Invoice 079444 1/19/2011
Cash Payment E 680 -49800 -240 Minor Equip & Small Too SNOW BLOWER
Invoice 079822 2/3/2011
Transaction Date 2/15/2011 Wells Fargo HRA
10120 Total
$10.66
$0.49
$43.79
$4.93
$8.54
$481.20
$120.30
$20.50
$2,500.00
$34.23
$135.00
$6,495.69
$50.00
$50.00
$21.47
$39.52
- $159.96
$38.45
$843.24
$782.72
-7-
Current Period: February 2011
Cash Payment
E 680 -49800 -133 Employer Paid Dental
ADMINISTRATIVE SERVICES BILLING
JANUARY 2011- DENTAL INSURANCE
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -134 Employer Paid Life
ADMINISTRATIVE SERVICES BILLING
JANUARY 2011 LIFE INSURANCE
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -135 Employer Health Care S
ADMINISTRATIVE SERVICES BILLING
JANUARY 2011 - HEALTH CARE SAVINGS
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -137 LTD
ADMINISTRATIVE SERVICES BILLING
JANUARY 2011 -LTD
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -151 Worker's Comp Insuranc
ADMINISTRATIVE SERVICES BILLING
JANUARY 2011 WORKERS COMP
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -111 Other IKM Maint
MAINTENANCE REIMBURSEMENT JANUARY
2011- GIESE, F. HEITZ
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -130 Employer Paid Ins (GEN
MAINTENANCE REIMBURSEMENT BENEFITS
JANUARY 2011
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -202 Duplicating and copying
COPIES JANUARY 2011
Invoice 022211
2/15/2011
` Cash Payment
E 680 -49800 -307 Admin/Finance/Compute
ADMIN /FINANCE MGMT FEE JANUARY 2011
Invoice 022211
2/15/2011
Cash Payment
E 680 -49800 -321 Telephone & Cells
CELL PHONES 1 -14 -11 THRU 2 -13 -11
Invoice 022211
2/15/2011
Cash Payment
E 680 - 49800 -440 Other Contractual Servic
FERTILIZER SERVICE 2011
Invoice 022211
2/15/2011
Transaction Date
2/17/2011
Wells Fargo HRA 10120 Total
Refer 127 RENTAL HISTORY REPORTS _
Cash Payment
E 680 - 49800 -475 Tenant Related Services
BACKGROUND CHECKS, GAUTHIER,
HUMMEL
Invoice 0120111737A 2/25/2011
Transaction Date
2/17/2011
Wells Fargo HRA 10120 Total
Refer 3 TRUE VALUE, MOUND _
Cash Payment
E 680 -49800 -220 Repair /Maint Supply
SNOW BLOWER PARTS
Invoice 079267
1/12/2011
Cash Payment
E 680 -49800 -220 Repair/Maint Supply
#109 & #302 SHOWERHEADS AND HOSE
Invoice 079328 1/14/2011
Cash Payment E 680 -49800 -220 Repair /Maint Supply SNOW BLOWER PARTS RETURN
Invoice 079445 1/19/2011
Cash Payment E 680 -49800 -220 Repair/Maint Supply #407 & #212 SHOWER HEADS
Invoice 079444 1/19/2011
Cash Payment E 680 -49800 -240 Minor Equip & Small Too SNOW BLOWER
Invoice 079822 2/3/2011
Transaction Date 2/15/2011 Wells Fargo HRA
10120 Total
$10.66
$0.49
$43.79
$4.93
$8.54
$481.20
$120.30
$20.50
$2,500.00
$34.23
$135.00
$6,495.69
$50.00
$50.00
$21.47
$39.52
- $159.96
$38.45
$843.24
$782.72
-7-
CITY OF MOUND 02/24/11 8:39 AM
I , Page 3
Payments
CITY OF MOUND
Fund Summary
680 HRA PUBLIC HOUSING
Current Period: February 2011
10120 Wells Fargo HRA
$10,009.32
$10,009.32
Pre - Written Checks $0.00
Checks to be Generated by the Compute $10,009.32
Total $10,009.32
in
CITY OF MOUND 02/24/11 1:48 PM
I , Page 1
Payments
CITY OF MOUND
Current Period: February 2011
Batch Name IKMO20911MAN
Payment Computer Dollar Amt $3,076.79 Posted
Refer 1 ALPHA RUG AND CARPET CLEANI Ck# 003730 2/10/2011
Cash Payment E 680 - 49800 -402 Building Maintenance CARPET CLEANING UNIT #308 & #204 $106.88
Invoice 2731 2/3/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $106.88
Refer 2 CHARLES, ALLISON Ck# 003731 2/10/2011
Cash Payment E 680- 49800 -465 Caretaker Services CARETAKER SERVICES MARCH 2011 $450.00
Invoice 030111 3/1/2011
Cash Payment E 680 - 49800 -465 Caretaker Services CARETAKER SERVICES FEBRUARY 2011 $450.00
Invoice 020111 2/1/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $900.00
Refer 3 CULLIGAN - METRO Ck# 003733 2/10/2011
Cash Payment E 680 - 49800 -440 Other Contractual Servic 10 80LB SOLAR SALT DELIVERY $157.64
Invoice 101X22690104 1/31/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $157.64
Refer 4 IKON FINANCIAL SERVICES Ck# 003735 2/10/2011
Cash Payment E 680 -49800 -202 Duplicating and copying COPIER RENTAL 2 -23 -11 THRU 3 -22 -2011 $130.00
i Invoice 84101372 1/28/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $130.00
Refer 5 NS11 MECHANICAL CONTRACTING, Ck# 003736 2/10/2011
Cash Payment E 680 - 49800 -440 Other Contractual Servic HEATER REPAIR -PILOT ASSEMBLY $1,262.74
REPLACED & ADJ, REGULATOR VENT
REPAIRED & ADJ GAS & AIR MIX, REPAIR
GAS LEAK ON FUEL LINE
Invoice W21717 1/31/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $1,262.74
Refer 6 CONCEPT LANDSCAPING Ck# 003732 2/10/2011
Cash Payment E 680 - 49800 -440 Other Contractual Servic SNOW PLOWING 1/11, 1/15,1/31 $240.00
Invoice 5378 1/28/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $240.00
Refer 7 STA -SAFE LOCKSMITHS COMPAN Ck# 003737 2/10/2011
Cash Payment E 680 -49800 -220 Repair/Maint Supply KEYS CUT BY CODE $10.16
Invoice 0018646 2/3/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $10.16
Refer 8 FULLERTON BUILDING CENTER Ck# 003734 2/10/2011
Cash Payment E 680 -49800 -220 Repair/Maint Supply WINDOW CRANKS $269.37
Invoice 2147166 1/27/2011
Transaction Date 2/10/2011 Due 0 Wells Fargo HRA 10120 Total $269.37
In
I1
CITY OF MOUND
Fund Summary
680
CITY OF MOUND
Payments
02/24/11 1:48 PM
Page 2
Current Period: February 2011
BATCH Total $3,076.79
10120 Wells Fargo HRA
$3,076.79
$3,076.79
Pre - Written Checks $3,076.79
Checks to be Generated by the Compute $0.00
Total $3,076.79
-10-
MOUND HOUSING AND REDEVELOPMENT AUTHORITY
INDIAN KNOLL MANOR
2020 Commerce Blvd.
Mound, Minnesota 55364
MEMORANDUM
Date: March 3, 2011
To: HRA Board Chair and Commissoners
From: Kandis Hanson, Executive Director
Catherine Pausche, Finance Director/Treasurer
Subject: Request to Issue RFP for Management Services for
Indian Knoll Manor Public Housing
Telephone /Fax
(952) 472 -5078
, HRA Staff has determined that the additional legislation would be required to transfer the
funding stream related to Indian Knoll Manor to a non - governmental entity, and thus a total
transfer of ownership is not possible at this time. Legislation that would allow for a total transfer
has been proposed, but has not passed primarily due to concerns over larger housing authorities
disposing of assets.
In order to continue to meet the objectives of alleviating City/HRA staff of direct responsibility,
insuring management is transferred to capable hands and that Indian Knoll remains affordable
housing for our citizens, we are requesting that the HRA Board approve the attached Request for
Proposals for Property Management Services. Our ability to manage a contract has increased
tremendously by the experience gained in the past two years of managing it in- house. We will
only consider proposals from entities that are proven leaders in the affordable housing arena,
with HUD experience and systems in place to manage both the tenants and the
mechanical /maintenance systems.
Please let me know if you have any questions regarding this matter at (952)472 -0609 or
Catherine at (952)472 -0633.
-11-
REQUEST FOR PROPOSALS
PROPERTY MANAGEMENT SERVICES
CITY OF MOUND HRA PUBLIC HOUSING
TIMETABLE
RFP Available for Issuance: March 9, 2011
Proposal Due Date and Time via U.S. Mail or Delivery: March 25, 2011, 4:00 PM
Proposals Sent or Delivered to:
CITY OF MOUND
HOUSING & REDEVELOPMENT AUTHORITY
5341 MAYWOOD ROAD
MOUND, MN 55364
Pre - submission Conference and Tour of property: Week of March 14, 2011
The HRA staff will conduct a 5 -day review of all RFP's. Interviews will be held on April 4 & 5th, 2011
and the HRA Board will vote on the staff's recommendation on April 12, 2011.
The selected management firm will take responsibility for
the property on: May 1, 2011
Direct Inquiries To: Catherine Pausche
Finance Director
(952) 472 -0633
Rights Reserved: The City of Mound Housing & Redevelopment Authority reserves the right to waive
any irregularities in submittals, and/or reject any and all proposals.
City of Mound Housing & Redevelopment Authority
Kandis Hanson, Executive Director
-12-
-1-
Request for Proposals for Property Management Services
Table of Contents
Section Title
I. General Information
II. General Requirements of Management Agent
III. Submission Requirements
IV. Terms and Conditions
V. Location of Property
-13-
-2-
REQUEST FOR PROPOSALS
I. GENERAL INFORMATION
A. Introduction/Background
The Mound Housing & Redevelopment Authority (HRA), hereinafter referred to as the
Agency or Owner, is requesting proposals from one or more qualified companies,
hereinafter referred to as the Proposer or Respondent, to provide property management
services for a public housing development currently owned by the Agency.
It is the Agency's intention to solicit proposals from Respondents, evaluate their
qualifications, conduct interviews, verify the information presented, and to award a
contract to the top ranked Proposer. The Agency reserves the right to waive any
irregularities in submittals, and/or reject any and all proposals.
The Agency will enter into a two -year contract for property management services. The
selected respondent will be hereafter referred to as the "Management Agent". These
management services will include, but not be limited to, the following:
1.
Apartment leasing
2.
Lease execution.
3.
Rent collections.
4.
Lease enforcement.
5. Full maintenance responsibilities.
6. Full responsibility for hiring and firing of staff, and staff training.
7. Annual income reviews and housekeeping inspections per requirements of HUD.
8. Unit turnover.
9. Capital repairs, as directed by the Owner.
10. Purchasing of all required supplies and services.
11. Full financial management responsibilities.
12. Ensuring that the entire complex is safe and secure for all residents.
13. Responsible for all HUD reporting systems i.e. PHAS, PIC, LOCCS, EN
B. Housing Involved
The Mound Housing and Redevelopment Authority (HRA) is requesting formal
proposals for providing housing management/maintenance services for the Indian Knoll
Manor (IKM). In IKM, there are 50 apartments that are subsidized by HUD of which one
unit is occupied by the Resident - Caretaker.
C. Submission Package
One (1) unbound original and nine (9) bound copies (a total of ten) of the complete
submission package must be received by the Agency by March 25, 2011 at 4:00 P.M.
The original and all copies of the submission package must be submitted in a sealed
envelope. On the outside of the envelope should be the Proposer's name, address, phone
number, the due date of March 25, 2011 and the project title "Request for Proposals for
-3-
Property Management Services for Indian Knoll Manor Public Housing Development" to
Mound Housing & Redevelopment Authority, 5341 Maywood Road, Mound, MN. The
submission package must be signed by an officer of the Respondent who is legally
authorized to enter into a contractual relationship in the name of the Respondent. In the
absence of a corporate seal, the submission package must be notarized by a Notary
Public.
D. Pre - submission Conference
A Pre - submission Conference and Site Visit will be held the week of March 14, 2011 by
appointment. Attendance is voluntary. Call Catherine Pausche to schedule a time.
E. Anticipated Schedule of Events
The anticipated schedule for the RFP and contract approval is as follows:
1. RFP available for Issuance- March 9, 2011
2. Proposal Due Date and Time- March 25, 2011 at 4:00 P.M.
3. Pre - submission Conference and Site Tour - week of March 14, 2011
4. Interviews of prospective management agents on April 4 th and 5 2011
5. HRA Board vote —April 12, 2011
6. Contract start date- May 1, 2011
F. Expense of Submission Package
All expenses involved with the preparation and submission package to the Agency shall
be born by the Respondent.
G. Contact Person
The contact person for all inquiries is Catherine Pausche, Finance Director, (952) 472-
0633 or email at catherinepausche @cityofmound.com. Applicants may not contact any
member of the HRA Board to discuss their application. Attempts to do so may result in
disqualification of the application
H. Process
The Agency intends to contract for the management of 50 public housing units in the
Indian Knoll Manor development. Selected Respondents must be prepared to assume
management responsibilities by May 1, 2011
The Agency will utilize the following selection process: First, the Agency will ask for
management proposals from prospective Respondents. Second, respondents will be asked
to appear for an interview and possible site visits of facilities managed by the
Respondents. Selection will be made based on those who score the highest in
qualifications, price, and the results of the interviews.
The Agency is looking for price- competitive Respondents with demonstrated, successful
l4 public housing property management experience and knowledge of the local property
management business.
-15-
-4-
I. Agency Options
1. In no event will the Agency permit modification to a proposal after the submission
deadline.
2. The Agency reserves the right to waive any irregularities in submittals, and/or reject
any and all proposals.
J. Qualification Statements Open to Public
Prospective Respondents are hereby notified that all information submitted as part of, or
in support of, qualification statements will be available for public inspection in
compliance with state and federal laws. Only financial information requested as part of
this solicitation to confirm a Respondent's financial soundness will be kept confidential.
II. GENERAL REQUIREMENTS OF MANAGEMENT AGENT
The following is a description of the major duties of the management agent:
A. General
1. The management agent shall be an "independent contractor," and shall have in its
employ at all times a sufficient number of trained and qualified employees to enable it
to properly, adequately, safely and economically manage, operate, maintain and
account for the property. The management agent is responsible for the hiring,
training and managing of on -site and other personnel to professionally and effectively
carry out the duties of the management contract. The management agent is in all
respects the employer of these employees. The Agency reserves the right to assign
one of its own employees to be the on -site Resident Manager.
2. The management agent shall engage, coordinate, and supervise the personnel
necessary for the proper operation of the HRA properties. In general, the services
include implementation of the services further described below and without limitation
to building engineering, life safety systems, elevator maintenance, cleaning, snow
removal, window cleaning, landscape and landscape maintenance, metal cleaning and
trash removal. Additional services and responsibilities are further described in this
Request For Proposal.
3. The management agent shall act in a fiduciary capacity with respect to the proper
protection of and accounting for the HRA's assets.
4. The management agent shall deal at arms length with all third parties and serve the
HRA's interest at all time.
5. The management agent shall be responsible for insuring that the HRA property, the
management agent, and its employees are in full compliance with federal, state and
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municipal laws, ordinances, regulations and orders relative to the leasing, use,
operation, repair and maintenance of the property.
B. Administrative
1. The management agent shall prepare a Standard Management Plan for Indian Knoll
Manor. The Plans should be contained in notebooks for filing at the HRA offices and
must be updated on a continuing basis. At minimum, the notebooks must contain the
following:
a. Purpose of the development and nature of households served;
b. Description of the owner and managing agent;
c. Marketing Plan including the property description, market survey, neighborhood
description, resident profile, rent and other income structures, and particular
attention to affirmative marketing requirements imposed by HUD;
d. Resident Relations Plan including a resident handbook, security policy, resident
retention activities, and management of the waiting list;
e. Financial management plan including annual budget and long term financial
projection, rent/subsidy management systems, and record keeping and reporting
system;
f. Administrative management plans including determination of appropriate staffing
levels, standardized forms, and file system; and
g. Long -term property maintenance and capital improvement plan.
2. The management agent shall assist the HRA staff with preparation of and
amendments to the Administrative Plan as directed by the Executive Director.
3. The management agent shall prepare correspondence, notices, and other materials as
necessary to properly communicate with tenants regarding leasing or other
management issues.
4. The management agent shall maintain a comprehensive file system that includes
records of all correspondence, responses to quotations or bids, financial and budget
information or other documentation by property.
5. The management agent shall maintain standard employee files for all on -site
employees and other employees engaged in the implementation of the contract.
C. Record Keeping and Computer Tracking
1. The management agent shall furnish reports of all rental /income transactions
occurring during each calendar month. In addition, the manager shall provide
detailed tenant rent roll listing by unit, tenant name, and other charges total rent due
and the amount of any deposits being held. Second, a detailed account receivable
reconciliation listing should also be provided. Finally, a cash detail for the month
listing all income sorted by bank deposit.
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D. Inspections
1. The management agent is responsible for preparing the appropriate inspection forms
as may be imposed from time to time by HUD or the HRA in order to complete a
comprehensive inspection of each unit and property on a semi - annual basis.
2. The management agent is also responsible for preparing for local, state and federal
inspections of the property. The management agent shall also advise the HRA of the
results of such inspections and follow through with any inspection compliance
projects in a prompt manner.
E. Finance and Budgeting
1. The management agent shall use diligent efforts to collect all rents and all other
charges of whatever kind or nature those become due at any time from any space,
tenant or other uses of the properties. The management agent is also responsible for
the collection of other fees from tenants, or other forms of revenue.
2. By July 1 of each year, the management agent shall assist the HRA in the preparation
of a cash flow forecast and operating and capital improvement budget for the property
for the next ensuing calendar year. The operating budget shall set forth on a cash
basis the projected revenues for the next succeeding calendar year and the capital and
operating expenses to be incurred during such year, all in reasonable detail with each
category of expense listed on a separate line. The capital improvement budget shall
set forth on a cash basis and in reasonable detail a description of all capital
improvements repairs and replacements which the management agent and the HRA
propose to make for the property during the next succeeding calendar year and the
estimated costs of such capital items.
3. The management agent shall establish appropriate controls over theft, error or
fraudulent activity on the part of manager's employees or agents. The management
agent shall also comply with the HRA's policies regarding such issues as directed by
the Executive Director.
4. The management agent shall adopt HUD's chart of accounts.
5. The management agent shall be responsible for assuring that all invoices for the
services necessary to properly operate and maintain the properties are reviewed,
approved and submitted for payment by the HRA on a weekly basis.
6. The management agent shall deposit all rents, payments, and other funds, however
denominated or described, collected from the operation of the properties including
any and all advance rents in a bank or banks designated by the HRA.
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F. Advertising and Marketing
1. The management agent is responsible for advertising and marketing all HRA units in
compliance with affirmative marketing requirements imposed by HUD or other state
or local agencies.
G. Customer/Tenant Service
1. The management agent shall establish an emergency phone line with 24 -hour service
to respond to emergencies.
2. The management agent shall respond to all tenant inquiries and comply with the
standards and policies of the HRA.
3. The management agent shall be knowledgeable about Fair Housing Laws and train
management staff regarding Fair Housing compliance issues on a regular basis.
4. The management agent shall establish a complaint resolution procedure and work
with the HRA to resolve tenant disputes.
5. The management agent shall attend quarterly management meetings with the
Executive Director of the HRA.
H. Maintenance
1. Overall, the management agent shall work with HRA staff to ensure that all HRA
procurement and additional HUD requirements are met on all construction projects
and shall meet all public bidding requirements.
2. In accordance with the annual budget, the management agent is responsible for
purchasing and maintaining adequate stocks of building supplies on behalf of the
HRA.
3. The management agent is also responsible for obtaining appropriate service contracts
when approved by the HRA.
I. On -site Personnel
1. The management agent must establish a caretaker position. The caretaker is
responsible for the general and basic caretaking of the property and may be asked to
complete minor maintenance and first response to emergency situations.
2. The management agent must establish a job description for the caretaker.
J. Reporting to HRA Board of Commissioners
A r l 1. The management agent is responsible for preparing and presenting a quarterly report
to the HRA Board of Commissioners at the last meeting in February, May, August
and November of each year.
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2. The quarterly report must be in a form agreeable to the HRA and summarize the
occupancy, vacancy, to -date budget statistics on revenues and expenditures, and
identify the status of improvements, problems, or concerns. The report shall be
submitted to the Executive Director prior to the fourth Tuesday of each month's HRA
meeting.
3. The management agent shall have a representative at each quarterly report to the
HRA Board, unless otherwise directed by the Executive Director.
K. Legal work with HRA Attorney
1. The management agent shall work with the HRA's designated legal counsel when
necessary to handle grievances, to process unlawful detainers, and to complete
evictions.
2. The management agent shall be present at all legal proceedings regarding the
disposition of cases affecting the tenants or in the case where tenants have filed
actions against the HRA.
L. Public Housing Assessment Standards
1. The management agent will be expected to implement the necessary tracking systems
and inspection protocols to meet the requirements of HUD's Public Housing
Assessment Standards (PHAS).
M. Insurance, Bonding and Hold Harmless Agreement
Proof of Comprehensive General Liability, Auto liability and Works Compensation
Insurance must be submitted with quote to be considered.
For general liability coverage, the management Respondent shall provide the Agency
with a certificate of insurance that names the Agency as an additional insured.
Additionally, the Respondent agrees that it will hold the Agency harmless for any acts of
negligence on behalf of its staff, agents, and employees, and from any and all claims or
liability for any injury or damage to any person or party occurring in, on, or about the
premises or any part thereof, resulting from the negligence of the Respondent, its
employees, agents, or personnel. The Respondent will provide owned and non -owned
automobile liability insurance and workmen's compensation insurance meeting the
State's statutory amount. In addition, the Respondent will be required to provide a
fidelity bonding acceptable to the Agency. All of the above shall be provided for the full
term of the management contract.
The insurance protection will have the following limits:
Comprehensive General Liability:
(1) Bodily Injury (including completed operations and products liability) & Property
Damage
$500,000 Each Occurrence
$1,000,000 Annual Aggregate
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(2) Property Damage Liability Insurance will provide Explosion, Collapse and
Underground coverages where applicable.
(3) Personal Injury, with employment exclusion delete
$500,000 Each Person
$1,000,000 Each Occurrence
Comprehensive Automobile Liability: (Combined Single Limit for Bodily Injury &
Property Damage of $500,000 or $1,000,000 would be acceptable).
(4) Bodily Injury:
$500,000 Each Person
$1,000,000 Each Occurrence
(5) Property Damage:
$100,000 Each Occurrence
Workers Compensation Coverage — Statutory minimums.
Other Insurance Provisions
The City must be named as an additional insured on the Comprehensive General Liability
and Automobile Liability Insurance policies. These insurance policies shall contain the
appropriate additional insured endorsement signed by a person authorized by the insurer
to quote coverage on its behalf.
Certificates of Insurance and Endorsements effecting coverage required by this clause
shall be forwarded to:
Catherine Pausche
City of Mound
5341 Maywood Rd
Mound, MN 55364
All coverages will be kept in place throughout the term of the contract.
The Agency will provide the insurance with respect to the property and its operations,
and the Agency will cause such insurance to be placed and kept in effect at all times.
Premiums will be treated as operating expenses. All insurance will be placed with
companies, or conditions, in amounts, and with beneficial interests appearing thereon as
shall be acceptable to the Agency. The Respondent will promptly report to the insurance
company all accidents, claims, and potential claims for damage relating to the Project,
and will cooperate with the Owner's insurers in connection therewith. The Agency will
request the insurance company to furnish an annual report to the Respondent and Owner
listing all claims paid or reserved for payment.
N. Capital Planning
AFN The operating budget to be approved for the site does not generally include funds for
It) planned and extraordinary capital repair and replacement items. Annually, the property
managed will have available capital funds. The Agency receives certain funds from
HUD for capital repair and modernizat=21 efforts, and is required each year to submit a
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Capital Spending Plan, with an updated five -year rolling base. As such, each year the
Respondent will be expected to present an annual capital plan and request. Each year the
Agency will determine the list of capital projects that the Respondent will be responsible
for administering.
III. SUBMISSION REQUIREMENTS
A. Proposal Submission Contents
The proposal submission should consist of a written response to the following issues:
1. A listing of all public and private multi - family housing currently managed by
Respondent, with the name and contract representative of the property owners
(who may be contacted as references), of locations, and brief descriptions of the
properties. The Respondents should indicate properties that are /were federally- or
locally- subsidized, and the nature of the subsidy, and also properties in the same
area as Mound. Very large management companies (more than 1,000 units) may
choose to aggregate this property data and submit information in a more
condensed format.
2. Resumes and position descriptions of senior management and maintenance staff
members who would be assigned to oversee the projects (for example, the
regional property manager). Show an organizational chart of your staffing
structure, including regional office locations.
3. An actual budget and income and expense report for a property managed by the
Respondent as evidence of the Respondent's financial reporting systems and
expertise in operating matters.
4. An actual management plan as evidence of the Respondent's knowledge of
property management.
5. Provide a signed proposal with the total annual costs for management services
breaking out the property management fee, cost of on -site personnel including
wage, fringe, and staffing plan.
6. Staff to be assigned to management and maintenance services and their
experience and qualifications should also be identified.
7. A list of at least three references from persons familiar with the professional
qualifications of the Housing Manager and/or the Contractor.
8. Additional services to be provided.
9. Experience with Public Housing:
a) Demonstrated successful experience with HUD reporting systems, including
experience with Public and Indian Housing Information Center (PIC), Line of
Credit Cash Control System (LOCCS), Earned Income Verification (EIV),
contract and sub - contract activity summary reports, semi - annual labor standards
reports and labor enforcement reports.
b) Demonstrated successful experience with Public Housing Assessment System
(PHAS), including unit turnaround, unit occupancy rates, public housing rent
collections, and unit and systems inspections.
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c) Demonstrated successful experience in working with elderly and disabled
populations, including support services.
d) Demonstrated successful experience in Capital Improvements Planning,
including the HUD Capital Fund Program reporting and contract administration.
e) Demonstrated successful experience with federal procurement policies,
including writing and administering construction contracts with Department of
Labor prevailing wage rate requirements.
f) Experience in public housing lease enforcement.
g) Knowledge of policy /procedure development, including public housing leases,
grievance procedures, Admission & Occupancy Policies, implementation of a
Limited English Proficiency (LEP) Plan, and compliance with the Violence
Against Women Act (VAWA).
h) Demonstrated successful experience in public housing financial management,
including HUD audits and IPA audits.
i) Demonstrated successful experience working with a Board, City Council and/or
Resident Council.
j) Demonstrated successful experience in developing and implementing a high
performing maintenance /management team.
B. Selection Criteria
The respondents will be evaluated based on the materials submitted. Staff will present a
written recommendation to the Mound HRA, which will make the final decision. The
Mound HRA will then forward the Agreement to HUD for their concurrence.
IV. TERMS AND CONDITIONS
A. Rules, Regulations, and Licensing Requirements
The Respondent and staff must possess all required occupational license(s). In addition,
the Respondent shall comply with all laws, ordinances, and regulations applicable to the
services contemplated herein, especially those applicable to conflict of interest.
Respondents are expected to be familiar with all federal, state, and local laws, ordinances,
codes, rules, and regulations that may in any way affect the services. Information on
these various requirements will be available at the Pre - submission Conference.
B. Term of Management Agreement
The term of the management agreements to be awarded shall be for two (2) years,
anticipated to begin on May 1, 2011. T23 management agreement will include a
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provision for termination of the agreement "at will" by the Respondent or Owner with 60-
day notice. The agreement will also outline situations where the successful Respondent
can be terminated immediately "for cause."
C. Assignment
The successful Respondent(s) shall not enter into any subcontracts, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of the ensuing contract, or any or all
of its rights, title, or interest therein, or its power to execute such contract, to any person,
company, or corporation without the prior written consent of the Agency.
D. Personnel
In submitting their proposals, Respondents are representing that the personnel described
in their proposals and submission packages shall be available to perform the services
described, barring illness, accident, or other unforeseeable events of a similar nature, in
which case the Respondent must be able to provide a qualified replacement. Furthermore,
all personnel shall be considered to be, at all times, the sole employees of the Respondent
under its sole direction, and not employees or agents of the Agency.
V. PROPERTY INFORMATION
The property being considered for private management under this solicitation is:
Indian Knoll Manor
2020 Commerce Boulevard
Mound, MN 55364
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