Colorado Mountain College’s Breckenridge Campus located at 107 Denison Placer Road, Breckenridge, CO is requesting quotes from qualified firms and/or individuals to provide property management services to three apartment buildings consisting of thirty units. The purpose of this RFP is to solicit proposals from vendors to act as the exclusive leasing broker and agent for the properties located at 46, 61 and 73 Denison Placer Road, Breckenridge, CO. The ideal vendor(s) will have experience marketing, leasing and maintaining multi-unit properties.
REQUESTED SERVICES
Conduct ordinary and usual business affairs of CMC related to the management, leasing and operation of the properties and implementing the policies and procedures of CMC
Management / Operations
• Select, employ, pay, supervise, direct and discharge all employees necessary for the management, operation, and maintenance of premises, in accordance with the annual budget
• Comply with all present and future laws, ordinances, orders, rules, regulations, and requirements of all Federal, State and municipal or other governmental authorities
Maintenance
• Keep the properties in clean and acceptable condition and make all repairs, alterations, replacements, and installations, do all landscaping, and purchase all supplies necessary for the proper operations of the properties. Vendor shall not enter into contracts for services on behalf on CMC
• Yearly inspection of properties, including management plans and recommendation for maintenance needed
• Conduct a minimum of two exterior and interior inspections per year of the properties, providing a written report of major deficiencies with photos to CMC
• Re-key locks for new tenants when appropriate
Tenants – Leasing Activities
• Take and process applications for rentals in accordance with leasing qualification guidelines, including prospective tenant interviews and credit checks. If an application is rejected, the applicant shall be advised of the reason for rejection.
• Maintain a current list of acceptable prospective tenants and undertake all reasonable arrangements necessary and incidental to the acceptance of rental application and the execution of leases. Manager shall exercise its best efforts (including, but not limited to, placement of advertising, interviewing prospective tenants, assisting and counseling in completion of rental applications and execution of leases, processing documents and credit and employment verifications and explanation of the program and operations to tenants) to effect the leasing of the properties and renewal of leases so that the properties are occupied as fully as possible by qualified tenants
• Prepare and execute lease agreements using only lease forms approved by CMC
• Provide tenants with 24 hour emergency telephone contact numbers for emergency repairs
• Handle promptly complaints and requests from tenants, to notify owner of any major complaint made by a tenant in a timely manner
• Take reasonable action to secure full compliance by each tenant with the terms of such tenant’s lease and any rules and regulations.
• Determine and verify insurance requirements for tenants when appropriate
• Inspect the properties, in the company of the renter, prior to move in and complete a detailed inspection report that shall be provided to CMC
• Conduct a final inspection when the property is vacated, with a move out inspection report
Reporting / Financial Obligations
• Notify owner promptly of any personal injury or property damage occurring to or claimed by any tenant or third party with respect to the properties. Notify owner of any necessary legal actions or proceedings for the collection of rent or other income from the properties. Notify owner immediately of any property casualty.
• Collect, hold, use and return a deposit from every tenant
• Receive, collect, and remit rent and all other monies payable to CMC by tenants
• Provide a monthly report/statement for each individual property clearly indicating the income received, income withheld for services, what those services are, vacancies, turnover schedule and budget for unit/property turn over. CMC reserves the right to request further information from the chosen property management professional
• Maintain proper records with respect to leasing, management, and operation of the properties (i.e., receipts, disbursements, etc.)
• Ensure control over accounting and financial transactions as is reasonably required to protect CMC’s assets from loss or diminution
• All funds shall be held in a property operating account
• Prepare and submit to owner a proposed operating and capital budget for the promotion, leasing, operation, repair and maintenance of the properties for the forthcoming fiscal year, which begins July 1 and ends on June 30
Statewide