Specifications include, but are not limited to: A. Maintenance Services - Physical Management – Plan for maintenance and oversee the common space maintenance issues. To include landscaping, snow removal, plumbing, electrical, HVAC, etc. as needed. - Service Requests – The Property Management firm accepts responsibility for the oversight of the efficient response to all service requests within a reasonable time frame. - Emergency On-Call Service – Coordinate with service companies that are to respond to emergency repairs. Property Management firm to have a designated “on-call” staff person 24-hours/day, seven days/week, for emergency property needs and other extraordinary situations. B. Building Systems Maintenance - Selection and Supervision of Contractors – Thoughtfully hire contractors to perform all maintenance to building systems. - Solicit Competitive Bids and Contract Management – Engage in competitive bidding with multiple vendors. C. Property Inspections - Regular Property Inspections and Site Reviews - The Property Manager to perform a bi-weekly walk-through to look for maintenance or repair items, in addition to contract and vendor management. D. Property Accounting and Administrative Services - Staffing – Fully staff all management services including but not limited to, a Property Manager and an Accountant. - Prepare Operating Budget – Prior to redevelopment, the PM will prepare a preliminary annual budget including a statement of the anticipated income and expenses for the coming fiscal year itemized with a recommended schedule of assessments. - Tenant Management, Communication and Correspondence on Behalf of the Town – Prepare delinquency letters and all communication regarding billing, infractions, notices, etc. - Prepare Check Disbursements (based on ownership) – Punctually and regularly deposit operating expense payments that are incurred under the terms of this agreement to vendors, contractors, or employees. - Reconcile Bank Statements and Prepare Financial Statements – Monthly bank statements reconciled, and monthly financial statements prepared for Town officials.
