Management Company Proposal RFP Chapman Place Condominiums Date: 6/24/12 Bids must be received by July 16, 2012
I. Summary... 3 II. Contact Chapman Place... 3 III. IV. Bidprocess....4 Mission Statement.4 V. Code of Accountability 4 VI. Requirements..5 VII. Scope of Services 6 VIII. Trustees/Volunteers..8 IX. Facilities Manager Responsibilities....8 ~ 2-9~
I. Summary The Trustees of Chapman Place Condominiums are inviting qualified companies to bid for the position of Management Company for the Association. Bidders are encouraged to set up an appointment to tour the property and speak with the contact person: Marion Duclos, President mgduclos@comcast.net (h) 978-534-0095 II. Contact Chapman Place Mailing address : Chapman Place Condo Trust One Chapman Place Leominster, MA 01453 Contact number and email: Office 978-537-8041 Fax 978-534-4838 Email cpctrust@verizon.net Website www.chapman-place.com ~ 3-9~
III. Bid Process Bidders must provide seven (7) copies of the proposal, along with a sample financial report and monthly Board Meeting package. All submissions must be received by noon, July 16, 2012. The proposals will be reviewed by the Trustees prior to the regularly scheduled meeting on the 2 nd Tuesday of August and interviews at Chapman Place will be set up for the week of August 20th. The Board intends to make a selection by August 31 st for contract implementation in January 2013. IV. Mission Statement The mission of the Chapman Place Board of Trustees is to successfully manage the business by partnering with valued vendors and qualified professional associates held to a Code of Accountability. By bringing our passion for excellence to the table, we strive to meet the expectations of those who reside at Chapman Place. It is our fiduciary duty to ensure well-maintained buildings and infrastructure; beautiful landscaping; a safe and pleasant environment which fosters a sense of community; healthy bank accounts; and sound plans for future projects to perpetuate all of the above. V. Code of Accountability Setting commitments others can rely on. Planning for all identifiable hurdles or possible setbacks. Taking appropriate action to avoid setbacks. Assessing all possible ways of recovering from unforeseen setbacks and timely responsive action. Personally accepting the consequences of one s decisions. Learning from the setback and taking action to avoid setbacks of a similar nature in the future. ~ 4-9~
VI. Requirements 1. Ability to integrate CPC data from TOPS into Management Company software technology. Current data includes financial, CC&R, and work orders. 2. Provide an experienced and credentialed staff to support the full Scope of Services as outlined. 3. Promote an open partnership with the Trustees and unit owners. 4. All unit owner communications to be handled by the Management Company. 5. Provide on-site Facilities Manager who reports to the portfolio manager for a designated number of hours per week (to be determined) 6. Please provide fee for full service management as detailed on the following pages, plus itemization of services and fees that fall outside the standard Scope of Services. ~ 5-9~
VII. Scope of Services I. Financial Management Maintain association bank accounts Make deposits and transfers at direction of BOT Reconcile monthly bank statements and G/L reports Prepare monthly and year- end financial reports Collect fees/assessments Send monthly statements of overdue accounts (bring requests for special consideration to the attention of the BOT) Send warning letter at 60 days that account will be turned over to the attorney Initiate super-lien proceedings through attorney at 3rd month overdue Pay bills in a timely manner (one Trustee signature required on all checks) with BOT approval and G/L verification Work w/accountant on audits and tax returns Work w/accountant for ETF tax payments Develop annual operating and capital budget for BOT approval (using Reserve Study Analysis) II. Administration Handle all phone calls/emails/correspondence from facilities manager/residents/vendors/other Maintenance of owner/tenant roster (update census annually) Obtain copy of lease for file Prepare and distribute community notices Records and file maintenance Prepare and distribute meeting packets Schedule clubhouse rentals and process forms Complete 6D process and charge unit account Provide standard CPC Lender Questionnaire upon request Preparation of Welcome Packet (Trustee will deliver to new owner/tenant) Attend/preside at monthly, special & annual meetings Provide management and financial status reports for above Update and distribute monthly action list Enforcement of Rules & Regulation Process report from Security Company Maintain document amendments & resolution file ~ 6-9~
Hire, train, and supervise lifeguards; schedule and facilitate orientation meeting or contract for same Set up pool binder sign in sheets, time sheets (payroll); pool pass application; closure forms; resident information; incident report forms Preparation of legal documents (signed by BOT) e.g. CD s, tax forms, insurance policies Coordinate correspondence relevant to insurance claims (Master Policy & WC) Obtain Certificates of Insurance from contractors/vendors Process Home Improvement Form for BOT approval Schedule and notify community of annual fire alarm testing and chimney inspections (every two years) III. Maintenance Work order recording, processing and distribution Oversight of Facilities Manager Building/Amenity/Grounds Inspection Reports; make recommendations to BOT (including garage door panels, mower/plow damage) and back charge respective unit or vendor for damage Yearly Maintenance Plan Preventative Maintenance Program Develop specifications, obtain bids, and award Board s choice of contractors Oversee and inspect work of contractors/vendors to ensure work meets specifications Report on outside contractor performance ~ 7-9~
VIII. Trustees/Volunteers Liaison with Attorney (President) Liaison with Accountant (President) Liaison with Insurance Agent (President) Liaison with Consultants (President) Tally proxies received at elections (Secretary) Submit Trustees and Officers names to attorney for Registry of Deeds (Secretary) Maintain Community Bulletin Board Maintain Community Website (links to/from management company) Publish quarterly Newsletter (management company to distribute) IX. Facilities Manager Responsibilities I. Seasonal Gain entrance to all units with common water supply to shut off/turn on Open/close pool (or outsource) Coordinate inspections from Health Dept. (pool and building) All pool maintenance issues (7 days/week)..comp time for off hours Order chemicals, test kit, reagents Monitor/adjust chemicals daily; backwashing; maintain equipment, etc. Restock cleaning supplies/paper products; replenish first aid kit (check expiration dates) Clean off tennis court as needed (ensure gate is locked); store net Keep playground area free of debris; maintain equipment as needed Paint speed bumps and parking lines Clear gutters as needed Provide salt in barrel at clubhouse for residents Install/remove hydrant markers Drive through property during /following snow storms (off hours) II. Administrative Schedule annual fire extinguisher inspection Maintain key audit (owners & CPC) Maintain list of equipment owned by CPC Expedite access to units for fire alarm testing/chimney inspection *we have several keys/codes on file* Fire trouble notices:? routed through management?-assist with unit access as needed Create and update maps as needed: ~ 8-9~
o irrigation zones; roof replacements; fire alarm panel upgrade; patio/deck replacements; end of building landscape plan; chimney cap replacements; paving; cellar window painting On call for clubhouse rental issues Post notices on signboards (including rental info) III. Maintenance General Keep supplies stocked Maintain all signage Garage light bulb replacement as required Put trash totes out to curb Prep and clean up clubhouse for rentals (sometimes two/weekend) Steam clean clubhouse carpet; strip and seal tile as needed Routine maintenance throughout the complex: -siding repairs, roof repairs, mold/mildew cleaning on siding; garage seal replacement; downspout repairs; gutter leaks (install gutter apron as needed) Work orders as they come in Services to units- through work order system Grounds Annual inspection of RP devices with city water department Schedule 3-year maintenance on well pump Irrigation clock setup and shutdown; inspect every clock and zone; repair broken heads; repair broken line leaks; inspect and repair broken RP devices/ball valves; stock irrigation supplies Clear filter and add pellets to well as needed Seeding/repair of small areas of lawn Trees/shrubs/flowers: minor pruning or repair; analyze for replacement as needed ~ 9-9~