HOA Management Services - Nellie's Neighborhood

Agency:	Summit County
State:	Colorado
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Posted:	Jan 2, 2024
Due:	Jan 29, 2024
Publication URL:	To access bid details, please log in.

Bid Title:	HOA Management Services - Nellie's Neighborhood
Category:	Housing
Status:	Open

Description:

Summit County Government is receiving sealed proposals from qualified contractors to provide services for Homeowner Association Management Services for the 15-unit single family home development of Nellie’s Neighborhood. The successful HOA Management Company (“Manager”) will work with the County for initial project and HOA set up and will transition to being responsible to a Board of Directors of the Homeowner’s Association for performance of all property management services.

Said electronic submissions will be received at the office of the Summit County Housing Department, PO Box 5660, Frisco, CO 80443 until 4:00 P.M. MST/MDT January 29th, 2024.

At said time and place, all proposals that have been duly received will be publicly opened and read aloud. The Contract will be awarded to the lowest responsible bidder who best meets the requirements of Summit County and the public interest.

The Summit County Board of County Commissioners reserves the right to reject any or all proposals, to waive irregularities or informalities, and to conduct such investigations or negotiations as it deems necessary to select the most responsible and responsive bid.

Publication Date/Time:

1/2/2024 12:00 AM

Publication Information:

Summit Daily News, Summit County Journal

Closing Date/Time:

1/29/2024 4:00 PM

Submittal Information:

Submit via email to: Don.Bantam@SummitCountyCO.gov

Contact Person:

Don Bantam
Project Manager - Summit County Housing Department
970-668-4182
Don.Bantam@SummitCountyco.gov

Attachment Preview

HOUSING DEPARTMENT

970.668.4210

www.SummitCountyCO.gov

0037 Peak One Dr. PO Box 5660

Frisco, CO 80443

REQUEST FOR PROPOSALS

for

HOA MANAGEMENT SERVICES

January 5th, 2024.

Proposals Due:

January 29th, 2024, by 4:00pm MST/MDT

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to provide services for

Homeowner Association Management Services for the 15-unit single family home development of Nellies

Neighborhood, located in unincorporated Summit County at 188 Miners Creek Road, Frisco, CO. (See Site Plan

in Attachment A). The successful HOA Management Company (“Manager”) will work with the County for initial

project and HOA set up and will transition to being responsible to a Board of Directors of the Homeowner’s

Association for performance of all property management services. Nellie’s Neighborhood is in the entitlement

process with construction expected to begin late spring 2024. The first units will be ready for occupancy in the

fall/winter of 2024. Nellie’s Neighborhood is a deed-restricted local workforce neighborhood, comprised of one-

and two-bedroom homes, with initial sale prices between 80% to 120% AMI. No reimbursement whatsoever will

be made by Summit County for any costs incurred by potential HOA Management companies related to the

preparation or presentation of proposals.

Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the

County Housing Department Office. Contact Don Bantam, Housing-Project Manager, for additional project

information at Don.Bantam@SummitCountyCO.gov or 970-668-4182.

Scope of Services

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the Homeowner Association

Management service.

Initial Pre-Closing Tasks during project construction and initial sales, including but not limited to:

1. The Manager will prepare for County / Board consideration the initial HOA budgets (capital and operation)

based on their experience with similar projects.

2. The Manager will provide input to the County and assist in the development of HOA and property

documents including policies, rules, and regulations.

3. The Manager will establish an appropriate web site platform and accounting system, and open necessary

bank accounts on behalf of the HOA.

4. When appropriate, the Manager may be asked to provide input to the County in regard to the design and

specifications for the neighborhood in order to reduce operation costs or make for more functional operation

of the neighborhood.

5. The Manager will work with the County to transition from Developer-controlled Board/HOA to Owner-

controlled Board/HOA.

On-going Post-Closing Operation Tasks and Expectations:

1. The Manager will be proactive and will manage all homeowner/property issues related to the neighborhood,

including HOA Operation, Board/Homeowner Communication, and the administration of HOA finances,

including but not limited to:

a. The Manager will administer the HOA budget and enforce property rules and regulations.

b. The Manager will manage the activities and meetings of the HOA Board of Directors. The Manager

will provide any records, minutes, or documentation of Board or HOA action to homeowners as

requested pursuant to State Law and/or HOA rules and regulations.

c. The Manager will collect dues and manage HOA finances.

d. The Manager will execute contracts on behalf of the Board and manage these contracts with

vendors and service providers.

e. The Manager will establish and maintain effective outreach and communication with the owners.

f. The Manager will establish and maintain a HOA website and email system.

g. The Manager will ensure the required insurance is maintained.

h. The Manager will be readily available and responsive to the Board and to Owners. (24-hour

response with minor exceptions).

i. The Manager will schedule and supervise maintenance of common areas and other HOA

responsibilities.

j. The Manager will organize any Design Review Committee applications and assist homeowners,

DRC members, and others with the process as necessary.

k. The Manager will prepare monthly reports and financial statements for the Board.

Work shall be completed as set forth in a contract for this project to be negotiated with the County \ based upon the

contractor’s written proposal.

Date and time of service

Service will be performed on an ongoing basis beginning the spring of 2024. Pre-Closing: -Work performed

beginning February 2024. Post Closing-Work performed beginning Fall 2024.

. Service will be performed on a regular schedule (Monday through Sunday as needed) to be agreed upon prior to

contract. The potential schedule should be included in the contractor’s written proposal.

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses

arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising

out of the performance of services by Contractor. No later than seven (7) days following the execution of an

Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with

certificates of insurance evidencing the types and amounts of insurance specified below:

• Standard Workers’ Compensation as required by law in the State of Colorado; and

• Comprehensive General Liability Insurance for operations and contractual liability adequate to cover the

liability assumed hereunder with limits of not less than $400,000 on account of any one person and $1.2 Million

for each occurrence of property damage and personal injury; and

• Automobile Liability insurance in those instances where the Contractor uses an automobile, regardless of

ownership, for the performance of the Services. Contractor shall carry insurance, written on the comprehensive

automobile form insuring all owned and non-owned automobiles with limits of not less than $400,000 (bodily

injury per person), $400,000 (each accident) and $400,000 (property damage).

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written

approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be

provided to the County upon request. Regarding all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid

insurance, County insurance shall be excess insurance only; and

• Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to

effectively evaluate each proposal. A potential daily schedule of services should also be included.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that might

be advantageous for the County to consider in terms of any efficiencies, issues, or processes. The County is not

committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this

work.

The following pages contain the RFP instructions and owners’ requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by the County Housing Department. For questions, please contact Don

Bantam, Housing- Project Manager, at Don.Bantam@SummitCountyCO.gov or 970-668-4182.

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for

consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks

outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.

These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to Don.Bantam@SummitCountyCO.gov to the County Housing Department

by January 29th 2024, no later than 4:00pm MST/MDT. The proposal should outline the schedule for

commencement of service.

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of

the any requirements or schedule a site visit to the properties. The last day for questions will be January 25th at

4:00pm MST/MDT. Q & A’s will be posted on our website January 26th. Direct all inquiries to:

Don Bantam, Housing-Project Manager

Housing Department

970-668-4182

Don.Bantam@SummitCountyCO.gov

Time Schedule:

Monday, January 5th, 2024, Request for Proposals publicly advertised and posted on County website.

Thursday, January 25th, 2024, 4:00 P.M. MST Deadline for all Questions.

Friday, January 26th, 2024, All Questions, Comments and Responses to Questions posted by the County at Bids

and Proposals on www.SummitCountyCO.gov

Monday, January 29th, 2024, Proposals must be submitted via email to Don.Bantam@SummitCountyCO.gov

no later than 4:00 p.m. MST/MDT

Monday, January 29th, 2024, - Official Bid Opening at 4:05 p.m. MST/MDT

Tuesday, January 30th - February 6th, 2024, - Interview with short-listed Proposers if necessary

Tuesday February 6th – February 9th, 2024, - Contract negotiations (week of)

Monday, February 12th, 2024, -Notice of Award and send Unsuccessful Bidder letter (email) to all proposers.

F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with

appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

Don.Bantam@SummitCountyCO.gov

Subject Line Text:

<Vendor’s Name> - Proposal for: HOA Management Services

Body Text:

ATTN: Don Bantam, Housing-Project Manager

Housing Department

Proposal for: HOA Management Services for Nellie’s Neighborhood

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the Housing

Department by 4:00 p.m. MST/MDT on January 29th, 2024.

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the County's

option.

J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to the issuance of a signed

contract.

K. Acceptance of Proposal Content

The contents of the selected contractor’s proposal will become contractual obligations if a subsequent agreement is

reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and

such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 20 business days after the closing date for receipt of proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to

effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contractor

may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the

services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a

brief description of past and current projects. Each summary shall include a brief project description and the name,

address and phone number of a local contact person involved in the project. The statement of qualifications should

also provide a summary of contractor's ability to successfully complete the requirements of this RFP. The statement

of qualification shall be brief but shall include at a minimum the following:

1. A brief history and profile of your firm and its experience providing services for communities similar to

ours and the number and type of similar communities you currently manage.

2. How many clients does your company currently manage in Summit County and how long has your company

been working in Summit County

3. What is the average length of time clients have stayed with your company?

4. What is the average ratio of property managers to properties?

5. What is the minimum experience required for property managers?

6. Please describe the software systems that your company uses.

7. Explain how you inspect, document, and handle violations of covenants and rules and regulations.

8. Explain your money handling procedures and financial reports, including internal accounting controls to

protect the financial matters of the Association. Describe the financial reports you provide to the Boards of

the communities you currently manage.

9. Explain your relationship with vendors and contractors to accomplish the work to be done in communities

(for example, your company’s contact and rapport with a community’s trash collection vendor, landscape

maintenance contractor, etc.)

PART III – PROPOSAL EVALUATION AND SELECTION

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs

to the County. Responsiveness to the RFP will be a principal basis for evaluation. Proposals shall provide a

straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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HOA Management Services - Nellie's Neighborhood

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See also