Notice of Intended Procurement
NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)
CONTACT PERSON AND CONTRACT PERSON COORDINATES
Raymond Siguenza
215 Huron Street, 3rd Floor
Toronto, ON M5S 1A2
raymond.siguenza@utoronto.ca
PROCUREMENT DOCUMENTS
The procurement documents are available at www.merx.com.
Note that obtaining access to the procurement documents will require prospective suppliers to register and pay a registration fee. Pricing and Payment Terms are available on the MERX website.
DESCRIPTION OF PROCUREMENT
The University is conducting an RFP for Property Management Services for Huron-Sussex Neighbourhood
The University of Toronto’s St George campus has a stock of Victorian-style housing units available for rent to faculty members as well as student families. In addition, there are a number of long-term residential tenants living in rent-controlled housing. The University Family Housing program operates on a cost recovery basis with no subsidies.
One of the goals of the University Family Housing Operation is to acquire/build housing that meets the needs of a variety of income groups and family types, maintain physical assets safely and responsibly and provide options for residents.
The University seeks to engage a property management company who can effectively deliver full-service property management functions to operate, repair, maintain and safeguard the assets and minimize risk to the University and University Housing tenants.
Currently, most rental units are situated in a neighbourhood core of five city blocks for which a full range of property management services are required. See attached map. In addition, there are currently two properties that exist outside the core neighbourhood for which service of a more limited scope is required.
There is potential for housing inventory to increase/decrease in the core neighborhood or other parts of the city.
The Property Manager shall not be responsible for the leasing of the property i.e., recruiting/ obtaining tenants or for determining rental increases, entering into leases on behalf of the Owner. Housing eligibility and annual rent increase remain the function of the University.
Objectives
The University is issuing this RFP to select a Successful Proponent that can provide property management services can meet the following key requirements:
a. Deliver a full range of property management services within downtown core neighbourhood consisting of eighty plus older, largely Victorian homes:
1) Tenant services (snow removal / salting and de-icing, grounds/lawn cutting, and garbage and recycling removal)
2) Maintenance and repair work (including but not limited to appliance repair, plumbing, electrical, flooring, HVAC, roof repairs, windows) as well as unit turnover work (cleaning, painting etc.)
3) Provide on-site personnel for day-to-day maintenance and cleaning (non-live-in).
4) Large scale capital work (e.g., complete window or roof replacements). Capital work is capped at $99.9K per project based on annual assessment with U of T staff to determine capital projects.
5) Respond to emergencies on a 24/7 basis (without live-in staff).
b. Deliver a more limited range of property management services to current non-core properties (with possible expanded holdings from new acquisitions and/or new construction).
c. Liaise with both tenants and University management to ensure services are delivered in a timely effective manner in accordance with University policies, procedures and service level standards.
d. Provide management reporting to the University on a number of key performance indicators i.e., maintenance, financial, tenant services and tenant satisfaction.
e. Provide a full range of financial management services including banking, rent administration and collection, payables including utility accounts, monthly distributions to University with supporting operating statements based on tenants groupings or property specific, budgeting, forecasting etc.
f. Conduct regular communications and meetings with Building Operations Manager, Property Operations Coordinator or other U of T representatives.
Expected Deliverables
The University is seeking a property management company that can execute the following key deliverables:
a. Ensure University housing stock is safe, operational and maintained in compliance with applicable laws, regulations, and University policies. Effectively carry out the University’s obligation to safeguard these assets and minimize risk.
b. Proactively identify and prioritize urgent, current, and deferred maintenance and repair work, as well as the capital repairs needed to provide adequate housing and to safeguard University assets. Carry out such repairs. Maintain a reporting system of completed work and deferred maintenance by property.
c. Manage unit turnover work which includes all necessary cleaning, repairs, minor renovations, painting and removal of garbage to ensure units are ready for new tenants.
d. Collect metrics to demonstrate the achievement of deliverables e.g., satisfactory resolution of tenant reported deficiencies, conduct surveys to assess operational efficiency, adequacy and timeliness of repairs, tenant satisfaction, timely collection of rent and bill payment etc.
e. Foster good tenant relations, including timely rent collection, arranging for move-ins/move-outs, tenant onboarding, provide 24/7 emergency service response, administer all Landlord-Tenant matters such as Tenant Board notices , rent arrears, annual increase notices, handling LTB applications pertaining to applicable RTA tenancies, and facilitate ongoing effective communications.
f. Carry out financial responsibilities including revenue collection and invoice payments. Maintain a financial reporting system that can integrate with the University’s current financial reporting requirements (including HST paid tracking).
The procurement is anticipated to involve negotiation. An electronic auction is not anticipated.
ADDRESS AND FINAL DATE FOR SUBMISSIONS
Submissions must be submitted electronically at https://utoronto.bonfirehub.ca/ on or before Friday, February 16, 2024 (2:00 PM local time). The submissions will not be opened publicly.
CONDITIONS FOR PARTICIPATION
The procurement is subject to the following conditions for participation: N/A
APPLICABLE TRADE AGREEMENTS
This procurement is subject to the following trade agreement(s):
- The Canadian Free Trade Agreement, Chapter Five
- The Comprehensive Economic and Trade Agreement, Chapter 19
- The Ontario-Quebec Trade and Cooperation Agreement, Chapter 9
CONTRACT DETAILS
The term of the agreement is three (3) years with two (2) years extension option.
EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:
EVALUATION CRITERIA WEIGHT
Experience and Qualifications 25
Approach and Methodology 25
Pricing 50
Total 100
Vendor Presentation 25
Grand Total 125
NOTES
Suppliers should note that information contained within this notice is subject to change. Suppliers are encouraged to obtain the procurement documents which contain the most current information. If there is a conflict between the procurement documents and this notice, the procurement documents will take precedence.
