Motion by seconded by to approve, table or deny the minutes of the March 21, 2016 Housing and Redevelopment Authority Meeting.

Transcription

1 1. CALL TO ORDER AGENDA HOUSING AND REDEVELOPMENT AUTHORITY APRIL 4, APPROVAL OF MINUTES A. March 21,2016 Motion by seconded by to approve, table or deny the minutes of the March 21, 2016 Housing and Redevelopment Authority Meeting. 3. HRA REQUEST FOR PROPOSAL A. Woodland Mounds Request for Proposal for Property Management Services Motion by seconded by to approve, table or deny authorizing a Request for Proposal (RFP) for professional management services for the Maple Grove HRA's senior housing facility, Woodland Mounds. 4. ADJOURNMENT Motion by seconded by to adjourn. Meeting adjourned at _

2 HRA2A AGENDA ITEM Maple Grove Housing and Redevelopment Meeting DRAFT Meeting Minutes March 21,2016 DRAFT (Delete this when final edits are complete) Call to Order Pursuant to call and notice thereof, a Housing and Redevelopment Authority Meeting of the Maple Grove City Council was held at 8:26 p.m. on March 21,2016 at the Maple Grove Government Center/Public Safety Facility, Hennepin County, Minnesota. Members present were Chair Mark Steffenson and Commissioners Judy Hanson, Karen Jaeger, and Erik Johnson. Absent was Councilmember Phil Leith. Present also were Ken Ashfeld, Acting Executive Director; Dick Edwards, Community Development Director; and George Hoff, City Attorney. Chair Steffenson called the meeting to order at 8:26 p.m. Approval of January 4, 2016 Minutes Hans Hagen Homes, Inc. Partial Release of Regulatory Agreement Motion by Commissioner Hanson, seconded by Chair Steffenson, to approve the January 4, 2016 Housing and Redevelopment Authority meeting minutes. Upon call of the motion by Chair Steffenson, there were four ayes and no nays. Motion carried. Community Development Director Edwards requested the HRA approve a partial release of regulatory agreement for Hans Hagen Homes, Inc. He explained this agreement was originally entered into 15 years ago and should therefore be released. Motion by Mayor Steffenson, seconded by Commissioner Jaeger, to approve the partial release of the Regulatory Agreement between the Maple Grove Housing and Redevelopment Authority and Hans Hagen Homes, Inc. pursuant to Section 9(b) of the Regulatory Agreement dated September 3, Upon call of the motion by Chair Steffenson, there were four ayes and no nays. Motion carried.

3 DRAFT Maple Grove HRA Minutes March 21,2016 Page 2 Adjournment Motion by Commissioner Jaeger, seconded by Commissioner Hanson, to adjourn to the City Council meeting. Upon call of the motion by Chair Steffenson, there were four ayes and no nays. Motion carried. The meeting was adjourned at 8:27 p.m. by Chair Steffenson. Respectfully submitted, Judy Hanson HRA Secretary

4 April 4, 2016 DATE REQUEST FOR HRA ACTION HRAltem3A AGENDA ITEM ORIGINATING DEPT. AGENDA ITEM EXECUTIVE DIRECTOR APPROVAL Community Development Woodland Mounds Request for Proposal 'I~/ \().~ for Property Management Services PREViOUS ACTIONS: None. RECOMMENDEll COUNCIL ACTION: Motion to authorize a Request for Proposal (RFP) for professional management services for the Maple Grove HRA's senior housing facility, Woodland Mounds. (Simple majority vote for passage) COMMENTS: Current Property Management Firm, Pope Bucknell, LLC., has provided their 60 day notice to terminate their property management contract for Woodland Mounds. Attached is the RFP to solicit proposals for property management services for the Woodland Mounds facility. Authored by: Dick Edwards Natasha Campbell g:\hou,ing\caf~re,olutionsiwoodland mounds rfp caf.docx

5 Pope Bucknell, LEG. March 29, 2016 Ms. Heidi Nelson City Administrator City of Maple Grove Arbor Lakes Parkway Maple Grove, MN VIA MESSENGER Re: Property Management Agreement for Woodland Mounds dated April 27, 2011 Dear Heidi, As per our discussions, I write this letter to formally give the City sixty (60) days' notice of the termination of our contract as referenced above. It has been our privilege to work with the City for so many years in service to the seniors of the community. We stand ready and willing to help in every way possible to ensure a smooth transition to the new management company when they have been chosen. It has been my pleasure to get to know you in a short period of time and I can see the City has chosen well in their new leader. Sincerely, (' -t~-r- " L~-t)L-:-~"'~--- / Lucinda" A_ Gardner -v President Pope Bucknell, LLC (' s 3675 Plymouth Blvd # 1 00 Plymouth, Minnesota Ph: (763) e Fax: (763)

6 REQUEST FOR PROPOSAL: PROPERTY MANAGEMENT SERVICES FOR WOODLAND MOUNDS SENIOR HOUSING 8377 RICE LAKE ROAD MAPLE GROVE, MN April 6, 2016

7 Sections References Table of Contents Page Section 1 General RFP Information Contact Person for RFP Inquiries 1.2 Questions Regarding this RFP Section 2 General Overview of 8377 Rice Lake Road Section 3 General Overview of the Project 3.1 Project Overview 3.2 Expectations/Scope of Services Section 4 Detailed RFP Information 4.1 Clarifications Regarding this RFP 4.2 RFP Contents 4.3 Response Format 4.4 Response Submission Instructions 4.5 RFP Schedule 4.6 Selection Process/Oral Presentations 4.7 AnalysislEvaluation Criteria 4.8 Additional Information 4.9 Disclosure Section 5 General 5.1 Questionnaire Section 6 Costs Section 7 References

8 Section 1 - General RFP Information: 1.1 Contact Person for RFP Inquiries The contact person for inquiries concerning this RFP is the Executive Director. The Executive Director's contact information is: Heidi Nelson Executive Director Maple Grove HRA Arbor Lakes Parkway PO Box 1180 Maple Grove, MN Facsimile: (763) Except as otherwise directed in this RFP, all inquiries, notices or other communications from a proposer to the Maple Grove HRA concerning this RFP shall be directed to the Executive Director. 1.2 Questions Regarding this RFP All questions submitted should include a name of the proposer's contact person and that person's telephone number, facsimile number, and/or address. All questions must be received by 4:00 PM (Central Time) on April 20, Questions received after that time will not be considered. Each question, or in the Maple Grove HRA's discretion, a paraphrased form of a question, and the Maple Grove HRA's response will be directly responded to via from the Executive Director. All written questions that are properly and timely submitted will be answered by 4:00 PM (Central Time) on April 25, All questions and responses will become an addendum to the RFP and become part of the RFP as fully set out therein. Section 2 - General Overview of 8377 Rice Lake Road Woodland Mounds Senior Housing is a 4-story residential building with a brick exterior over concrete and wood frame. It is built over a I-story parking structure. There is approximately 110,440 square feet with the average residential floor square footage of21,585, and the garage square footage of24,100. There are two (2) passenger elevators in the building. With 54 parking spaces in the under building garage (for tenants), and 38 surface parking spaces. Woodland Mounds Senior Housing is located on 2.69 acres off of Rice Lake. The building is made up of 88 units total; 54-1 bedroom and 34-2 bedroom, serving seniors 62 years of age 3

9 or older. Twenty percent (20%) of the units (18 units) must be occupied by Low or Moderate Income tenants. Low or Moderate Income tenants are individuals and families having adjusted income which does not exceed 50% of the median gross income for the area, as determined in a manner consistent with determinations of lower income families under Section 8 of the United States Housing Act of 1937, as amended. Section 3 - General Overview of the Project 3.1 Project Overview The Maple Grove HRA is requesting proposals for comprehensive property management services for Woodland Mounds Senior Housing located at 8377 Rice Lake Road in Maple Grove, MN. 3.2 Expectations/Scope of Services The Property Manager's responsibilities are to manage all aspects of the property, including leasing, administration and maintaining the physical plant, and shall include, but are not limited to, the following: Conducting ordinary and usual business affairs of owner relating to the management, leasing and operation of the premises and shall implement, or cause to be implemented, the policies of owner for the conduct of such business affairs in accordance with the guidelines provided. );;> Contract for gas, electricity, water and such services as necessary for the proper operation of the premises; );;> Select, employ, pay, supervise, direct and discharge all employees necessary for the management, operation, and maintenance of premises, in accordance with the annual budget; );;> Keep premises in clean and sightly condition and to make (or cause to be made) all repairs, alterations, replacements, and installations, do all decorating and landscaping, and purchase all supplies necessary for the proper operation of the premises; );;> Handle promptly, complaints and requests from tenants, and to notify owner of any major complaint made by a tenant in a timely manner, submit a monthly report of all complaints and requests and how they were handled; );;> Notify owner's general liability insurance carrier and owner promptly of any personal injury or property damage occurring to or claimed by any a tenant or third party with respect to the premises; );;> To receive and collect rent and all other monies payable to owner by all tenants in the premises; );;> To institute all necessary legal actions or proceedings for the collection of rent or other income from the premises; );;> To notify owner immediately of any fire, accident, or other casualty, lawsuits or threat thereof; 4

10 );> To promptly comply with all applicable present and future laws, ordinances, orders, rules, regulations, and requirements of all Federal, State and municipal or other governmental authorities; Prepare and submit to owner monthly reports relating to the management and operation of the premises for the preceding calendar month, which shall include a balance sheet, operating statement, bank statements and bank reconciliations. The Property Manager shall have no responsibility for preparation or filing of federal or state income tax or information returns, but shall cooperate with Owner's representatives in obtaining necessary information about Woodland Mounds for the purposes of preparing and filing such returns. The cost of an annual audit shall be paid by Woodland Mounds in an amount mutually agreed upon by Owner and Property Manager. Provide on a monthly basis detailed accounting of all monies received and expenditures made at the property. Ensure control over accounting and financial transactions as is reasonably required to protect owner's assets from loss or diminution. Owner requires use of the current bank and checking account established for Woodland Mounds. Owner agrees to set up authorized signers for the Property Management Company who will have authority to make expenditures for emergency maintenance repairs and for other costs and/or repairs necessary for the safety of residents, preservation of the property, or compliance with governmental orders. Property Manager will not co-mingle any funds or accounts of Woodland Mounds with any other accounts or funds whatsoever; Prepare and submit to owner a proposed operating and capital budget no later than November 1st of each year for the promotion, leasing, operation, repair and maintenance of the premises for the forthcoming calendar year; Utilize best efforts to cause the premises to be rented and kept desirable to tenants. );> Negotiate leases, rent increases, renewals and extensions of leases and expansions at appropriate times; );> Advertise the premises or portions thereof for rent, by means of periodicals, signs, plans, brochures, etc. Section 4 - Detailed RFP Information: 4.1 Clarifications Regarding this RFP The Maple Grove BRA at any time, has the right to modify and make any clarifications to this RFP and will post such modifications and/or clarifications via from the Executive Director. The proposer is responsible for periodically checking their for any additional information. Maple Grove BRA - Request for Proposal 5

11 4.2 RFP Contents The RFP references the following items, except as noted below: RFP, including: ~ Appendix A: Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization, which is available under www. homelandsecurity.ohio.gov/dmaldma_forms.asp ~ The City has adopted the Crime Free Rental Housing (CRRH) ordinance to create a partnership between law enforcement and rental property managers to provide a safer living environment and reduce crime and nuisance problems in rental properties. The implementation of the CFRH require rental owners or operators: o To conduct criminal background checks. The owner or operator shall conduct criminal background checks as well as criminal and civil court records checks on all prospective tenants covering at least the last three years. o To include in all tenant leases, a signed Lease Addendum for Crime Free/Drug-Free Housing. By signing the lease, the tenant acknowledges that engaging in identified criminal activity and causing the premises to be disorderl y is good cause for termination of tenancy. It is the landlord's responsibility to maintain a tenant register and retain proof of background checks and lease addendums. The City does not want the landlord to send in this information, but under the CFRH ordinance the landlord would be required to provide such information if requested by the City. o To attend an educational seminar consistent with the Minnesota Crime Free Multi-housing program (CFMH). This program includes guidance on: applicant screening, rental agreements, identification of illegal activity, eviction process, roles of working with police, crime prevention, licensing and inspections, and proactive property management. ~ Owners or operators of a rental dwelling unit are required to complete the CFMH seminar conducted by the Maple Grove Police Department within 2 years of the issuance of a new rental housing license. To remain current with CFMH requirements, said owners and operators must complete the CFMH seminar every 6 years (within every other rental license renewal cycle) from the date of completion of the initial seminar, and thereafter every 6 years as long as the dwelling continues to be a rental dwelling unit. ~ The City of Maple Grove requires that all rental property within the city be licensed under applicable City Code provisions. This includes apartment complexes, town homes, condominiums, duplexes and single family rental dwellings. All dwellings that do not qualify for a homestead are considered to be rental property and therefore require a license. All rental licenses are renewed on a 3-year basis which includes a 100% property inspection with a City Inspector. 6

12 4.3 Response Format Proposals should include the following sections: a) Cover letter signed by an authorize agent of the company; b) Company information including qualifications, name of agency (include any dba names); headquarters and parent company locations; and brief history of the company; c) Qualifications to fulfill all duties and responsibilities described in this RFP, including (proposed methodology for accomplishing the tasks described in the RFP; and experience with building management and operations (i.e., mechanical, electrical, fire alarms, plumbing and energy management, etc.); d) Sample of building management manual containing actual procedures, reports, forms, etc; e) Staffing levels (include size and experience of staff; identify relevant/direct property management/real estate experience); f) Cost of services; and g) References 4.4 Response Submission Instructions Proposers must submit six (6) hardcopies of their response plus an electronic copy on compact disc in a.pdf or Word format (attachments need not be included in the electronic version) in accordance with the following: If by Mail Delivery (via Postal Service/Overnight Carrier) to: Maple Grove HRA Attn: Heidi Nelson, Executive Director Arbor Lakes Parkway, PO Box 1180 Maple Grove, MN If by Hand Delivery to: Maple Grove HRA Attn: Heidi Nelson, Executive Director Arbor Lakes Parkway, PO Box 1180 Maple Grove, MN The Maple Grove HRA must receive your proposal by the stated deadline regardless of the postmarked date or delivery method. Please be advised that the Maple Grove HRA will not be responsible for delays in mail, overnight andlor hand deliveries. Late proposals will not be accepted and will be returned to the proposer. 7

13 4.5 RFP Schedule Significant dates for this RFP are as follows: Item Deadline * RFP issued April 6, 2016 Questions submitted in writing (final date 4 PM (Central Time), April 20, 2016 and time) The Maple Grove HRA posts responses via 4 PM (Central Time), April 25, from the Executive Director RFP responses due 4 PM (Central Time), April 29, 2016 Please note that the schedule is subject to revision at the Maple Grove HRA 's discretion. 4.6 Selection Process/Oral Presentations A review panelled by the Maple Grove HRA' s Executive Director will analyze and evaluate the proposals received in response to this RFP. Finalists may be asked to make oral presentations to the review committee. Such presentations will provide firms with an opportunity to answer questions regarding the proposal. All finalists and non-finalists will be notified by the Executive Director. The Maple Grove HRA reserves the right to clarify responses after responses are opened, by contacting any proposer for clarification, if such is deemed necessary by the Executive Director. Such clarifications will not be sent to the other proposers, but will be available in a manner consistent with the Minnesota Government Data Practices Act (MGDPA). 4.7 AnalysislEvaluation Criteria Technical/Management (understanding and compliance with RFP requirements, proposed methodology, experience, business, management plan) Cost/Contract Total Points Available 70 points 30 points 100 points 4.8 Additional Information EXCEPT AS NOTED IN THIS "REQUEST FOR PROPOSAL: PROPERTY MANAGEMENT SERVICES: RFP , April 6,2016 (THE RFP)," PRIOR TO THE TIME OF A DECISION BY THE MAPLE GROVE HRA THERE SHALL BE NO COMMUNICATION OF ANY TYPE REGARDING THIS RFP, ANY ASPECT OF A RESPONSE TO THIS RFP, OR THE AWARDING OF A CONTRACT RELATED IN ANY 8

14 WAY TO THIS RFP BETWEEN ANY PROPOSER OR PROSPECTIVE PROPOSER (THE "PROPOSER") AND ANY (1) MAPLE GROVE HRA COUNCIL BOARD MEMBER, (2) THE MAPLE GROVE HRA EMPLOYEE, (3) CONSULTANT CURRENTLY ENGAGED BY THE MAPLE GROVE HRA, OR EMPLOYEE OR OTHER PERSON AFFILIATED WITH OR PROVIDING SERVICES TO OR ON BEHALF OF SUCH CONSULTANT'S STAFF, (4) ELECTED OFFICIALS OR THEIR STAFF MEMBERS OR (5) OTHER PERSONS IN A POSITION TO INFLUENCE THE MAPLE GROVE HRA'S DECISION AT ANY TIME DURING THE RFP PROCESS IN REGARDS TO THIS RFP, A PROPOSAL, OR THE A WARDING OF THE CONTRACT UNTIL THE AWARD IS ANNOUNCED, EXCEPT AS REQUESTED BY THE MAPLE GROVE HRA, OR AT THE TIME SPECIFIED FOR ORAL PRESENT A TIONS BY SELECTED FIRMS. ANY DIRECT COMMUNICATION BY A PROPOSER IN VIOLATION OF THE FOREGOING TERMS SHALL BE CONSIDERED GROUNDS FOR AUTOMATIC DISQUALIFICATION OF THE PROPOSER. Upon completion of the analysis of the proposals, the Maple Grove HRA reserves the right to negotiate the final terms and conditions with the proposer selected. This RFP is not a contract or an offer to enter a contract. Rather, it is simply a tool being used by the Maple Grove HRA to determine the appropriate party with who to conduct further negotiations to arrive at a potential contract that best services the interest of the City. The Maple Grove HRA reserves the right to /mail the RFP to firms that are qualified to perform the services requested herein, even if such firm does not, on its own accord, request a copy of the RFP. By submitting a properly executed proposal, the proposer is certifying to the Maple Grove HRA that the proposal submitted is valid for 90 days after closing date of receipt of the proposal. The Maple Grove HRA reserves the right, to reject any or all proposals submitted and restart, continue or abandon the RFP process. The Maple Grove HRA has no obligation to reimburse responding firms for any expense incurred in preparing proposals in response to this request, and any expense incurred by any proposer is solely the responsibility of the proposer. All proposals received in response to the RFP will be maintained by the Maple Grove HRA and are a matter of public record and may be subject to public inspection in accordance with the provisions of the MGDPA. 4.9 Disclaimer This RFP is not a contract, an offer to enter a contract, request for bids, or commitment of any kind by the Maple Grove HRA to enter into a contract with any proposer, even those who may be chosen for further negotiation. The submission of a response to this RFP and acceptance of the response by the City does not in any way obligate or commit the Maple Grove HRA to purchase services or products or enter into an agreement or contract with the 9

15 proposer. The sole purpose of this RFP is to allow the HRA to determine which, if any, of the proposers will be selected for further discussions with the HRA. All responses become the property of the Maple Grove HRA, and are subject to the provisions of the MGDPA. Section 5.0 General 5.1 Questionnaire 1. Provide information on the proposer's governing body as well as principal officers along with their relevant biographical information. 2. List any criminal, civil, regulatory or government actions against any director, managing partner, or officer in last the 5 years or any investigation that has occurred within the past 36 months along with the outcome of that investigation. Indicate whether you have received notice or have any reasonable basis to believe that any criminal regulatory or similar investigation of the proposer is likely to commence in the next 12 months. 3. List all members of consolidated, controlled or affiliated group of corporations or other business entities of which responding party is a member. 4. Provide information with respect to whether your organization has been involved in any acquisitions or mergers within the last 5 years. If so, provide specific details on the acquisition or merger and whether it has been consummated, and if not, the status of such consolidation. 5. Identify the ownership structure of your organization and state of incorporation. 6. Describe your errors and omissions insurance and commercial general liability insurance and specify coverages, and provide proof of current insurance coverage. 7. Address whether the proposer or any subsidiary or any proposed subcontractor is currently in default on any loan agreement or financing arrangement with any bank, financial institution, or other entity and if yes, specify date(s), details, circumstances, and prospects for resolution. 8. Generally describe any objections the proposer may have with executing the Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization. 9. Provide a detailed list of buildings that your firm has managed during the last five years, including square footage, and the name and contact information of the owner. 10

16 Section 6.0 Costs The cost proposal should include the annual management fee; leasing fees; leasing commissions; and a detailed listing of all other expenses or fees, which the proposer will request as compensation for the services contemplated by this RFP. Section 7.0 References Proposer should provide a minimum of three (3) references with services similar to those requested within the RFP. Each reference should include: company name, company address, company contact and phone number, and brief description of services rendered. In addition, proposer should provide the names of three (3) terminated clients over the past five (5) years. If not applicable, please state not applicable within your proposal. Proposer should provide a listing of all notable accomplishments, buildings managed. including awards, for 11