Third Party Property Management Services

General Information

The selected Management Company (or Companies) will provide comprehensive property management services for NHA's portfolio. The properties include low-rise, townhouse, highrise family complexes, and elderly housing complexes. Key responsibilities include assessing and maintaining building systems, overseeing operations, implementing preventive maintenance, and developing capital plans to ensure property conditions meet the industry’s best practices and comply with all applicable codes and regulations.

NHA Background

The NHA was established in 1938 by the City of Newark under the United States Housing Act. It has since become one of the nation’s largest public housing authorities, providing the largest supply of quality affordable housing in the City of Newark and the State of New Jersey. The Authority currently owns and manages a citywide portfolio of over 5,000 housing units and administers monthly housing assistance payments to over 7,000 households through its Housing Choice (Section 8) Voucher program. The Authority is governed by a Board of Commissioners, appointed by the Mayor of Newark, which is responsible for oversight and policy setting for the Housing Authority. Planning and management of NHA operations is the responsibility of the Executive Director.

Method of Solicitation

NHA is utilizing a Qualifications-Based Selection (QBS) procurement method with subsequent fee negotiation through this Request for Proposals (RFP) solicitation to select a pool of qualified property management firms. Under this method, responses will be evaluated by an NHA evaluation committee utilizing the criteria outlined in Part V of this RFP, focusing on qualifications, experience, management approach, and capacity to perform.

SCOPE OF SERVICES

The selected property management firm will be responsible for providing a comprehensive range of services, including but not limited to the following areas: 7 Property Management Services The firm must ensure effective tenant relations management, financial oversight, and compliance with housing program requirements. In accordance with New Jersey Statutes 45:15-1 et seq. and New Jersey Administrative Code 11:5-1.1 et seq., any firm engaged in property management services must hold a valid New Jersey Real Estate Broker's License. The selected Management Company must maintain an active broker's license throughout the duration of the contract period. The Broker of Record must be identified in the proposal submission, and any changes to the designated broker must be reported to NHA within five business days. Failure to maintain proper licensure shall constitute grounds for immediate contract termination. Specific responsibilities include:

• 1. The property management firm will administer tenant leases, including renewals, amendments, and terminations.
• 2. The firm must conduct tenant eligibility certifications and recertifications, ensuring compliance with Public Housing, RAD, LIHTC, Section 8, and other housing programs as applicable.
• 3. The management firm will implement an aggressive rent collection program to minimize arrears and maintain financial stability.
• 4. The property management team must provide excellent customer service, responding promptly to tenant inquiries, grievances, and requests.
• 5. The firm is expected to develop and implement resident retention programs, including community engagement activities and support services.
• 6. The management company will promptly address resident concerns regarding maintenance, safety, and lease compliance.
• 7. The firm will advertise vacancies through targeted marketing efforts to ensure high occupancy rates.
• 8. The property manager must manage waiting lists, including purging and maintaining HUD-mandated compliance.
• 9. The management team will facilitate the move-in and move-out process, ensuring seamless transitions for residents.
• 10. The firm must ensure adherence to HUD, IRS, and other federal, state, and local regulations.
• 11. The management company will maintain accurate and comprehensive documentation for all units, tenants, and program requirements.
• 12. The property manager will prepare for and respond to compliance audits, including management and occupancy assessments and physical inspections