Title
Property Management Services Contract for the Affordable Housing Portfolio, Group A - Request for Award (Ordinance S-51444) - Districts 1, 3 & 4
Description
Request to authorize the City Manager, or his designee, to enter into a contract with D.B. Chamberlin & Associates L.L.C. to provide property management services for the City of Phoenix Housing Department's Affordable Housing Portfolio, Group A (Cypress Manor, Foothills on the Preserve, La Cascada I, La Cascada II and Sand Dollar). Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value including all option years will not exceed $8.5 million. There is no impact to the General Fund.
Report
Summary
The City of Phoenix Housing Department, Asset Management Division, requires third-party property management services in connection with the continued operations of Group A consisting of five multifamily rental housing properties with 351 rental units that are a subset of the Affordable Housing Portfolio (Portfolio) located in Phoenix, Arizona.
Procurement Information
Request for Proposal FY25-086-1 (DRW) for Property Management Services for the Affordable Housing Portfolio, Group A was conducted in accordance with Administrative Regulation 3.10.
Four vendors submitted proposals by the deadline of August 30, 2024, and all were deemed responsive and responsible. An evaluation panel, comprised of three City staff, evaluated the submitted proposals. Proposals received points in the following categories: Method of Approach (300 Points), Experience and Qualifications of Firm and Key Personnel (450 Points), Price (150 Points), and References (100 Points). The maximum possible score for each proposal in each group was 1,000 points. The final scores for the proposals received are as follows:
- D.B. Chamberlin & Associates L.LC. 835 Points
- Envolve Client Services AZ LLC. 826 Points
- Dunlap & Magee Property Management Inc. 800 Points
- Consolidated Asset Management Inc. 786 Points
After reaching a consensus, the evaluation panel recommends D.B. Chamberlin & Associates L.LC. The Housing Department concurs with the evaluation panel's decision and recommends awarding the property management services contract to D.B. Chamberlin & Associates L.L.C.
Contract Term
The initial five-year contract term will begin on or about December 9, 2024, and end on December 8, 2029. The contract includes an option to extend the term up to five additional years, which may be exercised at the discretion of the City Manager or designee.
Financial Impact
The aggregate contract value, including all option years, will not exceed $8.5 million (including applicable taxes) with an estimated annual expenditure of $850,000. Contract costs related to staffing and management fees will be funded by the rental revenue generated by Group A properties. There is no impact to the General Fund.
Location
Cypress Manor: 5722 N. Black Canyon Highway, District 4
Foothills on the Preserve: 1525 E. Cheryl Drive, District 3
La Cascada I: 248 E. Ruth Avenue, District 3
La Cascada II: 229 E. Ruth Avenue, District 3
Sand Dollar: 18410 N. 27th Avenue, District 1
Council Districts: 1, 3 and 4
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Housing Department.