CITY OF POMONA
COUNCIL REPORT
October 17, 2022
To: Honorable Mayor and Members of the City Council sitting as the Governing Board for the Pomona Housing Authority From: James W. Makshanoff, Executive Director
Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: AWARD OF A CONTRACT TO QUALITY MANAGEMENT GROUP FOR PROPERTY MANAGEMENT SERVICES FOR POMONA HOUSING AUTHORITY OWNED PROPERTIES RECOMMENDATION:
It is recommended that the City Council, sitting as the Governing Board of the City of Pomona Housing Authority take the following action:
Approve an award to Quality Management Group (QMG) to provide Property Management Services for the City of Pomona Housing Authority to begin services on or before November 1, 2022 through October 31, 2025, with an option to extend for two one-year extensions.
Authorize the Executive Director of the Housing Authority or designee, to execute the contract, any extensions or amendments thereto on behalf of the Housing Authority, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of this action will authorize the award of property management services to Quality Management Group (QMG) for a three-year contract with two one-year extensions. The current contract for Property Management Services expires October 31, 2022. The City’s formal procurement procedure was followed, and a competitive Request for Proposals (RFP) was issued. The most responsive and responsible bidder was selected. The award of this contract will ensure that property management services continue.
FISCAL IMPACT:
The property management service cost is estimated at $4,950 per month, based on a $75 per unit fee for thirty-six (36) housing units and a monthly fee of $2,250 for a Community Manager to assist with the daily operations of the properties. The estimated contract cost is $59,400 per year. The service fees will be funded through the rental income collected on the subject properties, however, if the rental income does not generate sufficient rental revenue to cover the management fee, it will be paid with Housing Successor Agency funds (Fund 131 and 249) from where the past net rental income was placed.
PUBLIC NOTICING REQUIREMENTS:
In accordance with Section 2-993.1(4)a of the City’s Purchasing Ordinance, a public notice inviting bids was posted on the City’s website on July 5, 2022.
PREVIOUS RELATED ACTION:
On February 23, 2015, the City Council, sitting as the Governing Board of the Pomona Housing Authority, awarded a three-year contract to QMG to provide Property Management Services at an estimated cost of $26,640 per year, with the option to extend for two additional years, and authorize the Executive Director to execute the contract and implement all necessary related actions.
DISCUSSION:
On July 5, 2022, RFP No 2022-40 –“Property Management Services” was issued on the City’s electronic bidding platform. The solicitation notified 346 potential suppliers, of which 15 downloaded the RFP, resulting in the City receiving two proposals. The two Companies that submitted proposals are Bell Properties and Quality Management Group. The proposals met minimum qualifications and were then evaluated on a 210-point scale based on Overall Project Approach, Design and Methodology, Qualifications, Background, Experience, Organization and Technical Skills and Price Proposal. The Evaluation Committee selected QMG’s proposal as the highest-ranking proposal. The proposed contract would provide the same level of service currently provided.
Combined Scores
RFP 2022-40 - Property Management Services
Rank
Firm
RFP and Cost Evaluation Score
Total Possible Points
210
1 Quality Management Group
208
2 Bell Properties
163
NOTE: An evaluation committee was utilized to evaluate this RFP. The price proposals from the Top 2 rated firms were evaluated. Combined Scores are referenced above and complete scoresheets are on file, which include comments regarding the proposals from each firm.
COUNCIL PRIORITIES & GOALS:
This item supports 2021-22 City Council Priority 3: Safe and Clean Community Prepared by:
______________________________
George Montano, Housing Authority Manager
Award of Contract to Quality Management Group