Tenders are invited for Provision Of Pension Scheme Property Management Services

Provision Of Pension Scheme Property Management Services To Be Supplied Shall Not Be Less Than Those Required In These Specifications. Deviations From The Basic Requirements,If Any Shall Be Explained In Detail In Writing With The Offer, With Supporting Data Such As Calculation Sheets, Etc. The Procuring Entity Reserves The Right To Reject The Services, If Such Deviation Shall Be Found Critical To The Use And Operation Of The Services. 4. The Tenderers Are Requested To Present Information Along With Their Offers As Follows: (I) Shortest Possible Commencement Period Of Each Service. (Ii) Information On Proper Representative Including Their Names And Addresses. (Ii) Schedule Of Requirements A) Property Descriptions S/No. Property Square Feets/Units Location 1 Aero Court Apartments 34 Units Westlands Nairobi B) Scope Of Service The Services Consist Of Among Others: 1. Extensively Marketing The Vacant Premises And Parking Spaces To Attain Full Occupancy Of The Premises. 2. Management Of Residential Property, And Parking Space. 3. Maintaining The Buildings In Good Condition In Consultation With The Scheme. 4. Preparation Of Letters Of Offer For Letting. 5. Rent Billing And Collection And Remittance Of Payments By Tenants To The Custodian Account. 6. Advise On Rent Reviews As Provided In The Leases/Tenant Agreements. 7. Preparation Of Lease And Tenancy Agreements And Thereafter Negotiate Renewals And Extensions To Ensure That They Are Structured In A Way That Attracts Tenants, Provides Flexibility, Reduces Vacancies, And Limits Liability Exposure. 8. Carry Out Valuation Of The Properties Under Their Management. 9. Carry Out Market Rental Assessments And Make Recommendations. 10. Facilitate Service Charge Audits And Review Service Charge As Per The Service Charge Audited Accounts To Cater For Premises Over Heads. 11. Preparation Of Monthly Occupancy/Vacancy Reports For All Premises And Parking Slots. 12. Preparation Of Monthly/Quarterly Property Reports, Industry Analysis And Projections To Be Presented To The Board Of Trustees. 13. Reporting To The Board On The Performance Of Property Investments And Measures To Be Taken To Improve On The Property Yield. 14. To Issue Monthly Statements Showing Deposits Paid, Rent Invoiced, Amount Paid And Outstanding Arrears For Each Tenant. 15. To Issue Monthly Statements Showing Deposits Paid, Rent Invoiced, Amount Paid And Outstanding Arrears For Each Tenant. 16. To Account At Monthly Intervals For All Monies Due To The Scheme. 17. To Prepare Monthly Reconciliations Of Billings (Invoices), Payments (Receipts) And Bankings With Clear Explanations On Any Variances. 18. Conduct Annual Reconciliation And Submit Report On The Buildings And Parking Spaces. 19. To Ensure That Proper Records And Books Of Accounts Are Always Maintained. 20. To Provide An Estimate Of The Revenue And Expenditure Of The Services For The Ensuing Year. 21. To Deal With All Inquiries; Complaints, Reports And Correspondence Relating To The Properties Under Management. 22. Resolve And/Or Support The Landlord On Tenancy Disputes. 23. Advise The Board Of Trustees On Strategies To Turn Around The Property If Non-Performing To Ensure Full Occupancy Of All Units Under Management. 24. Supervision Of All Service Providers To The Property. 25. Co – Ordination Of Payments To Service Providers To The Property. 26. To Oversee The Provision Of Common Services Including Water, Security, Garbage Collection, Electricity, And General Maintenance Of The Premises. 27. Risk Management With Respect To Security And Public Health. 28. To Assist The Scheme In Ensuring High Standard/Quality Repairs, Maintenance, And Other Works (Including Mechanical And Electrical Maintenance Services Such As Pumps, Generators, Firefighting Equipment) Are Carried Out By Contractors. 29. Prepare Monthly Reports On Property Physical State Of Repair And Maintenance. 30. Ensure Vacant Units Have 24-7 All-Round Security To Prevent Vandalization Of The Units. 31. To Advise The Client On Possible Improvements To The Premises, Including Re-Partitioning, Rent Reviews And Defects Or Alterations On The Premises. 32. Where Applicable, Some Activities (E.G., Performance Reporting, Lease Agreements, Property Improvements Etc.) Prescribed In 1-31 Shall Be Carried Out In Liaison With An Assigned Scheme Manager Under An Agreed Sla. 33. Any Other Service Ordinarily Provided By A Property Management Company.

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FileName	File Description
Global Tender Document	Tender Notice