PROJECT MANUAL

FOR

RESIDENTIAL PROPERTY MANAGEMENT

OF

OAK CREEK CONDOMINIUMS

2320 JAGUAR STREET, BRYAN, TEXAS 77801

FOR BRAZOS VALLEY AFFORDABLE HOUSING CORPORATION

4001 E. 29TH STREET, SUITE 180 BRYAN, TEXAS 77802

PROPOSAL SCHEDULE

Advertisement Invitation JULY 03, 2012 Pre-Proposal Conference JULY 12, 2012 – 9:00 a.m. Proposals Due JULY 20, 2012 – 2:00 p.m.

JULY 2, 2012

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SECTION A TABLE OF CONTENTS PROPOSAL DOCUMENTS

Section A Table of Contents B Advertisement for Proposal

C Instructions to Proposers CONTRACT AND SCOPE OF WORK REQUIREMENTS Section D Scope of Work & General Conditions

E Proposal Form F Contract Agreement

Appendix G Qualifications Appendix H W-9 Form Appendix I Floor Plan Drawings SECTION B ADVERTISEMENT FOR PROPOSAL

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ADVERTISEMENT FOR PROPOSALS

RESIDENTIAL PROPERTY MANAGEMENT OF OAK CREEK CONDOMINIUMS

2320 JAGUAR STREET, BRYAN, TX 77801

Sealed price proposals for property management of Oak Creek Condominiums, 2320 Jaguar Street, Bryan, TX 77801 will be received at the office of the Brazos Valley Affordable Housing Corporation, 4001 East 29th Street, Suite 180, Bryan, TX 77802 on or before 2:00 p.m. Friday, July 20, 2012. Each Proposer shall identify his/her priced Proposal by typing on the outside of the envelope: “Sealed Priced Proposal for Residential Property Management of Oak Creek Condominiums.” Proposals received after the above-designated time will be returned unopened. Proposal documents may be obtained from the office of Brazos Valley Affordable Housing Corporation, 4001 E. 29th Street, Suite 180, Bryan, TX 77802 or may be viewed at the Brazos Valley Affordable Housing Corporation website www.bvahc.org. Telephone contact with Brazos Valley Affordable Housing Corporation representatives may be at 979-595-2809. Questions regarding the bidding shall be directed to Mr. Paul Turney, Executive Vice President, Brazos Valley Affordable Housing Corporation at the above number or by e-mail at pturney@bvahc.org A pre-proposal conference will be held at 9:00 a.m., Thursday, July 12, 2012 in the Brazos Valley Affordable Housing Corporation offices, 4001 E. 29th Street, Suite 180, Bryan, TX 77802. A visit to the job site will be made to allow Proposers to verify actual conditions. The owner reserves the right to reject any and all Proposals and to wave any formality in connection therewith. SECTION C INSTRUCTIONS TO PROPOSERS

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1.0 DEFINITIONS

All definitions set forth in the General Conditions of the Contract and in other Contract Documents are applicable to the Documents. Specifically for these documents the following terms apply as defined below: 1.1 This Project Manual is for residential property management of the Oak Creek Condominiums, 2320 Jaguar Street, Bryan, TX 77801. 1.2 The term Owner shall be Brazos Valley Affordable Housing Corporation,

4001 E. 29th Street, Suite 180, Bryan, Texas 77802. The Owner or Owner’s Representative where referenced within the documents shall be Mr. Paul Turney, Executive Vice President of Brazos Valley Affordable Housing Corporation.

1.3 The term Proposer shall be the person or organization preparing and submitting the proposal.

2.0 BIDDING DOCUMENTS Documents for this proposal may be obtained from the office of Brazos Valley Affordable Housing Corporation, 4001 E. 29th Street, Suite 180, Bryan, Texas 77802 and the website www.bvahc.org. Telephone contact with Brazos Valley Affordable Housing representatives may be at 979-595-2809. Questions regarding the Proposal shall be directed to Mr. Paul Turney, Executive Vice President, Brazos Valley Affordable Housing Corporation at the above number or by e-mail at pturney@bvahc.org.

3.0 QUANTITIES, QUESTIONS, INTERPRETATION OR CORRECTION OF DOCUMENTS

Proposers shall promptly notify the Owner of any ambiguity, inconsistency or error, which they may discover upon examination of the Documents or of the site and local conditions. Clarification or interpretation of the Documents shall be a written request, which shall reach the Owner’s Representative at least three (3) days prior to the date for receipt of Proposals. Any interpretation, correction or change of the Documents will be made by written Addendum. Interpretations, corrections or changes of the Documents made in any other manner will not be binding and Proposers shall not rely upon such interpretations, corrections and changes. The Owner will not be responsible for oral clarification.

4.0 PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held at 9:00 a.m. Thursday, July 12, 2012 in the Brazos Valley Affordable Housing Corporation offices, 4001 E. 29th Street, Suite 180, Bryan, Texas 77802. Proposers may verify actual on site conditions

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following this meeting.

5.0 ADDENDA

Addenda will be mailed or delivered to all registered document holders. Copies of Addenda will be made available for inspection wherever Documents are on file for that purpose. Each Proposer shall ascertain, prior to submitting their proposal, that they have received all Addenda issued, and they shall acknowledge their receipt in their Proposal.

6.0 PROPOSAL PREPARATION

Proposals shall be made on unaltered Proposal Forms furnished in these documents. Fill in all blank spaces and submit two (2) copies. Proposals shall be signed with name typed below signature. Where Proposer is a corporation, Proposal must be signed with the legal name of the corporation followed by the name of the State of incorporation and the legal signatures of an officer authorized to bind the corporation to a contract. Furnish all information requested in this form.

The Owner qualifies for exemption from State and Local Sales Taxes. The Property Manager may purchase materials and supplies used in the performance of this contract by issuing an exemption certificate to suppliers in lieu of the tax.

7.0 PROPOSAL SECURITY

Proposals shall remain in effect for a period of 60-days after the time established for receipt thereof, and during this time the Owner may accept or reject the Proposals as he so elects.

8.0 PERFORMANCE AND PAYMENT BONDS

Payment and Performance Bonds are not required for this contract. 9.0 SUBMISSION OF PROPOSALS

Proposals shall be prepared in accordance with these instructions, must be complete with all blanks filled out completely, signed by designated authority, enclosed within a sealed envelope, addressed to the Owner, identified on the outside of the envelope "Sealed Priced Proposal for Residential Property Management of Oak Creek Condominiums” and must be received in the offices of Brazos Valley Community Development Corporation no later than 2:00 p.m. Friday, July 20, 2012. Proposals arriving after the designated time will be returned to the originator unopened.

10.0 MODIFICATIONS OR WITHDRAWAL OF PROPOSAL

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A Proposal may not be modified, withdrawn or canceled after the time and date designated for the receipt of Proposal.

11.0 OPENING OF PROPOSALS

The Owner shall have the right to reject any or all Proposals. It is the intent of the Owner to award a contract to the Property Manager offering the best value proposal. Best value includes evaluation of the following:

Price Qualifications to perform the work defined in the Project Manual Reference's evaluation of Property Manager Previous work experience with Owner 12.0 EXECUTION OF CONTRACT

The Owner reserves the right to negotiate Contract Terms with the various Proposers, when such is deemed by the Owner to be in his best interest. Each Proposer shall be prepared, if so requested by the Owner, to present evidence of his experience, qualifications, and financial ability to carry out the terms of the Contract.

END OF SECTION SECTION D SCOPE OF WORK Brazos Valley Affordable Housing Corporation (BVAHC) has the need to engage a

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licensed and bonded residential property management firm to assist the BVAHC with Residential property management services (Please note this is not a maintenance contract). As of June 29, 2012, the BVAHC currently owns 40 residential units; of which 32 units are occupied and 8 are vacant units. The BVAHC is seeking experienced professionals and would encourage applicants to include any and all additional pertinent information not expressly requested by the Project Manual as part of their qualifications. The Scope of Work to be undertaken by the Property Management firm includes, but is not limited to the following activities: • Propose innovative cost savings and revenue generation; • Screen prospective tenants for eligibility; • Prepare tenant leases and other required documents; • Complete leases with tenants, collect security/damage deposits and make arrangements for payment of rent; • Maintain a current tenant list; • Act as a liaison between the BVAHC and the tenants; • Conduct quarterly property inspections; • Ensure repairs and maintenance of property – both interior and exterior; • Responsible for maintenance and upkeep of the residential units; • Must request approval for repair expenditures above a specified amount; • Prepare accommodation inspection reports for incoming and outgoing tenants; • Collect rents monthly and manage rental funds; • Pursue and collect delinquent rents; • Submit collected rents to the BVAHC; • Submit income and expenditure reports to the BVAHC monthly; • Post notices at the building to notify tenants of planned events such as maintenance and/or construction;

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• Coordinate eviction notices and carrying out of eviction process; and respond to tenant requests; • Submit all low-income housing reports requested by the State of Texas in accordance with the Texas Affordable Housing Disposition Program; • Marketing and proposed ways to increase occupancy and revenue; and • BVAHC would like turn-key services.

CONTRACT GENERAL CONDITIONS

ARTICLE 1 - GENERAL PROVISIONS 1.1 The Contract The Contract represents the full agreement between parties of the

contract. The Contract includes all documents referenced within the body of the agreement. No previous or subsequent written or oral agreements are binding unless written within the Contract agreement or its referenced documents.

1.2 Terms

1.2.1 The term Contract Documents shall be the written agreement between the Owner and Property Manager, these General Conditions, the addenda, and other written documents listed in the written contract agreement as being part of the Contract Documents.

1.2.2 The term Owner where written shall be Brazos Valley Affordable Housing Corporation.

1.2.3 The term Property Manager where written herein shall be the respective Residential Property Management organization designated in the written contract agreement.

1.2.4 The term Work shall be all requirements necessary to complete the Scope of Work defined in the Contract Documents.

ARTICLE 2 - OWNER 2.1 The Owner has designated the individual who will serve as the Owner’s

representative for this contract. The Property Manager shall direct all communications to the designated representative only unless specifically noted

otherwise in the Contract Documents. 2.2 The Owner reserves the right to stop the Work by issuing a written notice where

it has been deemed that the Work is not in accordance with the Contract Documents. If the Property Manager defaults or neglects to carry out the Work in

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accordance with the Contract Documents and fails within seven days of the receipt of Owners written notice to correct such default or neglect with diligence and promptness, the Owner may correct such deficiencies by whatever means deemed necessary. In such case, the cost of the correction incurred by the Owner may be deducted from the Property Manager’s payment.

ARTICLE 3 – PROPERTY MANAGER 3.1 The Property Manager shall furnish all administration, superintendence,

materials, equipment, quality control, insurance, bonding when specifically required, safety program, obtain and furnish all licenses and permits from local, state, federal authority or licensing authorities as applicable and provide all other service necessary.

3.2 Execution of the Contract Agreement by the Property Manager is a

representation that the Property Manager fully understands the intended Scope of Work and has visited the site of the Work to carefully examine local conditions, to inform themselves by their independent research, tests and investigations of the difficulties to be encountered and judge for themselves the circumstances affecting the cost of doing the Work. No information given by the Owner or any official thereof, other than that contained in the documents, shall be binding upon the Owner.

3.3 Insurance - The Property Manager shall, within ten (10) calendar days following

notification of award of the contract and prior to starting Work at the job site, furnish the Owner with: (1) Certificates of Insurance covering statutory limits of workers compensation and employers liability, (2) general and automobile public bodily injury, (3) property damages not less than $100,000, (4) excess liability not less than $1,000,000, (5) waiver of subrogation, (6) Owner shall be named as co-insured and (7) Owner shall be notified in writing 30 days in advance of cancellation or alteration of insurance coverage.

3.4 Documentation - The Property Manager shall, within ten (10) calendar days

following notification of award of the contract and prior to starting Work at the job site, furnish to the Owner an IRS form W-9 (Appendix B), a definitive schedule of activities on a time line basis, and a list of key supervisors with respective address and telephone numbers that each can be reached on a 24 hour basis.

3.5 Property Manager shall comply with all federal, state, county, municipal and/or

other laws, ordinances, rules and regulations applicable to the performance of any work under this agreement and shall secure and pay for all governmental

licenses; deposits or fees required and comply with mandatory wage rates unless otherwise specified in the contract documents. The Property Manager

will also abide by all rules, regulations and requirements of the Owner regarding

Contract.

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3.6 The Property Manager and his sureties shall defend, indemnify and save harmless the Owner and all of its officers, agents and employees from all suits, actions or claims of any character, name and description including attorney's fees, expenses brought for or on account of any injuries or damages received or sustained by any person or persons or property. Contractor and his sureties shall defend, indemnify and save harmless the Owner, its officers, agents and employees in accordance with this indemnification clause regardless of whether the injury is caused in part by the Owner, its officers, agents, or employees.

3.7 The Property Manager shall be responsible for the Safety of their employees

working at the site. The Contractor shall comply with the requirements of OSHA by issuing and enforcing a specific safety program for the Work conducted by his workers at this site.

3.8 The Property Manager shall maintain the property in a clean condition at all

times. The Property Manager will promptly correct any unsafe or disorderly condition within the day notified by the Owner or regulatory agency. Where the Property Manager fails to have a condition addressed promptly the Owner may have the condition corrected by whatever means deemed necessary and the cost of the correction may be deducted from the contract sum and payment due Property Manager.

ARTICLE 4 - PAYMENTS AND COMPLETION Payment Request - may be made on Property Manager’s form and are to be directed to the designated Owners representative. All payment requests shall include a reference to the physical property address, the contract title and shall be sequentially numbered for identification. Payment requests, satisfactory to the Owner, will be paid within 30 calendar days following date payment request is received by the Owner's Representative.

END OF SECTION

SECTION E PROPOSAL FORM Oak Creek Condominium Property Management Proposal Due: 2:00 p.m. 2320 Jaguar Street, Bryan, TX 77801 Friday, July 20, 2012

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To: Mr. Paul Turney, Executive Vice President Brazos Valley Affordable Housing Corporation 4001 E. 29th Street, Suite 180, Bryan, Texas 77802 From: _____________________________________________ _____________________________________________ Date: ___________________________ BASE PROPOSAL PRICE: Having examined the Proposal documents and having inspected the site of proposed Management, I (we) agree to perform the work described in the Scope of Work for the following all inclusive lump sum price for one year (12 months) including overhead, profit, and allowances. Total Lump Sum Price: ________________________________________________$ __________________ (Price written in words) (Price in numerical value) The above pricing shall remain in effect for a period of sixty (60) calendar days from the date of Proposal. Property Manager: _______________________________________ Signed by: _____________________________________________ Signature: ______________________________________________ Title: __________________________________________________

Business Address: ________________________________________ Federal Tax I.D. No: ______________________________________ QUALIFYING EXPERIENCE AND REFERENCES:

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1. Project Name: ______________________________________ Name of Company: __________________________________ Name of Reference Individual: _________________________ Address of Company or Individual: ______________________ __________________________________________________ Telephone Number: __________________________________ Approximate Dollar Amount Received: ___________________ Brief Description of Project:_____________________________ __________________________________________________ __________________________________________________ __________________________________________________ 2. Project Name: ______________________________________ Name of Company: __________________________________ Name of Reference Individual: _________________________ Address of Company or Individual: ______________________ __________________________________________________ Telephone Number: __________________________________ Approximate Dollar Amount Received: ___________________ Brief Description of Project:_____________________________ __________________________________________________ __________________________________________________ __________________________________________________ 3. Project Name: ______________________________________ Name of Company: __________________________________

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Name of Reference Individual: _________________________ Address of Company or Individual: ______________________ __________________________________________________ Telephone Number: __________________________________ Approximate Dollar Amount Received: ___________________ Brief Description of Project:_____________________________ __________________________________________________ __________________________________________________ __________________________________________________

PREVIOUS WORK WITH BRAZOS VALLEY AFFORDABLE HOUSING CORPORATION

Name of County Employee overseeing work:____________________________

Approximate Dollar Value of Work performed for BVAHC:__________________

Approximate Date Work was performed: _______________________________ Brief Description of Work performed: __________________________________ ________________________________________________________________ ________________________________________________________________ SUBMITTED BY: ___________________________________________ Date: ____________________________________________________ SECTION F CONTRACT AGREEMENT

Between

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Owner and Contractor For

Oak Creek Condominiums 2320 Jaguar Street, Bryan, TX 77801

THIS AGREEMENT is made(Date- Month & Year) between Brazos Valley Community Development Corporation, 4001 East 29th Street, Suite 180, Bryan, Texas 77802, here-in-after referred to as the Owner and Company name, address, city state & zip code, here-in-after referred to as the Property Manager to furnish management of the Oak Creek Condominiums as described in the Project Manual. The Owner and the Property Manager agree as follows: 1. CONTRACT DOCUMENTS include the following listed documents as if written here in:

(1) This Agreement signed by Owner and Property Manager. (2) Contract General Conditions attached here-to. (3) Project Manual for Residential Property Management of Oak Creek Condominiums

2. CONTRACT SCOPE is to provide management of Oak Creek Condominiums as described in the above referenced project manual’s Scope of Work. 3. AUTHORIZATION to commence with the work shall be this Agreement, executed by The Owner and Property Manager and a written notice to proceed issued by the Owner’s Representative. 4. CONTRACT SUM PRICE for the execution for property management of one year (12 months) is (sum written in words__________________________________________) (sum in numbers) 5. TERM of this Contract Agreement shall be 12 (twelve) continuous working months. 6. OWNERS REPRESENTATIVE for this agreement shall be Paul Turney, Executive Vice President, Brazos Valley Affordable Housing Corporation. 7. This Contract Agreement is performable and enforceable in Brazos County, Texas THIS AGREEMENT ENTERED INTO AS OF THE DAY AND YEAR FIRST WRITTEN ABOVE. ____________________________________ ___________________________________ Signature Signature Paul Turney, Executive Vice President Name & title of officer of the company Brazos Valley Affordable Housing Corporation Name of Company P.O. Drawer 4128, Bryan, Texas 77805 Address of Company, City, State & zip code Date: _______________________________ Date: _____________________________ APPENDIX G QUALIFICATIONS

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Brazos Valley has the need to engage licensed and bonded residential property management firms to assist the Brazos Valley Affordable Housing Corporation with residential property management services. Questions 1-4 must be answered YES, question 5 must be answered NO and all subsequent requests for information must be provided for approval. 1. Ability to provide evidence that firm or individual holds a real estate license in good standing with the Texas Real Estate Commission (please provide documentation). YES NO 2. Has your firm been in business a minimum of three (3) years (provide documentation)? YES NO 3. Are you able to meet Brazos Valley Affordable Housing Corporation’s Insurance requirements of $2,000,000 Broad Form Commercial General Liability Insurance and $1,000,000 Professional Liability without modifications, qualifiers or caveats (provide documentation)? YES NO 4. Is your firm able to provide Audited Financials and/or similar documentation for the last three years (If requested by the BVAHC)? YES NO 5. Are you currently or in the last five years have you had any litigation with the City of Bryan or the City of College Station? YES NO Contractor Signature & Title: ________________________________________________ Date: ___________________________

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APPENDIX

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