Re-advertised - Request for Expressions of Interest (EOI) Provision of property management services at village villas in Roma Park, Lusaka Open Selection National (OSN) at ZCCM Investments Holdings Plc

PLEASE NOTE THE ELIGIBILITY CLAUSE UNDER SECTION III

SECTION

TERMS OF REFERENCE: PROVISION OF PROPERTY MANAGEMENT SERVICES AT

VILLAGE VILLAS IN ROMA PARK, LUSAKA

1.0   BACKGROUND ZCCM

Investments Holdings Plc (ZCCM-IH) has a property portfolio that consists of both residential and commercial use in Lusaka, Kitwe and Kalulushi. In November 2018. ZCCM-IH purchased a newly constructed residential property calle Village Villas which consists of 12 fully furnished double storey houses, a gym. laundry house, twelve private swimming pools for each house) and a guard house. The property is currently at 92% Occupancy.

The main objective of the assignment is to procure the services of a Property Management Firm, on a property management contract for this property for a period of one year.

2.0 PROJECT SCOPE OF WORK

The Consulting Firm shall be required to conduct the following works:

I.             To ensure that an appropriate lease agreement is put in place between the Landlord and Tenants.

II.            To ensure that all tenants comply with all the terms of tenancy as set out in the lease agreement including, and especially rental payment.

III.           To ensure that the property is kept and remains in a tenantable condition throughout the duration of the lease. This will be accomplished by regularly inspecting the property and ensuring that tenants do not do anything that leads to the deterioration in condition of the property.

IV.          To provide services such as maid, horticulture and swimming pool cleaning and maintenance services.

V.            To provide any required plumbing. electrical and civil works to the property. vi. To initiate and supervise routine and ad hoc maintenance. Vil

VI.          To advise the landlord about any changes that maybe required to improve the performance of the properly.

VII.         To perform any other duties that may be required from time to time in ensuring the proper management of the property, and

VIII.        To ensure that voids are kept to a minimum or eliminated all together Provide clean standard uniforms for Maids.

IX.           Provide clean standard working suits and boots for horticulture staff. Equip maintenance staff with clean PPE attire

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3.0PROJECT DELIVERABLES

On successful signing of contract with the Client, the Consultant shall be required to prepare and submit the following list of deliverables:

I.             To produce monthly and quarterly results about the status of the property management and to present these to the owners )

II.            To generate incident reports when any maintenance occurs at any of the 12 units or surroundings of the ground

III.           To produce monthly and quarterly rental reports from all tenants at the property

IV.          To provide any property enhancements proposals to the owners of the property

V.            To provide any and all invoices and quotations related to adhoc or routine maintenance

VI.          To collect and collate any tenant complaints and present these to the owners of the property vii) To source new tenants if any vacancies arise

4.0 CONSULTANCY FIRM'S QUALIFICATIONS AND EXPERIENCE

The consultant should have:

a.            A property management team with at least three (3) years' experience to comparable properties.

b.            The firm must possess skills to satisfy and retain customers/tenants.

c.             Have the relevant maid, horticulture, and maintenance staff d.

d.            Have experience in collecting of monthly or quarterly rentals from tenants

5.0 KEY STAFF QUALIFICATIONS

To carry out the above-mentioned activities the firm shall have a team of experts with the following qualifications and experience:

Property Manager

I.             Should have a minimum bachelor's degree in Property Management/ Development or other similar property related degree

II.            At least three (3) years' experience in managing properties of a similar scope and size

III.           Proficiency in both written and spoken English

IV.          Basic understanding of Microsoft Word and Excel

V.            Cordial and professional attitude

VI.          Must possess negotiation and communication skills.

VII.         Ability to attract source and retain tenants.

VIII.        Ability to meet individual customer/tenant's needs.

In addition, the selected Property Management Firm will be required to have the following staff positions on site:

A minimum of nine (9) and a maximum of twelve cleaning maids that can adequately service all 12 units with grade 12 certificate and two (2) years experience. Horticulture and pool maintenance staff with craft certificate and two years' experience. If sub-contracting, please provide certificates and experience of subcontractors): One Electrician with a craft certificate and two years' experience. One Plumber with a craft certificate and two years' experience. General foreman with a craft certificate and two years' experience to attend to building structural issues

6.0 DECLARATION OF AUTHENTICITY OF REPORTS

The Consultant shall make a full declaration of the authenticity of information to be submitted in all reports,

7.0 CONSULTANT'S OBLIGATIONS

The Consultant shall be responsible for own: 1) Transport, accommodation, and other necessary items to ensure the staff can commute to and from property if necessary Cleaning equipment and tools as well as other related equipment to its support staff. 16) Stationery and otherrelated computer equipment for reports V Maintenance equipmentrequired for adhoc or scheduled maintenance

PROJECT SUMMARY

The overall efficient running of Village Villas to a high standard is a key expectation of the current tenants. The selected Property Management Company must have experience in managing a sizeable residential complex and develop close relationships with all the tenants on the property. Furthermore, there will be a requirement for the firm's management staff to be located on site and be able to respond to emergencies or tenant requests in an expeditious manner which is key toresidential property management

ZCCM-IH will facilitate access to the various site for the Consultant, if required.

The Consultant shall objectively review the information availed by ZCCMwhere necessary provide guidance on any other work that ZCCM-IH may need to carry outin furtherance of the project objectives.

SECTION II - TECHNICAL REQUIREMENTS

Eligible firms must provide information that indicates experience, capacity Qualifications, and capability to undertake the assignment outlined herein within the specified timelines. As part of this, the consultant is expected to provide an indication of cost estimating related studies and engagements that the firm has undertaken in the past. This will be considered in the assessment of the consultant's cost estimating related experience profile.

ZCCM-IH now invites eligible environmental consulting firms to indicate their Interest in providing the above services. Interested firms must provide information to demonstrate that they are qualified to perform the services (brochures, description of similar assignments, experience in similar conditions etc.).

Interested consultants may obtain further information at the address below during office hours between 08:00-13:00 hours and between 14:00 - 17:00 hours local time from Monday to Friday.

SECTION IN TERMS AND CONDITIONS IN ACCORDANCE WITH CLAUSE 41 OF THE PUBLIC

PROCUREMENT ACT (PPA) NO. 8 OF 2020

(3)Subject to subsection (2). a procuring entity shall use open national selection in the procurement of consulting services. Participation in open national selection shall be limited to citizen bidders.

A consultant will be selected using Quality and Cost Based Selection (QCBS) method. Interested consultants must submit one (01) original and three (03) hard copies of the Expression of Interest to the address below not later than Wednesday, 30 August 2022.

Procurement Manager

ZCCM Investments Holdings Pic

ZCCM-IH Office Park

Stand No. 16806, Alick Nkhata Road

Mass Media Complex Area P.O.Box 30048

Lusaka.

Email: katongo.kabwela@zccm-ih.com.zm