Request for Proposals - Property Management Services at Kwacha Pension Trust Fund

1) Background

Kwacha Pension Trust Fund "KPTF or "the Fund) is a single employer pension tund and is regulated by the Pensions and Insurance Authority ("PIA").

KPTF Own Stond No. 37605 "Kwacho Souore") located on Loke Road, Ibex H Lusako: Stand No. 4604"Kwocha Pension House") located on Tito Road, Rhodes Pork Lusoko and Stand Nos. 5402 ond 5403 "Independence Flats located on Nasser Rood, Fairview. Lusaka

Description of Properties

Kwacha Square:

The property is situated approximately 9.6km east of Lusoko's Central Business District. It has two commercial buildings comprising an office building and retail building sitting on oland extent of 25 acres. The office section is paved with concrete bricks while the retail orea is torred

Kwacha Pension House:

The commercial property is developed with a 4-storey office building and underground basement parking boys.

Independence Flats:

The property is a residential housing complex comprising 23 and 4 bedroomed apartments totalling 29 units. It is situated opproximately 1.0 km from the Central Business District

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Scope of Services

The Fund wishes to engage a Property Management Company (the Company to provide property management services for the foresaid properties.

Terms of References

The Company will be responsible for efficiently managing the daily operations of the properties and will be expected to provide the following services: al

a) Leasing: This includes marketing of vocant space to achieve target occupancy roles, managing the on boarding process for new tenants managing the lease renewal lease termination process and enforcement of leases:

b) Management and Supervision of Service Level Agreements (SLAs): This involves SLAs related to the management of the properties including among others clearing, air conditioning, landscaping. Security generators. Efts and refuse collection

c) Utility Management prevent discontinuation of services and resolve matters relating to services such as electricity, water and sewerage:

d) Maintenance: coordination and/or supervision of renovation and maintenance works. Ensuring that the properties ore well maintained at all fimes and timely resolution of tenant complaints:

e) Invoicing and receipting: ensure that invoices and receipts are delivered on time. The Company will also be expected to employ strategies to ensure that rentals are paid timely.

f) Arrears: follow up on arrears including legacy arrears for tenants occupying the premises, ist defouling tenants on the Credit Reference Bureau (CRB) as wel as issuance of demand letters and lease termination letters, if need orises, providing recommendations for commencement of litigation/ handover to debt collectors and initiating eviction proceedings:

g) Financial Planning this involves collecting rentals, paying bils, forecasting and providing input into the annual budgeting process, scheduling expenses, managing budgets for repairs and maintenance costs and other property running expenses analysing any voronces, and initiating corrective action

h) Record keeping: Maintaining records of income, expenses. Signed leases complaints, maintenance

i) Market Information and Reporting: provide regular reports to the Fund on the investment performance of the properties and provide relevant market entail including exploring value-add opportunities and options to optimise and/or increase returns, ond

J) Relationship Management: liaise with tenants and handle any complaints promptly.

2) REQUIREMENTS

Bidders will have to provide/demonstrate the following:

1) Company Profile:

2) Physical operational promises:

3) Certificale of Incorporation/Registration

4) Membership with the Zombia Institute of Estate Agents:

5) Valid Zambia Revenue Authority Tax Clearance Certificate for 2022

6) Vald VAT registration certificate

7) PACRA Stomped form (with details of directors/shareholders):

8) Qualifications and experience of the senior management team and the team that will be assigned to the Fund

9) Recent reference letters (not more than three (3) years old) from allast three (3) reputable institutions the firm has rendered similar services to

10) The Company should have a minimum of three (3) years' experience in the provision of Property Management services in Zambia

11) Demonstrated evidence of working knowledge of property regulations

12) Bid validity period of cilesi 90 days from the date of quotation, and

13) The fee quotation which should be inclusive of Value Added Tax

Submission Procedure

EOis in sealed envelopes clearly morced "Property Management Services - Kwacha Pension Trust Fund should be delivered at the address indicated below.

The Director Kwacha Pension Trust Fund

Stond No. 5534. Cnr Kokolo/Libola Roads

Kalundu, Lusaka

The closing date for the receipt of Eis is 12 September 2022 at 16:30 hours No EOIs that will be submitted after the closing date shall be considered Electronic EOls will not be considered

Queries regarding this expression of interest should be sent to the following email oddresses

Nchimunyo.monde@kott.org.zm and

mucrindukoboso@kott.org.zm

THE FUND RESERVES THE RIGHT TO DISCONTINUE THE PROCESS WITHOUT ANY RECOURSE TO THE PARTICIPANTS