How to win property management contracts from BC public buyers
Who hires property managers in BC's public sector, the licence they need, how proposals are scored, and how to price per-unit and facility contracts.
Short answer
BC housing providers, municipalities, Crown corporations and some stratas hire property and facility managers through requests for proposals. Managing rental or strata property for others generally needs a licence under the Real Estate Services Act from the BC Financial Services Authority. Proposals are scored on experience, staffing, reporting and price, usually a monthly fee per unit or building.
Property management contracts are fewer than trade contracts, but each one runs for years and touches every part of a building. Public buyers hire managers to run rental and supportive housing, city-owned buildings and leased space, and some stratas post requests for management too.
Who hires property managers?
- BC Housing and non-profit housing societies, for rental and supportive housing.
- Municipalities, for city-owned housing, commercial space they lease out and some civic buildings.
- Crown corporations and federal buyers, for leased and surplus properties.
- Strata corporations and co-ops, through requests for strata management.
What licence do I need?
In BC, managing rental or strata property for others generally needs a licence under the Real Estate Services Act, issued by the BC Financial Services Authority (BCFSA). Buyers ask for the brokerage licence and the names and licence numbers of the managers who'll do the work. Facility management that only covers building operations may not need the same licence. Check with BCFSA if your scope is unclear.
What does the work include?
- Rental management: tenant selection, leases, rent collection, arrears, move-ins and move-outs, under the Residential Tenancy Act.
- Maintenance coordination: work orders, contractors, inspections and after-hours response.
- Finance: budgets, trust accounting and monthly reports.
- Capital planning: condition assessments, and depreciation reports for stratas.
How are proposals scored?
Property management is bought through requests for proposals, scored on more than price. Expect points for:
- Experience with similar buildings and tenants.
- Staffing: the named managers, their caseload and backup.
- Approach: how you'll handle arrears, maintenance and tenant issues.
- Reporting: sample monthly reports and how the buyer gets data.
- Price, often 20 to 40 percent of the score.
See how public bids are scored.
How do I price it?
Usually a monthly fee per unit or per building, or a percentage of rent collected, plus set fees for leasing, move-outs and extra services. Read what the fee includes. After-hours response, capital project management and court work are often extra, and buyers compare them.
What wins?
- Licensed, named managers with manageable caseloads.
- References from similar housing providers or owners.
- Clear trust accounting and reporting.
- Insurance: liability and errors and omissions.
When do these requests come out?
Property management contracts come up when their term ends, or when a buyer adds buildings, often every three to five years. Non-profit housing societies may post requests on their own sites or on BC Bid, and some ask a few firms directly. Stratas usually look for a new manager after an annual general meeting.
What are common mistakes?
- A fee that hides the extras, so the buyer can't compare it.
- Managers with too many buildings to give the attention promised.
- No sample reports, leaving evaluators to guess.
Where to go next
Read how to write an RFP proposal, and the handyman trade page for the maintenance work managers coordinate.
What to do next
Sources
Rules and forms change. Check the official page before you rely on a detail here.