Taipei Economic and Cultural Office in Los Angeles

• General Information:

• Qualification:

1. The company must have at least 10 years of experience in managing office buildings in Southern California. Property managers must hold a designation such as CPM or FMA, which is preferred.
2. The company must carry liability insurance of over $2 million for a single occurrence, umbrella insurance with $10 million coverage, and workers' compensation insurance with coverage of $1 million.
3. The company must possess established relationships and expertise in hiring local third-party vendors for services, including but not limited to landscaping, access control systems, security guard services, fire life safety monitoring (audio and video), janitorial services, engineering services, elevator maintenance, HVAC services, pest control, waste disposal, architectural services, plumbing, roofing, painting, building structure services, electrical and lighting services, telephone services, window cleaning, carpet/floor cleaning, and other building maintenance-related services.
4. The company must have a comprehensive understanding of building codes related to the management and operation of office buildings, including those set by city, county, state, and federal authorities, as well as earthquake reinforcement requirements.
5. For strict safety and confidentiality reasons, the company must not employ any individuals affiliated with the People's Republic of China (PRC) or PRC citizens.
6. The company must not have any investments, shareholders, or affiliations with the PRC, including individuals, organizations, or PRC government entities.
7. The company must offer a 24-hour answering service to handle emergency calls promptly.

• Scope of Work:

1. Annual Budgeting: Prepare and manage the annual budget for building expenses.
2. Monthly Financial Reporting: Provide monthly (M-M) and Year to Date (YTD) financial reports, including narrative and variance reports, accounts payable, check registers, original invoices (electronic format), etc.
3. Building Operation & Maintenance: Coordinate with third-party vendors, including but not limited to the operation and maintenance of HVAC equipment, electrical systems, elevators, and roof maintenance. Any cost of items related to rapier and maintenance works exceeding $1,500.00 and all capital improvement works shall receive three comparable bids, make recommendations to TECO and receive final written approvals from TECO-LA representative before works start.
4. Building Maintenance Coordination: Oversee building maintenance activities, including but not limited to janitorial, engineering services, security services, parking garage operation, window washing, landscaping, and roof maintenance.
5. Preventive Maintenance Programs: Develop and coordinate preventive maintenance schedules for the building systems.
6. Routine and Emergency Repairs: Respond to and coordinate third-party vendors for both routine and emergency repairs.
7. Renovation/Capital Improvement Projects: Manage renovation and capital improvement projects with general contractors and subcontractors after initial occupancy, attending construction meetings when necessary.
8. Emergency Response Plan Coordination: Collaborate with third-party vendors to develop an emergency response plan and coordinate with TECO-LA staff to implement drills and procedures.
9. Safety, Emergency, and Security Programs: Work with third-party vendors to establish and implement safety, emergency evacuation procedures, and security measures.
10. Key Control System: Maintain key control systems (including hard keys and electronic card keys), with the system managed and kept by TECO-LA.
11. On-Call Engineering Services: Coordinate with facilities engineering services to provide on-call support 24/7 with qualified engineers for building system operations and maintenance.
12. O&M Programs & Building Documentation: Collect O&M programs, warranty documents, and "as-built" plans from the general contractor.
13. Standard Operating Procedures (SOPs): Work with consultants to develop SOPs for building systems and operations.
14. Communication Protocols: Develop communication protocols for emergencies, alarms, and other urgent notifications, in collaboration with TECO-LA staff.
15. Emergency Call Response: Respond to emergency calls from TECO staff or external parties, providing timely solutions.
16. Monthly Staff Meetings: Meet with designated TECO-LA staff monthly to discuss current or potential issues and offer recommendations and progress reports.
17. Vendor Coordination and Contracting: Coordinate and contract with vendors for routine building services and repairs, ensuring TECO-LA’s approval is obtained before any contracts are signed.
18. Vendor Insurance Compliance: Ensure all third-party vendors provide proof of liability and workers' compensation insurance before commencing work, adding TECO-LA as an additional insured on their policies.
19. Neighbor Relations: Coordinate with neighboring properties regarding any concerns related to the building and communicate recommendations to TECO-LA staff.
20. Governmental Agency Coordination: Work with governmental agencies on any code violations, providing recommendations to TECO-LA for appropriate action.
21. Staff Work Hours: The company’s staff (Assigned Property Manager) assigned to the TECO-LA office shall work no less than 24 hours per week, with a minimum of 4 hours per day between 9AM and 5PM at Building. Staff may coordinate their schedules to cover weekdays for the first three months after TECO awards the property management contract.
22. After the initial three months, Assigned Property Manager shall visit this Building weekly minimum twice a week, Assigned Property Manager shall be available anytime to respond phone calls or meetings regarding the issues related to property management of this Building including but not limited to regular maintenance issues and emergencies and any inquiry from TECO-LA representative, vendors and governmental agencies; Assigned Property Manager shall correspond with vendors and involved parties to find solutions the issues related to maintenance and report back to TECO-LA representative within 24 hours related any emergency issues.

• Submission of Proposals:

A total of one hard copy of the proposal is required to be submitted and delivered to TECO in Los Angeles before 5 pm, Friday, March 11, 2025 (Pacific Standard Time).

The proposal should include the following items:

- A cover letter, no more than 2 pages, that includes brief statements of the vendors’ information, qualifications, and price quotes (see as the attached excel file) for the services.

- Certificates of company registration/business license in the US.

- Proof of general liability- insurance company name and contact information.

- Service contract agreement draft/sample including price quote of TECO-LA building management service.

Proposals shall be submitted and clearly marked as “Proposal for Management Services for TECO in LA”– Attn.: Catalina Chuo, TECO in Los Angeles, 4401Wilshire Blvd., Los Angeles, CA 90010

• Review of Proposals:

TECO-LA shall review and evaluate all received Proposals for responsiveness to the Request for Proposals to determine whether the Proposer possesses the professional qualifications necessary for the satisfactory performance of the services required. TECO-LA should also investigate qualifications of all Proposers to whom the award is contemplated and may request clarifications of Proposals directly from one or more Proposers. It is anticipated that this review period will last up to approximately seven business days.

• Acceptance or Rejection of Proposals:

TECO-LA, in its sole discretion, reserves the right to accept or reject any proposals in the best interests of TECO-LA. Proposals are subject to review and evaluation.

Budget/Time for Beginning and Completing the Work:

TECO-LA anticipates the management services approximately starting from April. 1, 2025 to March. 31, 2026. The total annual budget for this service is 772,065 USD.

We welcome suggestions and any alternates (different shift arrangements, etc.) provided by vendors if they think the services can be accomplished more efficiently.

• Procuring Entity:

Entity to accept and handle request for clarifications or complaints: The Procuring Entity.

The period for a Tendering Entity to file a request for clarification to the Procuring Entity seeking explanation and/or clarification of the content of the Tender Solicitation Documents is one quarter of the tendering period starting from the date of publication or invitation to tender, with any segment of less than one day to be counted as one full day. If any Tendering Entity is seeking clarification with regard to this Invitation to Tender or relevant Documents, the deadline to file such a request is 5 pm, Friday, March 10, 2025 (Pacific Standard Time).

Price Quotes of TECO-LA Building Management Service

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Authorized Contacts:

Primary Contact: Catalina Chuo

Taipei Economic and Cultural Office in Los Angeles

Address: 4401 Wilshire Blvd., Los Angeles, CA 90010

Tel: 213-389-1215 ext. 436

E-Mail: hlchuo@mofa.gov.tw