Provision of Residential Property and Tenancy Management Services

REQUEST FOR TENDER (RFT) Property Management Services for GLALC Residential Housing Portfolio Tender Number GLALC-HOU-2026-01 Issued By Gandangara Local Aboriginal Land Council (GLALC) Tender Title Provision of Residential Property and Tenancy Management Services for 28 Residential Properties Closing Date 31 August 2026 Closing time: 5.00 pm ________________________________________ 1. Background Gandangara Local Aboriginal Land Council (GLALC) is seeking submissions from suitably qualified and licensed real estate agencies to provide comprehensive property and tenancy management services for its portfolio of twenty-eight (28) residential properties. The properties form part of GLALC's Community Benefits Scheme Residential Accommodation program and provide housing outcomes for GLALC Members and families. GLALC seeks a professional partner capable of delivering high quality property management services while supporting culturally safe, responsive and tenant-focused service delivery. ________________________________________ 2. Objectives The objectives of this tender are to: • Ensure professional management of GLALC's residential housing portfolio. • Maintain high occupancy rates and tenancy sustainability. • Protect and enhance the value of housing assets. • Ensure compliance with relevant tenancy legislation. • Improve responsiveness to maintenance and tenant issues. • Provide transparent reporting and communication to GLALC. • Support culturally appropriate engagement with Aboriginal tenants and community members. ________________________________________ 3. Scope of Services The successful tenderer will be required to provide full property management services including but not limited to: Tenancy Management • Tenant onboarding and induction. • Lease preparation and execution. • Rent collection and arrears management. • Tenant liaison and dispute resolution. • Management of tenancy renewals. • Breach notices and tribunal matters where required. • Vacating tenant processes. Property Management • Routine property inspections. • Ingoing and outgoing condition reports. • Property maintenance coordination. • Emergency maintenance response. • Contractor engagement and supervision. • Property compliance monitoring. • Asset condition reporting. Financial Management • Rent collection and reconciliation. • Monthly financial statements. • Arrears reporting. • Invoice processing and payment recommendations. • Budget forecasting for maintenance and repairs. Reporting Monthly reporting including: • Occupancy rates. • Rent arrears. • Vacancies. • Maintenance requests. • Maintenance expenditure. • Property inspection outcomes. • Risk or compliance issues. • Recommendations for portfolio improvements. ________________________________________ 4. Portfolio Information The portfolio currently consists of: • 28 residential dwellings. • Properties located across South Western Sydney. • A mix of 2 bedroom, 3 bedroom and 4 bedroom houses Tenderers should demonstrate capacity to manage the full portfolio and provide adequate resourcing to ensure timely service delivery, and is linline with GLALC’s CBSRA Housing policies. ________________________________________ 5. Service Standards The successful agency will be expected to meet the following minimum standards: Service Area Standard Tenant enquiries Response within 1 business day Maintenance requests Acknowledge within 24 hours Emergency maintenance Immediate action and contractor dispatch Routine inspections Minimum twice annually Arrears reporting Monthly Management reporting Monthly Vacancy turnaround Minimise vacancy periods ________________________________________ 6. Mandatory Requirements Tenderers must provide: Licensing • Current NSW Class 1 Real Estate Licence. • Professional indemnity insurance. • Public liability insurance. Experience Demonstrated experience managing: • Residential property portfolios. • Social housing or affordable housing. • Aboriginal housing and/or Community Housing Provider portfolios (desirable). • Portfolios of 20+ properties. Capability Demonstrated capacity to: • Maintain dedicated property management resources. • Deliver responsive maintenance management. • Provide high quality reporting. • Operate modern property management systems. ________________________________________ 7. Cultural Competency Requirements Tenderers must demonstrate: • Understanding of Aboriginal communities. • Experience working with Aboriginal organisations (preferred). • Commitment to culturally safe practices. • Ability to engage respectfully with tenants and families. Tenderers should outline any Aboriginal employment, engagement or procurement initiatives within their organisation. ________________________________________ 8. Submission Requirements Tenderers must submit: Company Profile • Business overview. • Years in operation. • Ownership structure. • Key personnel. Relevant Experience Provide examples of no fewer than three comparable property management contracts. Proposed Service Delivery Model Include: • Staffing structure. • Escalation processes. • Maintenance management approach. • Communication framework. Reporting Sample Provide examples of monthly management reports. Pricing Schedule Tenderers must provide: • Management fees. • Letting fees. • Inspection fees. • Tribunal representation fees. • Administration charges. • Maintenance coordination fees. • Any additional charges. Pricing should clearly identify GST. References Minimum two client references. ________________________________________ 9. Evaluation Criteria Criteria Weighting Relevant experience 25% Service delivery methodology 25% Capacity and resourcing 15% Cultural competency 15% Reporting and communication 10% Value for money 10% Total: 100% ________________________________________ 10. Contract Term GLALC proposes: • Initial term: 3 years • Option period: To be negotiated and at GLALC's discretion. ________________________________________ 11. Confidentiality All information supplied by GLALC is confidential and must not be disclosed to third parties without written consent. ________________________________________ 12. Contact Officer Contact: Trudy Healey Organisation: Gandangara Local Aboriginal Land Council Email: corporateservices@glalc.org.au Phone: 02 9602 5280 ________________________________________ 13. GLALC Rights GLALC reserves the right to: • Accept or reject any submission. • Seek clarification from tenderers. • Negotiate with one or more tenderers. • Cancel the tender process at any time.