Request Proposal - Independent Contractor, Cooperative Management Services

Request for Proposal (RFP) - Cooperative Management Services Des Jardins Cooperative D’Appartements Limited

Salary : $85,000 to $107,000 annually

Des Jardins Cooperative D’Appartements Limited (the "Cooperative") is a member‑governed, non‑profit housing cooperative with over fifty years of history in Ottawa’s Chinatown. The Cooperative comprises ninety (90) residential units within a ten‑story building that includes administrative space, storage, and shared amenities.

The Cooperative’s membership includes both rent‑geared‑to‑income and market‑rent households. Membership is becoming increasingly diverse across cultural, linguistic, and generational lines. The building has recently undergone major capital renovations; notwithstanding contractor default and related legal proceedings, daily operations remain stable.

The Cooperative is seeking proposals for full scope Independent Contractor for Cooperative Management Services . The Cooperative values collaborative, accountable, and cooperative‑sector‑informed management.

The Cooperative is seeking proposals from qualified proponents to provide full‑scope Cooperative Management Services as an Independent Contractor. The successful proponent will be responsible for the effective day‑to‑day management and operational oversight of the Cooperative’s building, ensuring safe, efficient, and well‑maintained facilities.

The Cooperative values a collaborative, accountable, and cooperative‑sector‑informed approach to building management. Proponents should demonstrate a commitment to transparent communication, proactive problem‑solving, and respectful engagement with all stakeholders.

Proponents are encouraged to submit proposals that meet the qualifications stated above. The proposals should demonstrate a collaborative, accountable, and cooperative‑sector‑informed approach to providing full‑scope Management Services within a housing or multi‑stakeholder cooperative environment.

Submissions should reflect an understanding of the Cooperative’s governance structure and community‑based context and clearly describe how the proponent will support effective day‑to‑day building operations, transparent communication, respectful engagement with members and stakeholders, and opportunities for cost efficiency or shared service delivery that contribute to the Cooperative’s long‑term sustainability.

• Organizational background
• Experience
• Clear and concise demonstration of how you meet the Proposed scope of services
• Fee structure
• References

100 Empress Ave, Ottawa, Ontario

The Manager’s duties include, but are not limited to:

• Liaison with independent bookkeeper
• Budget preparation and monitoring
• Financial reporting to the Board
• Oversight of arrears
• Subsidy administration

• Preventive maintenance planning
• Contractor management
• Capital planning support
• Safety, compliance, and inspections

• Vacancy management and marketing
• Application processing and waiting lists
• Member orientation and communication

• Board and members’ meeting support
• Policy drafting and implementation
• Legal and regulatory compliance

• Bilingual office staff
• Office systems
• Office administration
• Supervision of Cooperative contractors

Office hours total 35 hours per week, including at least one evening. The office is closed between December 24 and January 3.

The current annual budget for full‑scope building management and related administrative services is approximately $200,000, inclusive of HST.

Proponents are encouraged to propose cost‑effective models, including bundled or partial service approaches.

The Manager shall be a legally distinct management service provider acting as an operational and advisory arm of the Cooperative, under the direction of the Board of Directors (“the Board”).

The Manager:

• Acts only within powers delegated by the Board; and
• Implements Board decisions and policies in accordance with the Cooperative’s by‑laws.

At the time of issuance, the President of the Board is the primary day‑to‑day contact.