Issued by Sierra Community House and Tahoe Truckee Community Foundation
RFP Release Date: September 15, 2026
Organization Overview
Sierra Community House is a nonprofit organization serving the North Lake Tahoe and Truckee region, providing programs in hunger relief, victim services, legal services, family strengthening, crisis intervention, and violence prevention education. Our work depends on safe, well-maintained facilities across the communities we serve.
Tahoe Truckee Community Foundation is a nonprofit organization whose mission is to connect people and opportunities, generating resources to build a more caring, creative, and effective community. TTCF owns the property at 265 Bear Street, Kings Beach, and partners with Sierra Community House on its operation and maintenance.
Purpose
Sierra Community House and Tahoe Truckee Community Foundation are jointly seeking a qualified vendor to provide property management and maintenance services across three properties in the North Lake Tahoe/Truckee area. This RFP covers one location requiring full-service property management and two locations requiring maintenance, repair, and subcontractor management support. Vendors must submit a single proposal covering all three properties.
Bid Structure
This RFP covers property management and maintenance services across three Sierra Community House properties in the North Lake Tahoe/Truckee area. Vendors must submit a single proposal covering all three locations; proposals for individual properties will not be considered.
Location 1 (265 Bear Street) requires full-service property management. Locations 2 and 3 require maintenance, repair, and subcontractor management services under the direction of SCH operations staff. Vendors should provide separate pricing for each location within their overall proposal.
Sierra Community House has existing contractor and vendor relationships in place across all three locations. The selected property manager will inherit and continue these relationships where appropriate rather than being required to source all new vendors; SCH will share existing vendor contacts and history upon contract award.
Location 1: 265 Bear Street, Kings Beach, CA
Property Management Services
- Serve as property manager and primary point of contact for tenants and the property owner (Tahoe Truckee Community Foundation); regular site visits and prompt on-site response required, but full-time physical presence at the property is not expected
- Continue and manage SCH’s existing subcontractor and vendor relationships for this location where appropriate, in addition to sourcing, hiring, scheduling, and overseeing any additional subcontractors and service providers needed to fulfill the maintenance scope below (landscaping, snow removal, pest control, electrical, roofing, etc.); vendor is not required to perform all work directly
- Maintain regular communication with the property owner and provide invoices and records within 5 business days
- Provide 24-hour emergency contact and after-hours responsiveness for tenant health, safety, and welfare issues
- Enforce property rules and regulations related to care and safety of the premises
- Maintain a monthly punch list of maintenance needs and coordinate resolution
- Serve as primary point of contact for all subcontractors and vendors; provide regular performance recommendations and feedback to the property owner
- Maintain business-appropriate relations with neighboring tenants and property owners; respond professionally to complaints and inquiries
- Comply with applicable federal, state, county, and municipal requirements affecting the property
- Be available during standard business hours for property-related communication
Grounds and Exterior Maintenance (directly performed or subcontracted)
- Snow removal from all walkways, entries, and parking areas as needed, with prompt clearing of accumulations over six inches; ice management as needed
- Uncover fire hydrants, water boxes, and gas meters following snow clearing
- Spring and summer landscape maintenance including debris removal, weekly grounds grooming (June through Labor Day), irrigation system management, fertilizing, weed control, and trimming
- Fall pruning and seasonal cleanup
- Roof, gutter, and patio cleaning each spring and fall
- Pest monitoring and control (rodents, carpenter ants, squirrels)
- Exterior lighting maintenance and repair coordination
Interior Maintenance (directly performed or subcontracted)
- Seasonal heating system checks and freeze protection
- Restroom cleaning as needed
- Interior light fixture maintenance
- Seasonal building vent management
Location 2: 11695 Donner Pass Road
This is a maintenance and repair contract, not a property management contract. SCH operations staff retains property management responsibilities for this location; the vendor provides hands-on maintenance, repair, and subcontractor coordination as directed by and in partnership with SCH.
Facility Maintenance and Repair
- Provide handyman and general repair services for building systems, fixtures, and finishes as needed
- Respond to repair requests in a timely manner as directed by SCH operations staff
- Perform routine and preventive maintenance to keep the building in safe, functional condition
Life Safety and Compliance
- Maintain, test, and service smoke detectors and other life safety equipment on a regular schedule
- Address safety-related repairs and code compliance issues promptly
- Maintain records of safety inspections and completed work, provided to SCH
Vendor Management
- Continue and manage SCH’s existing subcontractor relationships for this location where appropriate, in addition to sourcing new subcontractors for specialized building trades (electrical, plumbing, HVAC, etc.) as needed
- Serve as point of contact for building-related subcontractors and service providers
- Provide performance feedback and recommendations to SCH operations
Coordination
- Work under the direction of SCH operations staff for scheduling, priorities, and site access
- Provide regular status updates on open repair items and completed work
Location 3: Residential Program Site (North Lake Tahoe/Truckee area)
Address and specific location are confidential and will not be disclosed in this RFP. Awarded vendor will receive site details upon contract execution and a signed confidentiality agreement. Approximate property profile: single-family residential, ~1,400 sq ft, 3 bedrooms.
This is a maintenance and repair contract, not a property management contract. SCH operations staff retains property management responsibilities for this location; the vendor provides hands-on maintenance, repair, and subcontractor coordination as directed by and in partnership with SCH.
Facility Maintenance and Repair
- Provide handyman and general repair services for building systems, fixtures, and finishes as needed
- Respond to repair requests in a timely manner as directed by SCH operations staff
- Perform routine and preventive maintenance to keep the property in safe, functional condition
Life Safety and Compliance
- Maintain, test, and service smoke detectors and other life safety equipment on a regular schedule
- Address safety-related repairs and code compliance issues promptly
- Maintain records of safety inspections and completed work, provided to SCH
Vendor Management
- Continue and manage SCH’s existing subcontractor relationships for this location where appropriate, in addition to sourcing new subcontractors for specialized trades (electrical, plumbing, HVAC, etc.) as needed
- Serve as point of contact for property-related subcontractors and service providers
- Provide performance feedback and recommendations to SCH operations
Coordination and Confidentiality
- Work under the direction of SCH operations staff for scheduling, priorities, and site access
- All site visits must be scheduled in advance with SCH; unannounced visits are not permitted given the residential and confidential nature of this program site
- Vendor and subcontractors must sign a confidentiality agreement regarding the property’s location, occupants, and program purpose
- Provide regular status updates on open repair items and completed work
Initial Assessment and Setup (applies to all awarded locations)
- Within 30 days of contract start, vendor will conduct a walkthrough of each awarded property to assess current condition and needs
- Vendor will develop and submit a property-specific maintenance schedule (seasonal and routine tasks) for SCH/TTCF review and approval
- Vendor will identify any immediate repair or safety needs discovered during the initial assessment and provide a cost estimate for addressing them separately from ongoing scope
Proposal Requirements
Vendors must submit a written proposal that includes the following:
- Company overview, including years in business and relevant experience with similar properties (nonprofit, residential, or multi-site portfolios preferred)
- Description of key personnel who would be assigned to SCH properties
- List of standard subcontractor relationships or approach to sourcing subcontractors for specialized trades
- Sample maintenance schedule or approach to developing one, per the Initial Assessment and Setup requirements above
- Itemized pricing by location (Bear Street, Donner Pass Road, and the residential program site), including any proposed monthly/annual retainer, hourly rates, and how emergency or after-hours work is billed
- Proof of general liability insurance and workers’ compensation coverage (see Insurance Requirements below)
- Applicable business licenses and certifications
- At least three references from comparable property management or maintenance contracts, ideally including at least one nonprofit or mission-driven organization
- Confirmation of ability to meet confidentiality requirements for the residential program site
Evaluation Criteria
Proposals will be evaluated based on the following factors:
- Relevant experience and qualifications (including experience with multi-site or nonprofit properties)
- Demonstrated understanding of the scope and needs across all three properties
- Pricing and overall value
- Responsiveness and proposed emergency/after-hours capabilities
- Quality and relevance of references
- Alignment with Sierra Community House’s mission and the sensitivity required when working across community-facing and confidential program sites
Insurance Requirements
Vendor must maintain, at minimum, the following insurance coverage for the duration of the contract:
- Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
- Workers’ Compensation: as required by California state law
- Automobile Liability: $1,000,000 combined single limit (if vendor personnel drive to/between properties)
- Sierra Community House (and Tahoe Truckee Community Foundation, for Location 1) must be named as additional insured, with certificates of insurance provided prior to contract start
Note: these are typical minimums for this type of contract; confirm against SCH’s standard insurance requirements or broker guidance before finalizing.
Insurance Requirements
Proposals must be submitted electronically to safe@sierracommunityhouse.org no later than 5:00 PM PT on the proposal submission deadline listed above. Please submit proposals as a single PDF where possible. Questions regarding this RFP should be directed to safe@sierracommunityhouse.org by the vendor questions deadline listed above; questions and answers may be shared with all prospective vendors to ensure a fair and transparent process.
Timeline
- RFP release date: September 15, 2026
- Deadline for vendor questions: September 26, 2026
- Proposal submission deadline: October 13, 2026
- Anticipated vendor selection/award: October 27, 2026
- Anticipated contract start date: November 16, 2026
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