The template has a cover letter for you to complete and send to prospective new property managers. There is then the tender document. Read through this and send it to all the owners involved in this process.
You need to work through it and answer the questions in red. Once completed this document goes to the prospective agents with your cover letter.
You want to apply a standard approach to every property management company you approach. You want them all to have the same data and understanding as each other. This means one is not seen to be favored by your approach. The property manager can then impress you when they meet with you and finally provide back the data in exactly the same way as their competitors.