REQUEST FOR PROPOSALS FOR COMMERCIAL REAL ESTATE BROKERAGE & MARKETING SERVICES
REQUEST FOR PROPOSALS FOR COMMERCIAL REAL ESTATE BROKERAGE & MARKETING SERVICES
Introduction and Background
The City of Gardiner (“the City”) seeks a real estate firm specializing in commercial real estate to provide brokerage and marketing services for property owned by the City, located at Libby Hill Business Park, Gardiner Maine. It is the intent of this RFP to have the successful broker/firm enter into a Professional Services Contract with City to supply real estate services as outlined herein. The initial properties consist of four (4) vacant lots ranging in size from 2.5 acres to 10.9 acres and are described as lots 12, 25, 27 (see Appendix A- Listing of Lots at Libby Hill). The firm is expected to meet the redevelopment objective of the City to sell lots to targeted industry sectors; therefore having a global reach will be important. The Bidder is expected to meet the objective of the City to sell Business Park lots to targeted industry sectors; therefore having a Statewide reach will be important. The Bidder is expected to market the properties to budding entrepreneurs, existing firms, and new firms seeking a new Central Maine location and/or expansion. The properties are complete with water, sewer, three phase power and access to natural gas.
The City of Gardiner is a service-center community located in Kennebec County in central Maine. Located along the scenic Kennebec River, Gardiner is home to 5,961 people and features a historic downtown, a waterfront park, a business park located at the intersection of Maine’s two major Interstate’s, and beautiful Maine landscapes.
The Bidder will be paid strictly on commission basis and will be expected to work closely with City economic development personnel and provide monthly reports to the City Manager.
The City reserves the right to reject any and all proposals, or parts of proposals, when it is judged to be in the best interest of the City.
Cost of Preparing Proposal- This RFP does not commit the City to pay any costs incurred by a Bidder in preparing and submitting a proposal or in making and preparing necessary investigations, studies or designs, or for procuring or contracting for services to be furnished under this RFP.
Investigation
Bidders submitting bids shall make all investigations necessary to inform themselves regarding the services(s) requested and to be performed under this RFP and any resulting contract(s). By submitting a proposal, a Bidder represents that it has read and fully understands this RFP and any addenda.
Clarification of RFP
Bidders who request a clarification of the RFP requirements must submit questions in writing to Andrew Carlton, City Manager at acarlton@gardinermaine.com in the manner and by the deadline of February 13, 2023. All written questions must be received by the City no later than the date or time stated herein. The City or its authorized staff will issue a response in the form of an addendum to the RFP if a substantive clarification is necessary. Oral instructions or information concerning this RFP provided by the City or its employees and agents to prospective Bidders shall not bind the City.
Request for Proposals
To be considered, the City Manager, City of Gardiner, Gardiner, Maine 04345 by 4:00 p.m. February 13, 2022; clearly marked on the outside “Proposal, must receive ten (10) copies of the proposal
Real Estate Brokerage Services”. Selection will be presented to Council February 15, 2023
A.SCOPE OF SERVICES
The successful Bidder shall agree to contract with the City to provide the following:
Perform market analysis
Develop strategies for sale of properties
Work with the City Manager, Economic Development Director, and others to negotiate the sale of properties with buyers and prospects
Coordinate real estate transaction closings
Handle all other customary activities and services associated with real estate transactions. Attendance and presentations at meetings of the City Council may be required
Available Lots for Sale
Lot 12 - 2.5 acres
Lot 25 - 4.8 acres
Lot 27 - 10.9 acres
B.PAYMENT
Payments to be made by the City will be made by authorized personnel only.
C.CONFLICT OF INTEREST
A Bidder submitting a proposal thereby certifies that no elected or appointed official, agent or employee of the City who has a pecuniary interest in this RFP has participated in the preparation of this RFP or contract negotiations; that the proposal is made in good faith without fraud; that the Bidder is competing solely on its own behalf without connection or obligation to any undisclosed person or firm and that the Bidder (including all subcontractors) is able to perform all the services specified in this RFP without any conflict of interest. A breach of this provision shall be deemed an anticipatory default under the terms of any contract issued in accordance with the RFP.
D.BROKER'S QUALIFICATIONS
Respondents to this RFP shall have the following qualifications:
Must be licensed and in good standing with the Maine Real Estate Commission
Must have excellent reputation in the real estate community
Must be knowledgeable in the local real estate market and have experience with small and large commercial properties
Must be knowledgeable in the use of all public real estate records
Experience working with public entities and selling municipally-owned business park lots is highly desired
E.INSURANCE REQUIREMENTS
For City projects where the scope of work will be less than $200,000 the following levels of insurance will be required: The successful Bidder shall provide a certificate of insurance indicating (1) workers’ compensation that complies with state statutes, if required; (2) general liability in an amount not less than $250,000 for injuries including accidental death to any person and subject to the same limit to each person in an amount not less than $500,000 where more than one person is involved in any one accident; (3) property damage insurance in an amount not less than $500,000; and (4) all policies shall name the City as an additional insured.
For City projects where the scope of work will exceed $200,000 the following levels of insurance will be required: The successful Bidder shall provide a certificate of insurance indicating (1) workers’ compensation that complies with state statutes, if required; (2) general liability in an amount not less than $1,000,000 for injuries including accidental death to any person and subject to the same limit to each person in an amount not less than $5,000,000 where more than one person is involved in any one accident; (3) property damage insurance in an amount not less than $500,000; and (4) all policies shall name the City as an additional insured.
F. PROOF OF INSURANCE AT LEVELS REQUIRED BY THIS RFP
The person submitting the proposal or a duly authorized representative of the firm submitting the proposal must sign the proposal. The signature shall include the title of the individual signing the proposal.
G.TERM OF CONTRACT
The contract period for the successful broker/firm will be from date of award for one year with renewable options up to three additional one-year terms. The contract may be terminated by either party with 60 (sixty) days prior notice.
H.EVALUATION AND AWARD PROCESS
Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City reserves the right to postpone receipt date, accepting or rejecting any or all proposals received in response to this RFP, or to negotiate with any of the brokers/firms submitting an RFP, or to cancel all or part of this RFP.
I.ORAL PRESENTATION/INTERVIEWS
Firms submitting a proposal in response to this RFP may be required to give an oral presentation of their proposal. Additional technical and/or cost information may be requested for clarification purposes, but in no way will change the original proposal submitted. Interviews are optional and may or may not be conducted.
J.SELECTION CRITERIA
Knowledge of local real estate market and Kennebec Valley region.
Global reach for marketing the property.
Commercial real estate experience, qualifications and references.
Proven commercial real estate track record.
Knowledge of various industry sectors.
Ability of the contractor(s) to meet or exceed the requirements defined in the RFP.
Fee schedule
Completeness of response to RFP as outlined in this solicitation.
K.RFP SUBMITTAL REQUIREMENTS
Proposals (10) copies) must be submitted to the City at the address above and at the time and date specified. Proposals must include the price sheet contained within this bid package. It is the proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time. The City shall not be responsible for the proper identification and handling of any proposals submitted.
By submitting a proposal, you represent that you have (1) thoroughly examined and become familiar with the scope of services outlined in this RFP and (2) are capable of performing quality work to achieve the City’s objectives.
The following information must accompany your proposal:
List years in business, previous names of the firm, if any.
Description of your firm, including size of firm, location, number and nature of the professional staff to be assigned; staff experience and training, including a brief resume for each key person listed.
Describe experience (minimum five years previous experience with proven effectiveness) your firm or organization has in pertinent real estate experience.
Experience in assisting similar size entities, including any and all services for government agencies.
List of at least three references where and when your firm provided similar services. Please provide names and telephone numbers of contact persons for each reference.
Additional services offered through your firm.
Listing of current litigation, outstanding judgments and liens, if any.
Specifications of Work to be Performed
A summary of your understanding of the services to be provided.
Your plan to work with the City and various stakeholders.
Your plan to evaluate current pricing and marketing, and how to best market the properties for sale.
Your plan to provide, if requested, or coordinate ancillary services such as appraisals, surveys, title searches, and related services.
Your plan to communicate progress and other information to the City.
L.Cost Proposal
Complete the attached Uniform Pricing Sheet, which includes your proposed commission for
sales and any other costs the City may anticipate relating to the real estate services to be provided.
The Bidder must submit a cost proposal that covers the entire period of the contract,
including any optional renewal periods.Please use the expected contract start date of
February 16, 2023 and an end date of February 15, 2023 in preparing this section.
The cost proposal shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFP requirements.
Failure to provide the requested information and to follow the required cost proposal format may result in the exclusion of the proposal from consideration, at the discretion of the City.
No costs related to the preparation of the proposal for this RFP or to the negotiation of the contract with the City may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.
Bidder must submit a commission rate proposal in the form of a percentage. The Bidder’s commission rate should include, but not limited to, an option of value, advertising, marketing and additional management services, travel and all other tasks deemed necessary to perform the service in accordance with this RFP and Scope of Services.
UNIFORM PRICING SHEET – COMMERCIAL REAL ESTATE BROKERAGE & MARKETING SERVICES
*** All respondents must include a completed copy of this sheet with their responses ***
Although you may provide additional details within your response to this RFP, please complete the information below in aggregate so that the RFP review committee can ascertain your total cost for the project and any deviations you have proposed to our specifications.
COSTS
________________% Total commission on sale of lots
$________________ Total other costs, if any (please explain:______________
______________________________________________
______________________________________________
______________________________________________
_____________________________________________)
DEVIATIONS FROM SPECIFICATIONS
Please highlight any deviations you are proposing from the included specs.
Name of Respondent: ________________________________________________
Signature of Respondent: _____________________________________________
Date: ______________________________________________________________