Okaloosa County BOCC — February 7, 2017 — RFP BCC 02-17 — reading text

REQUEST FOR PROPOSALS (RFP) & RESPONDENT’S ACKNOWLEDGEMENT RFP TITLE: RFP NUMBER: REAL ESTATE LEASING BROKER SERVICES RFP BCC 02-17 LAST DAY FOR QUESTIONS: February 23, 2017 4:00 P.M. cst RFP OPENING DATE & TIME: March 9, 2017 4:00 P.M. cst NOTE: PROPOSALS RECEIVED AFTER THE PROPOSAL OPENING DATE & TIME WILL NOT BE CONSIDERED. Okaloosa County, Florida solicits your company to submit a proposal on the above referenced goods or services. All terms, specifications and conditions set forth in this RFP are incorporated into your response. A proposal will not be accepted unless all conditions have been met. All proposals must have an authorized signature in the space provided below. All envelopes containing sealed proposals must reference the “RFP Title”, “RFP Number” and the “RFP Due Date & Time”. Okaloosa County is not responsible for lost or late delivery of proposals by the U.S. Postal Service or other delivery services used by the respondent. Neither faxed nor electronically submitted proposals will be accepted. Proposals may not be withdrawn for a period of sixty (60) days after the proposal opening unless otherwise specified. RESPONDENT ACKNOWLEDGEMENT FORM BELOW MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE RESPONDENT. COMPANY NAME MAILING ADDRESS COUNTY, STATE, ZIP FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): TELEPHONE NUMBER: EXT: FAX: EMAIL: I CERTIFY THAT THIS PROPOSAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING A PROPOSAL FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE BY ALL TERMS AND CONDITIONS OF THIS PROPOSAL AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS PROPOSAL FOR THE RESPONDENT. AUTHORIZED SIGNATURE: TYPED OR PRINTED NAME TITLE: DATE Rev: September 22, 2015  NOTICE TO RESPONDENTS RFP BCC 02-17 Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 4:00 p.m. (CST) March 9, 2017, for REAL ESTATE LEASING BROKER SERVICES. Interested respondents desiring consideration shall provide one (1) original and three (3) copies (total of 4) of their Request for Proposals (RFP) response with the respondent’s areas of expertise identified. Submissions shall be portrait orientation, unbound, and 8 ½” x 11” where practical. All originals must have original signatures in blue ink. Proposal documents are available for download by accessing the Okaloosa County website at http://www.co.okaloosa.fl.us/purchasing/home then accessing the link “View Current Solicitations” or by accessing the Florida Purchasing Group website at http://www.floridabidsystem.com/Bids/ViewOpenSolicitations.asp. Submittals must be delivered to the Okaloosa County Purchasing Department at the address listed below no later than March 9, 2017 at 4:00 p.m. (CST), in order to be considered. All proposals received after the stated time and date will be returned unopened and will not be considered. All submittals must be in sealed envelopes reflecting on the outside thereof “REAL ESTATE LEASING BROKER SERVICES”. Failure to clearly mark the outside of the envelope as set forth herein shall result in the submittal not being considered. The County reserves the right to award to the firm submitting a responsive proposal with a resulting negotiated agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the quote and the resulting negotiated agreement that is in its best interest and its decision will be final. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Respondents using mail or delivery service assume all risk of late or non-delivery. All submittals should be addressed as follows: REAL ESTATE LEASING BROKER SERVICES RFP BCC 02-17 Okaloosa County Purchasing Department 5479A Old Bethel Rd. Crestview, FL 32536 _________________________ ____________ Greg Kisela Date Purchasing Director OKALOOSA COUNTY BOARD OF COMMISSIONERS Carolyn N. Ketchel Chairman  PROPOSAL REQUIREMENTS PROPOSAL #: RFP BCC 02-17 PROPOSAL ITEM: REAL ESTATE LEASING BROKER SERVICES Okaloosa County is seeking professional real estate broker services to evaluate County-owned property and facilities (for example, office space within the Water & Sewer Building, property adjacent to Bob Sikes Airport, etc.) for best use, determine the market value, and make recommendations to the County based on their evaluation. Based on the outcome of the aforementioned evaluation, the County may consider leasing these properties. It is the intent of this RFP to have the successful broker/firm(s) enter into a Contract with the County to supply real estate services as outlined herein. It is aniticpated that Task Orders will be issued for each assignment. The County may enter into a contract with more than one firm, if it is found to be in the best interest of the County, or if one firm cannot provide all required services. The County is willing to consider alternate proposals, specifically in the instance that your firm/broker cannot provide all of the services requested herein. I. SCOPE OF SERVICES 1. Perform market analysis 2. Develop strategies to lease properties 3. Negotiate with lessees on behalf of the County 4. Coordinate real estate appraisals 5. Coordinate real estate transaction closings 6. Handle all other customary activities and services associated with real estate transactions 7. Managing leased properties if needed Services may include consultation with County Staff and Board members relating to the lease of County- owned property. Presentations at public meetings may be required. II. LICENSE & TAX ISSUES Evidence shall be submitted that the broker/firm is current with its requirements under all State and County license and tax requirements. III. MINIMUM QUALIFICATIONS 1. Must be a licensed real estate broker for at least 5 years and in good standing with the State of Florida. 2. Must have an excellent reputation in the real estate community. 3. Must be knowledgeable in the local real estate market and have experience with small and large commercial properties. 4. Must be knowledgeable in the use of all public real estate records. 5. Must maintain an office that complies with the state statutes and the rules of the Florida Real Estate Commission. 6. Must state a willingness to make the County properties available to other brokers through the local, state & National Multiple Listing Services. IV. REFERENCES - The County reserves the right to conduct reference checks for brokers/firms submitting proposals in response to this RFP. In the event that information obtained from the reference checks reveals concerns about the broker/firm’s past performance or their ability to successfully perform the contract to be executed , the County may, at its sole discretion, determine that the broker/firm is not the most qualified firm and may select the next highest-ranked firm whose reference checks validate the ability of the firm to successfully perform the work. The County also reserves the right to check references from others not identified by the broker/firm. V. EVALUATION PROCESS - The proposing broker/firm must include information documenting how the broker/firm meets the evaluation criteria and will be evaluated based on the weighting identified below. Categories / Criteria Score: 1 Ability of proposer to meet or exceed the requirements defined in this RFP (20%) 2 Experience, Qualifications and References (20%) 3 Knowledge of local real estate market (15%) 4 Fee Schedule (30%) 5 Completeness of Response to RFP (15%) Total 100 Points Max VI. FEE SCHEDULE – Brokers/Firm must include the following commissions, fees, costs, etc. Please define the proposed fee/commission as a percentage of the lease price. Also state your willingness to offer a portion of that amount to cooperating brokers. 1. For listing & leasing of properties. 2. For managing leased properties. 3. For the initial evaluation of County properties including market analysis. 4. Hourly rate for other real estate services not specifically listed herein. 5. Any other costs the County may anticipate relating to the real estate services to be provided. VII. SUBMISSION INFORMATION 1. Each submittal shall contain all of the required documentation provided with this RFP. 2. Only those firms or individuals submitting proposals which meet the requirements herein will be considered regardless of past contracts with the County. FORMAT: Statement of Qualifications should include the following: A. Cover letter which shall include name of firm, address and telephone numbers as well as a primary contact with phone number and e-mail address. B. Years in business, including prior firm’s names if any. C. Firm size, location, number and nature of professional staff to be assigned to the County. D. Staff experience, training and brief professional resume for each key person who will be performing the services for the County; Include commercial real estate designations (i.e. CCIM/SIOR). Include resume of commercial real estate transactions that show leasing experience. E. Firm experience (minimum 5 years) with proven pertinent prior transactions. F. Firm and/or staff experience working with governmental entities of similar size to the  County. Provide the broker/firm’s experience and knowledge of the local real estate market. G. Must submit three (3) references Please provide names, telephone numbers of contact person for each reference. H. Additional services offered through your firm I. List any current litigation, outstanding judgments, liens filed against the broker/firm. J. Fee schedule K. Provide a short resume of community involvement 3. MINIMUM QUALIFICATIONS: The County will only consider proposals by applicants who meet the minimum qualifications listed above. Applicants may be asked to provide documentation to verify qualifications. 4. EVALUATION COMMITTEE - An Evaluation Committee consisting of at least three members assembled by the