Request for Proposals - Commercial Real Estate Copyright 2014
City of Dubuque Action Items # 5.
ITEM TITLE: Request for Proposals - Commercial Real Estate
SUMMARY: City Manager recommending approval to release a
Request for Proposals for real estate services related to
properties owned by the City of Dubuque.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Commercial Real Estate RFP-MVM Memo City Manager Memo
Staff Memo Staff Memo
RFP Real Estate Services Supporting Documentation
THE CITY OF Dubuque
UBE I
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Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Commercial Real Estate Services
DATE: June 10, 2016
Economic Development Director Maurice Jones recommends City Council approval to
release a Request for Proposals for real estate services related to properties owned by
the City of Dubuque. The marketing of City-owned land that is available for lease could
benefit from the expertise of a realty specialist.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Maurice Jones, Economic Development Director
Dubuque Economic Development Department
THE CITY OF 50 West 13th Street
All-Am,ftlily Dubuque,Iowa 52001-4864
DUB3 &kE1 I Office(563)589-4393
TTY(563)690-6678
® http://www.cityofdubuque.org
Masterpiece on the Mississippi 200.2012.2013
TO: Michael Van Milligen, City Manager
FROM: Maurice Jones, Economic Development Director
SUBJECT: Request for Proposals of Commercial Real Estate Services
DATE: June 7, 2016
INTRODUCTION
The purpose of this memorandum is to forward for approval a request for proposals for
real estate services related to leasing of properties owned by the City of Dubuque.
BACKGROUND
During the course of normal economic development activities related to the lease of
City-owned property, it is our belief that the marketing and pricing of City-owned land
could benefit from the expertise of a realty specialist.
DISCUSSION
It is in the best interest of the City of Dubuque to procure the services of a realtor or
realty firm with appropriate sales experience and market awareness to dispose of
Council-identified current and future surplus properties. Securing real estate services
will reduce the burden on City staff, will provide consistency to the process of divesting
land, and will ensure that municipal land assets are being utilized most effectively. It will
also ensure value for taxpayers' dollars by providing efficient and timely marketing and
transactions.
The City of Dubuque is seeking the services of an experienced and proven realtor/realty
firm with local and national connections to provide marketing expertise on the lease of
City-owned properties
RECOMMENDATION/ ACTION STEP
I recommend release of the attached request for proposals seeking real estate broker
services for the City of Dubuque.
CITY OF DUBUQUE
REQUEST FOR PROPOSALS
REAL ESTATE BROKER SERVICES
1. Overview
The City of Dubuque Iowa is hereby requesting proposals from qualified, real estate
brokers to assist with the lease of City-owned, selected real properties, which are/
become vacant. It is the intent of this Request for Proposals to have the successful
broker enter into a professional services contract with the City to provide real estate
services as outlined herein.
The City is seeking brokers with experience in marketing and leasing properties for
owners with diverse portfolios of properties to best position selected properties in its
small inventory. The broker should have some familiarity with laws and practices
applicable to municipal real estate matters, including relevant local land use and zoning
controls for properties as governed by the Dubuque City Code, which is available online
at http://www.cityofdubugue.org/350/Planninq-Zoning.
2. Scope of Work
The Scope of Work is attached to this document as Exhibit A and is confined to those
properties listed in Exhibit C, as amended from time to time.
3. Schedule of Work
The City of Dubuque is prepared to issue a Notice to Proceed upon acceptance of the
best qualified proposal and execution of a contract, subject to City Council approval.
The City desires to list its properties no later than one month after the issuance of the
Notice to Proceed. Currently, the City has properties in the Dubuque Industrial Center
West, Dubuque Industrial Center South, the Dubuque Technology Park, Port of
Dubuque, and Kerper Boulevard that the City is interested in leasing as soon as
possible.
If the City Council approves any proposed lease or disposition of a subject property, the
City would then enter into a listing agreement with the selected firm based on the rates
set out in the proposal.
4. Award Criteria
Proposals will be evaluated and scored based on the following criteria and points:
Experience and Qualifications: Demonstrated prior experience with commercial leasing
transactions of similar scope and complexity and the effectiveness of the proposed real
estate transaction process in a municipal context and knowledge of the Dubuque real
estate market. For proposals submitted from outside the Dubuque MSA, it is required to
work/partner with a local realtor or real estate firm for the proposal submission and
activities under the scope of work. For proposals from within the Dubuque MSA, it is
required to work/partner with a national realtor or real estate firm for submission and
activities under the scope of work. (50 points)
Commission Structure: Competitiveness of pricing proposal (25 points)
Key Personnel and Resources: Demonstrated competence and experience of firm's
personnel responsible for performing work and providing services (25 points)
A proposal review team will be assigned to evaluate all responsive proposals received
by the City. The review team will consider the information in the proposals as outlined
above. It should be noted that the contract resulting from this RFP will be awarded to
the respondent whose proposal is determined to be in the "best interest" of the City.
Therefore, the proposal offering the lowest cost may not necessarily be the proposal
that is selected for award. It is anticipated that the selection will be completed in July
2016.
The City reserves the right to reject any or all proposals, to waive informalities in the
process, provided the informalities do not affect the price, quality or performance, and to
accept, modify or reject any item or combination of items. The award will be made to the
respondent whose proposal, in the opinion of the City, best takes into consideration all
aspects of the respondent's proposal and represents the most beneficial procurement
as determined by the City. The City reserves the right to contact any respondent, to
conduct interviews or request additional information. In the event that the respondent to
whom the award is made does not execute a contract within 30 days from the award,
the City may give notice to such respondent of intent to award the contract to the next
most qualified respondent, or to call for new proposals.
Proposals will be accepted from thoroughly competent, experienced and financially
qualified individuals or firms as determined solely by the City. Respondents are
responsible for submission of accurate, adequate and clear descriptions of the
information requested. Omissions, vagueness or inaccurate descriptions or responses
shall not be interpreted in favor of the respondent and shall be grounds for rejection.
This document is not an offer to contract, but is an RFP. Neither the issuance of the
RFP, preparation and submission of a response, nor the subsequent receipt and
evaluation of any response by the City, will commit the City to award a contract to any
respondent even if all of the requirements in the RFP are met. The City may modify
these requirements in whole or in part and/or seek additional respondents to submit
quotations. Only the execution of a written contract will obligate the City in accordance
with the terms and conditions contained in such contract.
Respondents may be required to make a presentation of their qualifications to the
proposal review team.
5. Qualification Requirements/Proposal Format
The proposal should include the following clearly-labeled sections to coincide with this
RFP:
• Description of your firm including size of firm, location, number and nature of
the professional staff to be assigned to the City.
• 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 commercial real
estate experience.
• Experience in assisting similar entities, including any and all services for
government agencies. List of at least three (3) references where and when your
firm provided similar services. Please provide names and telephone numbers of
contact persons for each reference.
• The City is interested in a real estate marketing process that is as publically
accessible as possible. Please propose a process and anticipated timeline that
includes a discussion of how you intend to market the property, inform and
update City staff and how your proposed process addresses potential issues,
conflicts of interest or challenges the City may anticipate in leasing municipal
property.
• Additional services offered through your firm, if any that may be relevant to the
lease of property.
• The proposed term and fee schedule, including your commission rate and any
other costs for leasing property and how the rate varies in the event there is
another broker involved in the transaction.
• Please provide one (1) original and three (3) copies of the proposal response.
6. City Contact Person
If there are any questions concerning this RFP, please contact Maurice S. Jones,
Economic Development Director, City of Dubuque at MJones@cityofdubuque.org
7. Proposal Due Date
Proposals will be accepted until Tuesday June 28, 2016 5:00 P.M CST in the
Economic Development Office, City of Dubuque, City Hall, 50 West 13th Street,
Dubuque, Iowa 52001 and should be mailed or delivered in person in a sealed envelope
to the attention of Maurice Jones, Economic Development Director
8. Liability Requirements
As required by the attached professional Services Insurance Schedule. Exhibit B
9. Cancellation
Any violation of the terms, conditions, requirements and/or non-performance of the
agreement resulting from this RFP shall result in immediate cancellation. The
agreement may be cancelled by the City for any other reason(s) upon 30 days written
notice.
10. Additional Terms and Conditions
• The successful respondent must comply with all federal, state and city of
Dubuque statues and codes as may be applicable to the scope of work detailed
herein, including all labor laws.
• All respondents must quote their fees in the proposal response clearly labeled
"Cost Summary Section."
• Proposals and prices must remain valid for three (3) months.
EXHIBIT A
REQUEST FOR PROPOSALS SPECIFICATION
EXHIBIT A
SCOPE OF WORK
The selected firm will be responsible for assisting the City with commercial brokerage
services, representing the City's interest in marketing and negotiating leases for
assigned real estate properties, vetting tenants and/or sub-tenants, and potentially
providing other commercial real estate related services as requested.
The successful respondent shall agree to contract with the City to provide the following:
• Assist the City in creating optimal disposition strategies for select City properties
to ensure greatest market and optimum return
• Advice regarding building and property rental valuation, including suitability for
leasing;
• Evaluate offers received and prepare narrative analysis of each offer.
• Strategic planning for property leasing and/or disposal; Provide economic
analysis of all offers and prepare report of such analysis.
• Progress updates and maintain timely telephone and e-mail contact with
assigned staff when there are active interests and transactions;
• Recommend the best possible offer, providing backup as necessary to
substantiate.
• Prepare executive summaries and presentations for the City.
• Coordinate legal, appraisal, survey and title work.
In addition, the successful respondent may also be required to:
• Make presentations at public meetings;
• Consult with City Attorney's Office on real property deed restrictions and/or
conditions (e.g., easements, covenants, etc.); and
• Handle all other customary activities and services associated with rental real
estate transactions.
Deliverables may include valuation, marketing and strategic planning reports as
specified in each task order that may be issued during the term of the agreement.
EXHIBIT B
INSURANCE CERTIFICATE
EXHIBIT B
City d Dubuque Insul Requirements for Professional Services
Insurance Schedule C
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