County of Amador
REQUEST FOR PROPOSALS
RFP No. 12-12
Contract Services
for
REAL ESTATE BROKER SERVICES
Deadline for Submission: 1:30 p.m. Thursday, October 25, 2012
UNDER NO CIRCUMSTANCES WILL LATE PROPOSALS BE ACCEPTED
Prepared for:
General Services Administration
County of Amador
12200 B Airport Road
Jackson, CA. 95642
(209) 223-6375
COUNTY OF AMADOR
REQUEST FOR PROPOSALS 12-12
REAL ESTATE BROKER SERVICES
____________________________________________________________________________
PROJECT DESCRIPTION SUMMARY
The County of Amador General Services Administration is seeking proposals for
the services of a Real Estate Broker (Broker) to provide Real Property Services for
selected County owned properties that are available to sell, develop, lease or convey.
The Broker shall act as a Broker/Consultant to the County to assist the County in
determining the disposition of all properties listed herein.
When deemed by the Board of Supervisors or General Services Director, the
Broker shall assist the County in obtaining the highest possible return on its real
estate investment by soliciting a qualified buyer, developer, or lessee who is financial
qualified to enter into a contract with the County. The Broker shall abide by all State
of California standards and practices required of a professional real estate broker at all
times. Broker shall conduct media advertising, list the property in the MLS or use any
other method available to brokers and perform activities expected from a qualified
broker in the industry to sell, develop or lease County properties.
BACKGROUND
Since the County inception it has accumulated many different properties
through their growth and development within the County. The County’s real property
list started out with 129 properties and after some title and deed research has reduced
this quantity to the existing 75 properties shown on Exhibit B.
The General Services Director is the County property Manager and recently
assembled a Real Property Working Group (Working Group) which includes two
County Supervisors, the County Chief Administrative Officer, the County Assessor,
and County Counsel County Community Development. During the meeting the
Working Group evaluated some of the County properties and agreed to first indentify
the disposition of properties (i.e. sell, develop, lease, mothball, or convey) and to obtain
assistance from a Real Estate Broker with Public property experience.
SCOPE OF WORK
The selected Broker will provide support and consultation to the County in the
areas of real estate that are available to sell, develop, lease or convey County
properties. The Broker shall work under the supervision of the General Services
Director and work closely with the Working Group and County Counsel. The
successful Broker shall agree to contract with the County for the following services:

Purchasing, marketing and sales of real estate owned or to be acquired
by the County;
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
Communicate, advise and negotiate with Sellers, Purchasers, Developers,
Investors, Lessees and other Public Agencies in the real estate
transactions on behalf of the County;

Provide information such as statistics, market analysis, pricing and
valuations, financial evaluations, etc.;

Evaluations of County properties to determine a course of action to sell,
develop, lease, mothball, or convey;

The Broker must be a member of local Multiple Listings Services (MLS).
Typical duties required to assist the County may include and not be
limited to the following:
o
Provide advice on pricing of properties for sale or purchase;
o
Provide advertising at Broker’s expense and properties media
appropriate for marketing such properties. In some instances
additional advertising may be paid by the County upon approval
by the County;
o
Provide recommendations to sell, develop, lease, mothball or
convey County properties;
o
Analyze and evaluate all offers presented to County and prepare
recommendations;
o
Present all offers presented on the County property to County staff
and County Counsel, along with analysis and recommendations;
o
Prepare and present any counter-offers or addenda requested by
the County;
o
Maintain escrow file for all transactions;
o
Provide accurate land use information as provided by the County
Planning and Community Development Department or the Public
Agency;
o
Consult for any land divisions, surveys, inspections, clean up, etc.
as may be necessary in connection with specific transactions;
o
Provide information and documents necessary for Escrow in
Preparation for closing, in conjunction with County Counsel;
o
Provide communication link between the County and the General
Service Director and/or the seller/seller’s agent.
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THE COUNTY’S ROLE
The Amador County General Services Director/Purchasing Agent or designee
will provide coordination and oversight of the work. County staff will also serve as a
resource in a collaborative effort with the chosen proposer. The selected proposer will
be required to work closely with the General Services Director and/or Working Group
for the County of Amador.
COMPENSATION AND REIMBURSEMENT OF EXPENSES
Compensation for the scope of work shall be through real estate brokerage
commission paid through the proceeds of sales of County properties. The County will
not be responsible for any commission shared by any contracted broker or a buyer’s
broker.
If the sale of any property does not close escrow for any reason, the broker will
not be entitled to any compensation. The County will not incur any responsibility for
expenses or services rendered by the broker in the performance of property sales. The
proposer shall bear all costs for developing their bid, attending meetings, participating
in conference calls, media advertising, soliciting buyers, showing property, and
completing all paperwork as required to submit an offer or to response to requests or
negotiations by the County when selling property.
In the event properties are not sold, and the Broker works as a consultant to
assist the County in development, leasing, conveyance, or other ancillary service
required of the County, the proposer shall be paid on a limit-not-to-exceed basis based
upon the hourly rates agreed upon between County and Broker. When working
hourly, no commission, compensation or reimbursement of expenses shall be allowed
unless agreed to prior to conducting work.
The California Constitution requires that any County contract that extends
beyond the current fiscal year must be subject to future appropriations.
PROPOSAL CONTENT
The proposal shall include the following as a minimum:
1.
Transmittal Letter: The letter shall state the location where the work is
to be performed, and be signed by a principal of the firm.
2.
Cover Page: Including firm name, title of proposal, and date;
3.
Executive Summary: An overview (1-2 pages only) of the entire proposal
describing its most important elements. The summary should present
the proposer’s basic scope of work, objectives and intended results of the
services to be provided. It should summarize how the services meet the
RFP requirements and why the proposer is best qualified to perform the
required work.
4.
Identity of Proposer: Legal name and business address of the agency or
organization making the proposal, legal form, proof of non-profit status,
and name, title, address and telephone number of broker and the name
title, address and telephone of the key representative.
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5.
Demonstration of Work Understanding: A detailed discussion of the
Work showing the proposer’s understanding of the requirements and
constraints.
6.
Work Plan: Detailed description of the approach and methodology to be
used to meet the objectives of the services to be provided.
7.
Staffing: List of personnel who will be directly assigned to the Work,
together with a discussion of responsibilities for these services and
resumes. Include an organizational chart of personnel involved in the
Work.
8.
Statement of Experience and Qualifications: Description of the nature of
the proposer’s present Work, including a mission statement; and a list of
current and past work on similar projects, staff who worked on those
projects, and corresponding client’s names, titles, and phone numbers.
For any projects referenced in the Statement of Experience and
Qualifications, list the involvement of the proposed staff members.
Broker must be licensed in good standing with the State of California,
must have an excellent reputation in the real estate community, must be
knowledgeable in local real estate market and have experience with small
and large commercial properties and must be knowledgeable,
experienced in the use of all public real estate transactions.
9.
Execution of Sample Agreement: A statement that the Sample Agreement
(see Exhibit A) has been reviewed by the appropriate personnel, and a list
of any exceptions or changes which are requested prior to execution of
the Agreement.
No requests for changes to the Agreement will be entertained other than
those presented in the proposal.
10.
Cost Proposal: A proposed real estate commission rate of XX% shall be
provided on gross real estate transactions. The proposal commission
percentage shall warrant that the fees from the commission rate are to
cover any and all costs, direct and indirect, for the services under which
property is sold for a period of two years.
In addition, a schedule of hourly rates shall be included for all other
consulting work in the case of development, lease, conveyance or other
ancillary services.
PROJECT SCHEDULE AND BUDGET
The proposer agrees that the compensation schedule for the brokerage services
to be rendered under the scope of work will be the rate they will recover for a
maximum of two-year period and any extensions thereof for properties being sold.
Compensation for scope of brokerage sale services as indicated shall be through
commercial real estate commissions paid through real estate transactions based upon
only the close of escrow or, in the case of development, lease, conveyance or other
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ancillary service shall be based upon a limit-not-to-exceed upon the hourly rates
agreed to between County and Broker. No other compensation or reimbursement
shall be provided.
PROPOSAL SUBMITTAL:
Proposals submitted must meet the following criteria to be acceptable for
consideration regarding this project:
1.
Submit ten (10) bound proposal copies and one electronic copy (CD) in
Microsoft Word no later than 1:30 p.m. Thursday, October 25, 2012 to
the Amador County General Services Administration, 12200 Airport
Road, Jackson, CA. 95642. (Note: Firms selected for interview may be
required to submit additional copies.)
2.
The proposal must be submitted in an envelope clearly marked with the
Proposer’s name and “RFP No. 12-12 Real Estate Broker Services”.
3.
Proposals received incomplete or late, for any reason, shall not be
accepted.
4.
All proposals submitted in response to this RFP will become the property
of the County and will not be returned. The County reserves the right to
make use of any information or ideas contained in the proposals. The
proposal itself shall not constitute a contract, but will, if accepted, be
incorporated into the contract between the County and the selected
proposer.
5.
Proposals submitted to the County become public documents subject to
disclosure once the proposal is awarded. If the proposer considers any
portion of their proposal to be confidential, the proposer must label each
and every page of the confidential portions as: “Trade Secret”,
“Confidential” or “Proprietary.”
The proposer must also list the
confidential material at the beginning its proposal, and provide
justification for not making such material public. The County shall have
the sole discretion to disclose or not disclose such material, subject to
any protective order that the proposer may obtain, but it is incumbent on
the proposer to assert its rights to confidentiality.
Please note: The successful Proposer shall be expected to fully meet all
representations made in its proposal, including demonstration of project
understanding, work plan, project schedule, project team, and cost proposal.
EVALUATION OF PROPOSALS
The County staff will evaluate the proposals as described below. Questions
concerning the project and/or proposal requirements should be directed to Jon
Hopkins, General Services Administration Director/Purchasing Agent for the County
by telephone at (209) 223-6759 or by email at [email protected].
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1.
Proposals shall be opened and checked to ensure that each complies
with the requirements of the RFP. The absence of required information
may render the proposal non-responsive and may be cause for rejection.
2.
Prior to final Proposer selection, a short list of qualified and responsive
Proposers may be requested to participate in an interview. The purpose
of the interview will be to provide an opportunity for each to present their
qualifications and proposals in person and to answer any questions that
the County may have regarding the Proposer’s submittals. If interviews
are to be held, the time and place of the interview will be arranged after
the short list is completed.
3.
Proposers will be ranked based on the criteria listed below:
a.
Demonstrated experience in providing real estate services for
public agencies as well as best efforts to determine whether the
property is best sold, developed, leased or conveyed and to pursue
the real estate transaction(s) necessary to reach sale, lease,
development or conveyance;
b.
Quality and responsiveness of the proposal;
c.
Appropriateness of the project approach and proposed project plan
and budget/real estate commission;
d.
Scope of work and tasks necessary with the appropriate activities
and services carried out to effectuate the real estate transaction
goal sought in a timely manner to full closure;
e.
Expertise, qualifications, and directly related experience of the
Broker/agent assigned to the real estate transaction;
f.
Technical merits of the proposal, including adequacy and
completeness of the information provided;
g.
References of the firm;
h.
Demonstrated ability to perform quality work and meet time
schedules;
i.
Ability to work and communicate effectively with the public, other
agencies and County staff.
4.
If agreement cannot be reached with the top ranked Proposer, the
County will then contact the next highest proposer and attempt to
negotiate a contract. This process will be continued until a contract is
successfully negotiated, or until the County determines to cease
negotiations with any proposer.
5.
The County is an Equal Opportunity/Affirmative Action Employer and
the successful proposer will be required to comply with the provisions of
Federal Executive Order 11246 and applicable state and federal laws.
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Proposers should be familiar with the Employers’ Practical Guide to
Reasonable Accommodations the Americans with Disabilities Act as
published by the Job Accommodation Network, a service of the U.S.
Department of Labor’s Office of Disability Employment Policy.
TERMS OF REQUEST FOR PROPOSALS
I.
1.
Acceptance of Proposals: The County reserves the right to reject any
and all proposals and to waive any informality, technical defect, or
clerical error in any proposal. This RFP is not an offer to contract.
2.
Oral Communications: Any oral communication between the County
and the proposer is not binding, nor will it modify the RFP in any way.
3.
Amendments: We expect that you may have questions as you prepare
your response to the RFP. To handle these questions most effectively
and to ensure that everyone has the same information, we request that
you promptly send a contact e-mail address to [email protected]
if you intend to submit a proposal. Answers to questions submitted to
the County regarding the RFP will be provided via e-mail and copied to
each firm that has submitted a contact e-mail address. Questions must
be received no later than Friday, October 19, 2012 at 5:00 p.m.
4.
Proposal Cost: The cost of developing the proposal is the sole
responsibility of the proposer; the County is not liable for any costs
incurred by those submitting proposals.
5.
Proposal Submission: Proposers may submit proposals by any means
(e.g., U.S. Mail, Fed Ex, courier, etc.). Proposals must be received at the
address noted by the deadline.
6.
Basis for Proposal: The RFP and any amendments to it represent the
most definitive statement the County will make concerning information
upon which proposals are to be based. Proposers will be assumed to
have thoroughly examined these documents. Any clarification to these
documents shall be requested in writing by the proposer at least one
week before the deadline for proposal submission.
Written
interpretations or changes to the RFP made by the County will be
furnished to all proposers receiving the RFP.
EXHIBITS
A
Sample Services Agreement:
Attachments A through C;
B
Amador County Property List.
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Real Estate Broker Services including