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Posted on: June 27, 2022

[ARCHIVED] RFP - Real Estate Broker Services

Port of Port Angeles

Subject: Real Estate RFP

Date: June 27, 2022

Submission Date: July 15, 2022

 

The Port of Port Angeles, “Port,” is a municipal corporation established in 1923. The Port is responsible for promoting and enhancing the economic vitality of Clallam County through business development, job creation, and serves the community as both a public steward and an economically self-sustaining enterprise. The port operates, manages, and makes capital investments in multiple lines of business including marine facilities, marinas, airports, and industrial properties. These businesses include marine terminals, two airports, two marinas, industrial business parks, and other industrial and commercial properties.   More information about the Port available at the website:  www.portofpa.com 

 

Purpose of the Request for Proposal

This Request for Proposal “RFP” is being issued by the Port to secure proposals from qualified Consultants to provide Commercial Real Estate Brokerage Services to market and acquire tenants for Port properties that are both improved and vacant. The Port anticipates entering into a listing agreement with the selected Consultant based on the rates set out in the proposal. The Port is interested in obtaining tenants for the following uses:   maritime-dependent, aeronautical-dependent, industrial land, and other properties as required.   

The Consultant should have familiarity with laws and practices applicable to relevant local land use and zoning controls for properties, Port District regulations (RCW 53.08), DNR Aquatic Lands Management Agreements, Department of Revenue tax incentives, and current market values.  

The Port desires to contract with the selected Consultant as soon as practicable after award and approval by the Port Commission.  

 

Scope of Services

The Consultant must be regularly established in the industry of providing commercial real estate services and have experienced personnel able to provide the required services. Port may request information substantiating the above requirements. Failure to provide this information may result in a contractor’s proposal being declared non-responsive

The Consultant will work under the direction of the Port’s Director of Economic Development, and other staff as required, and will be identified as an independent contractor.  Consultant shall be responsible for the marketing of all real estate identified by Port. 

All proposed leases will be approved by the Port. The broker will not take any action that will bind or purport to bind the Port.

 

Scope of Work to be Performed:

  • Conduct a review of all the properties provided by the Port
  • Provide a Marketing Plan for the properties to maximize exposure to potential tenants   
  • The Consultant will photograph and gather data as required to list the properties 
  • List the properties on appropriate commercial listing services
  • Coordinate with the Port to show the property to potential tenants
  • Provide written updates to Port on the status of listings, inquiries, and prospects
  • With Port guidance, negotiate the terms of the lease agreement. Analyze and prepare alternative term sheets including impact of incentives per year and over the term of the lease. 

 

Deliverables

Written review of properties, and listing recommendations

Written monthly updates to Port on the status of listings, inquiries, and prospects

Written monthly review and strategy plan

 

Guidelines

Any proposal received at the designated location after the required time and date specified for receipt shall be considered late and non-responsive. Any late proposals may not be evaluated for award.

Proposals submitted shall be valid for 120 days following the closing date noted above. Port and the Consultant may extend this period by mutual written agreement.

Except for communications and due diligence expressly permitted by this RFP, communications by Consultants with the Port regarding the RFP are strictly prohibited from the date of this RFP through the date Port completes or terminates the RFP process, as publicly disclosed by Port. Consultants violating the communications prohibition may be disqualified, at Port’s option.

Award of the contract resulting from this RFP will be based upon the best value approach, which considers the combination of consultant qualifications and the proposed cost for the services requested.

Port reserves the right to:

  • Reject any or all offers and discontinue this RFP process without obligation or liability to any potential vendor.
  • Accept other than the lowest-priced proposals based on other factors.
  • Award a contract on the basis of initial offers received, without discussions or requests for best and final offers.

 

Withdrawal

The Consultant may withdraw its proposal at any time prior to the deadline for submission upon presentation of a written request to the Port.

 

Costs

The Port will not pay for any information herein requested, nor is it liable for any costs incurred by the Consultant.

 

Oral Presentations

All Consultants may be required to make one oral presentation in person or by video call. The Port will contact those Consultant(s) to schedule such a presentation. The Port will not be responsible for any costs associated with any presentations related to this RFP process.

 

Public Records

The information submitted in response to this RFP will be subject to the disclosure requirements of Washington’s Public Records Act, Ch. 42.56 RCW. In addition, any proposal that Port staff recommends to the Port Commission for selection will appear on a publicly posted agenda for the Port Commission meeting at which the staff recommendation will be made.

 

Detailed Response Requirements

  1. Firm’s Qualifications
  • Provide a general description of the prime real estate firm proposed to lead the effort.
  • Describe the Firm’s history and qualifications to conduct the services described.
  • Identify any other firms and or individuals proposed to make up your team. Based on your understanding of the project, include an explanation of how this team will be organized and managed.
  • Provided background resumes demonstrating the experience of key professionals making up the proposed team. Indicating the status of professional real estate licensing and other professional qualifications.
  • Describe successful projects of a similar nature completed by your team members.
  • Describe their locations, financial outcomes, and provided letters of recommendation and/or owner contact information that the Port may use as a reference
  • Describe any potential conflicts of interest.
  1. Consultant Qualification and Experience (Key Personnel)

Describe how your team is qualified in the following areas:

  • Knowledge of the local real estate market.
  • Number of years the broker(s) have held a license.
  • The number of years in commercial real estate leasing.
  • Experience in commercial leasing within the last five years.
  • The number of completed industrial leasing transactions within the last five (5) years.   Identify the types of tenants, size of the facilities and location.
  • Describe experience with Washington RCW Title 53 Port Districts, 53.08 Lease of Port Property.
  • Describe experience with Department of Revenue tax incentives that would apply to a potential tenant.  Describe any additional incentives that may be applicable.
  1. Approach to Scope of Work
  • Prepare a market analysis and provide a recommended lease rate range based on current market
  • conditions.   Create and present market feasibility, timeframe to establishing a tenant, and opinion of lease rate.   Provide an overview of the marketing and advertising strategy. 
  • Potential key markets include aviation and aerospace, advanced composites, marine trades, and general manufacturing. 
  • Identify tasks that will be performed by your firm and tasks that will be performed by Port’s staff.  The cost of all forms of marketing and advertising shall be the responsibility of the Consultant. 

    References

Please provide three references who are clients for whom similar work has been performed.

 

  1. Fee Proposal

Describe your billing procedure, such as hourly rates, with a not-to-exceed contract amount.  Identify which services are billed at each rate, as required.  

 

Incomplete Proposals

If the information provided in a consultant’s proposal is deemed to be insufficient for evaluation, Port reserves the right to request additional information or to reject the proposal outright. False, incomplete, or non-responsive statements in connection with a proposal may be sufficient cause for its rejection. The evaluation and determination of the fulfillment of the requirements will be determined by Port and such judgment shall be final.

 

Reimbursement for Proposal Preparation

There is no expressed or implied obligation for Port to reimburse responding company for any expenses incurred in preparing proposals in response to this request. Port reserves the right to retain all proposals submitted and to use any ideas in a proposal, regardless of whether that proposal is selected.

 

Evaluation Criteria

The following guidelines will be used to analyze and evaluate all proposals received. The Port reserves the right to evaluate all factors deemed appropriate, whether or not such factors have been stated in this section.

The Port will evaluate each proposal based on:

  • Experience and Qualifications of the firm and key personnel to perform the services requested.
  • Approach to meet the requirements of the Scope of Services.
  • Reach of marketing the property.
  • Fee schedule or commission structure.

 

Schedule and Award

  • Advertise and post RFP on website                                                         June 27
  • Proposal submittal deadline to Port                                                         July 15
  • Review of proposals                                                                                  July 15-31
  • Anticipated date of consultant selection                                                   Aug. 1

 

Contract Negotiations

Once the Consultant has been selected to perform the services, negotiations will be initiated. Port expects engagement negotiations to be brief.  If the agreement cannot be negotiated quickly with the selected Consultant, Port may, in its sole discretion, terminate negotiations and commence engagement with another party.

 

General Proposal Conditions

Any amendments will be posted on the Port’s website before the due date. All information provided to a consultant will be given in e-mail communication to all respondents and/or posted on the Port’s website. Written approval from the Port will be required for any news releases regarding the award of contract. This RFP is not an offer of a contract.   Acceptance of a proposal does not commit the Port to award a contract to any Consultant, even if the Consultant satisfied all requirements stated in this RFP.  Publication of this RFP does not limit the Port’s right to negotiate for the services described in this RFP.  Port reserves the right to choose to not enter into an agreement with any of the respondents to this RFP.  The information a consultant submits in response to this RFP becomes the exclusive property of Port.

 

Reservations by Port

The Port reserves the right to cancel or modify this RFP at any time and to reject any or all proposals submitted. The Port will not be liable for any costs Consultant incurs in connection with the preparation or submission of any proposal.  If the Consultant submits a proposal, the Port reserves the right to make such investigations as it deems necessary to determine Consultant’s satisfaction of the qualifications and ability to furnish the required services, and Consultant agrees to furnish all such information for this purpose as the Port may request. The Port also reserves the right to reject the proposal of anyone who is not currently in a position to perform the contract, or who has previously failed to perform similar contracts properly, or in a timely manner. The Port reserves the right to reject, in whole or in part, any and all proposals received; to waive minor irregularities; to negotiate in any manner necessary to best serve the public interest, and to make a whole award, multiple awards, a partial award, or no award. The Port reserves the right to award a contract, if at all, to the company which will provide the best match to the requirements of the RFP and the consulting services needs of the Port, which may not be the proposal offering the lowest fees. The Port may take into consideration any factor it considers relevant, such as past experience, the ability to perform the requirements stated in the RFP and other relevant criteria. The Port is not required to accept for consideration any proposals that fail to address or do not comply with each of the requirements or the criteria set forth in this RFP. The Port reserves the right to enter into discussions and negotiations with one or more organizations selected at its discretion to determine the best and final terms. The Port is not under any obligation to hold these discussions or negotiations with each organization that submits a proposal. The Port reserves the right to request additional documentation or information from respondents. Requested information may vary by respondent. The Port may ask questions of any respondent to seek clarification of a proposal or to ensure the respondent understands the scope of the work or other terms of the RFP.

 

Point-of-Contact

Any questions concerning specifications or requirements must be directed to leaseadministrator@portofpa.com via email no later than 4:30 PM on July 15.

Cherie Gottschalk, Lease Administrator

leaseadministrator@portofpa.com

PO Box 1350

338 West First Street

Port Angeles, WA 98362

360-417-3435 desk

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