Real Estate Development Consultation Services

03 August 2022 Real Estate Development Consultation Services Professional advisory services related to planned capital investments to be made by the County in existing and planned real estate and public facilities (“Real Estate Service(s)”). 03 August 2022 Open 6/24/2022 8:00 AM PDT Type Request for Proposal (RFP) Close 8/10/2022 4:00 PM PDT Number RFP-121-2022 Currency US Dollar Sealed Until 8/10/2022 4:00 PM PDT Payment Terms 0% 0, Net 30 03 August 2022 Contacts Lynn Faulkenberry lynn.faulkenberry@multco.us Phone +1 503-988-7544 ext. 87544 03 August 2022 Commodity Codes Commodity Code Description 80130100 Real Estate Services 80131802 Real Estate Appraisal Services 03 August 202203 August 202203 August 202203 August 202203 August 202203 August 202203 August 202203 August 202203 August 2022 mailto:lynn.faulkenberry@multco.us AMENDMENT 1 / ADDENDUM 1: 

Addendum 1 has been posted on the Buyer Attachment page of this sourcing event.  Addendum 1 Includes: Deletion and replacement of language in “PURPOSE AND OVERVIEW” Deletion of language in “CONTRACT AWARD” Clarification to RFP __________________________________________________________________________________________ __________________________________ IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request Form" to gain access to participate in a formal Sourcing Event (RFP, RFPQ or ITB) is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date. Description PRE-PROPOSAL CONFERENCE: No Pre-Proposal conference is scheduled. SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Facilities and Property Management Division of the Department of County Assets, Multnomah County Oregon (the “County”) requests Proposals for professional advisory services related to planned capital investments to be made by the County in existing and planned real estate and public facilities (“Real Estate Service(s)”). The purpose of this solicitation is to secure Proposals for Real Estate Services from qualified Proposers who have prior experience providing commercial entitlement consulting and real estate and/or strategic planning services for large organizations. Successful Proposer should have experience and success in public presentations, meeting facilitation and experience with local jurisdictions. This RFP solicits Real Estate Service providers to submit a single, combined Proposal for the Real Estate Service category(s) in which they are interested and qualified. Proposer may submit Proposals for either one or two Real Estate Service categories as specified in Attachment A - Question 2.2.1. Supplier must provide an individualized response only to Question 2.2.1 as directed in Attachment A. Sub-consultants, subcontractors and vendors may be associated with more than one Proposal. Contingent Proposals will not be accepted. The County intends to award a separate contract for each of the following Contract Real Estate Service categories. Major Real Estate Service categories, for separate award, include: 1. Landlord and Tenant Lease Representation and Purchase and Disposition of Land / Buildings for use by the Joint Office of Homeless Services (JOHS). If the volume of work in Category 2 is Description https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah such that additional help is required, the awardee for Category 1 may be solicited to provide additional services as necessary to support Category 2. 2. Landlord and Tenant Lease Representation and Purchase and Disposition of Land / Buildings for use by Non-JOHS Departments. If the volume of work in Category 1 is such that additional help is required, the awardee for Category 2 may be solicited to provide additional services as necessary to support Category 1. 3. Real Estate Strategic Planning / Master Planning. INTRODUCTION AND PROGRAM HISTORY Multnomah County operates approximately 3.1 million square feet and is currently considering streamlining and modernizing its real estate holdings. In addition, the County is engaged in several major development project studies and acquisition of homeless shelter properties that could be implemented in the next five (5) years. All of this work by the County requires implementation of best practices and expertise that, in some cases, exceeds the County’s current professional capacity. As a result, the County is interested in engaging qualified consultants to provide “on call” Real Estate Services for the overall strategic planning effort and for real estate transactions and analysis. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS The County strongly encourages the participation of State of Oregon Certified Firms through the Certification Office for Business Inclusion & Diversity (COBID), in providing these services. TARGET POPULATION SERVED Contracted Real Estate Consulting Services will indirectly serve members of the public that use County facilities, including but not limited to: the citizens of Multnomah County, Multnomah County employees, and residents utilizing County owned/leased facilities. FUNDING Funding for professional services varies from year to year for Multnomah County Real Estate services. FPM is estimating approximately $200,000 to $350,000 annually in potential fees for these services. Funding of the work described in this RFP is not guaranteed. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. SCOPE OF SERVICES The successful Proposer will be responsible for working with and providing Real Estate Services as required, to the County, for market research and analysis, and either commercial real estate brokerage services, or master and space planning services These services include but are not limited to professional advice and counsel to the County to either facilitate highly-informed acquisition, disposition and leasing decisions by the County and to assist, as directed by the County in monitoring project development and implementation. Experience working with nonprofits and neighborhood associations is important. It is the County’s intent to utilize the services of the selected Real Estate Service providers on an “as needed” or “on-call” basis, depending on the status of the project and extent to which the County, in its sole discretion, determines that the advisory services of the selected consultant are needed. The selected consultant is expected to be capable of providing the following range of advisory services: Scope of services include but are not limited to the following Real Estate Service categories: 1. Landlord and Tenant Lease Representation and Purchase and Disposition of Land / Buildings for use by the Joint Office of Homeless Services (JOHS). a. Landlord and Tenant Lease Representation i. Requirements confirmation. ii. Location option analysis. iii. Market assessment and financial analysis. iv. Demographic impact analysis (user groups). v. Local market engagement strategy. vi. Recommendations and alternatives, including financial comparisons between leasing, owning and other alternatives over periods of time such as 20 and 30 years. vii. Negotiations with property owners and prospective tenants. viii. Final recommendation. ix. Escrow and documentation. b. Purchase and Disposition of Land and/or Buildings i. Assignment scope confirmation. ii. Market assessment and financial analysis. iii. Local market engagement strategy. iv. Alternatives and recommendations, including financial comparisons between leasing, owning and other alternatives over periods of time such as 20 and 30 years.. v. Negotiations with property owners and prospective tenants. vi. Final recommendation. vii. Escrow and documentation. 2. Landlord and Tenant Lease Representation and Purchase and Disposition of Land / Buildings for use by Non-JOHS Departments. a. Landlord and Tenant Lease Representation i. Requirements confirmation. ii. Location option analysis. iii. Market assessment and financial analysis. iv. Demographic impact analysis (user groups). v. Local market engagement strategy. vi. Recommendations and alternatives, including financial comparisons between leasing, owning and other alternatives over periods of time such as 20 and 30 years. vii. Negotiations with property owners and prospective tenants. viii. Final recommendation. ix. Escrow and documentation. b. Purchase and Disposition of Land and/or Buildings i. Assignment scope confirmation. ii. Market assessment and financial analysis. iii. Local market engagement strategy. iv. Alternatives and recommendations, including financial comparisons between leasing, owning and other alternatives over periods of time such as 20 and 30 years.. v. Negotiations with property owners and prospective tenants. vi. Final recommendation. vii. Escrow and documentation. 3. Real Estate Strategic Planning / Master Planning a. Regional and area growth modeling. b. Site specific master planning. c. Portfolio optimization modeling. d. Demographic change impact analysis. e. Regional partner engagement strategy. f. Department-wide and County-wide facilities and space planning FISCAL REQUIREMENTS AND REPORTING The County will determine the scope of work, including reporting needs, with the Real Estate Consulting Services Providers after the contract has been awarded. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING The following key performance indicators will be monitored by the County to determine if the Proposers who are selected for a contract resulting from this RFP are performing to the expected level of performance: 1. On-time performance: During the course of the contract, the County will notify the Proposer of work that needs to be performed and scheduled. The Proposer is expected to meet or exceed the schedule. 2. Additional performance measures will be developed on a project specific basis as part of a collaborative process, with the respective project delivery teams of the individual projects. 3. Performance meetings: The Proposer and Contract Administrator will meet, as needed, to discuss performance. Additional meetings are as requested by the Contract Administrator. CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposers with the highest scoring proposals in each Real Estate Service category. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. CONTRACT AWARD The County is seeking to award one contract award, per Real Estate Service category listed in the Scope of Services, as determined by the County, to the responsible Proposer(s) whose Proposal(s) the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP. A single Real Estate Service provider may be awarded contracts for one or a maximum of two of these categories provided the Real Estate Service provider has submitted Proposals for those categories. If there is no proposal submitted in a category, then the County reserves the right to negotiate with any Proposer in one of the awarded categories for those category services at the County’s discretion. After the seven (7) calendar-days intent-to-award protest period has expired and the County has resolved any or all protests, the County will proceed with the final award. The County reserves the right to award a contract to the responsible Proposer that has met the minimum Proposal requirements and has received the highest total score for the technical Proposal requirements. Multnomah County strongly encourages the participation of Minority-Owned, Women- Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM The County intends to award contracts for a period of three (3) years with two (2) optional one (1) year renewals as a result of this RFP. COMPENSATION AND METHOD OF PAYMENT 1. Compensation type. a. Compensation may be an hourly rate including approved expenses or commission- based depending on the Real Estate Service category awarded and the work performed. i. Commission-based categories.  Leasing as an Owner’s Representative and Tenant’s Representative.  Disposition of Land / Buildings.  Acquisition of Land / Buildings. ii. Hourly rate compensation.  Real Estate Strategic Planning / Master Planning.  Real Estate Analysis Projects not Related to a Transaction.  Additional Consulting Services as required by the County 2. Commission-based guidelines. a. If the property, for sale or lease, is owned by the County, then the County will be responsible for paying commission and varies on the subject property. b. Real property disposition. For the sale of any real property, the County shall pay at closing as follows: Sale price Commission $1 - $499,999 6% $500,000 - $1,499,999 5% $1,500,000 - $2,499,999 4% $2,500,000 - $19,999,999 3% $20,000,000 and above 2% This structure provides for full market compensation on small projects while acknowledging the economies of scale created by large projects. In the event that the buyer was represented by a real estate broker, they would be entitled to half of the above fee. c. Real property acquisition. For the purchase of any real property, commission fees will be paid by the Seller. The County will not agree to enter into a purchase agreement without the Consultant being paid a fee by the seller equal to at least half of the fee structure above for the sale of real property. d. Lease and Sublease assignments. Consultant shall be paid 6% of the total lease consideration if the lessee is represented by a real estate broker and 4% if the lessee is not represented. If the lessee is represented the fee would be split 2/3rds to the lessee’ s representative and 1/3rd to Consultant. Said fees shall be paid fifty (50%) percent upon lease execution and fifty (50%) percent upon commencement of the lease. e. Buy-out negotiations. Consultant shall be paid 5% of the total rental payment savings, less buyout costs if the lease is terminated. f. Lease Renewals/Restructuring. This fee will be paid by the landlord (If Landlord is County). The fee paid by a landlord is 2.5% of years 1-5. 1.5% of years 6 – 10. 3. Project negotiation and agreement. (Non-Commissioned based Projects) a. For each non-commission project that is assigned to the Consultant, the Consultant shall provide the Contract Administrator with a detailed project plan that includes expected compensation (not-to-exceed price for total work or commission schedule) to be performed with a timeline for completion. All rates proposed shall be in accordance with the fee schedules in the contract. b. The proposal shall include the following: i. Building or Project name; ii. Name and number of Consultant employees required to perform the Work; iii. Time frame for accomplishing the work; iv. Compensation or not–to-exceed price; and v. Written summary of the Work to be performed and any other pertinent information. c. Once the project plan is approved by the Contract Administrator, in writing, the work to be performed shall be in accordance with the timeline agreed to. d. Payments for services and reimbursable expenses shall be made monthly, following County’s review and approval of detailed invoices submitted by the Consultant and acceptance of the services or approval of reimbursable expenses by County. Marketing expenses are considered to be the cost of work and are not reimbursable. INSURANCE REQUIREMENTS The Proposer awarded a Contract as a result of this RFP will be required to provide the insurance described in the chart below. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution. Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000.00 $2,000,000.00 Commercial Gen Liability $1,000,000.00 $2,000,000.00 Commercial Auto Liability $1,000,000.00 N/A Workers Compensation (if applicable) $500,000.00 N/A MINIMUM REQUIREMENTS At the time ofproposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. 1. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. 2. Proposer Representations and Certifications 3. The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. 1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). 2. Proposers must submit verification that all insurance requirements are met. 3. Proposers must have a completed Pre-Award Risk Assessment (Section 1.20) if federal funds are used for this procurement. SCORING BREAKDOWN: Group/Question % of Total % of Group 2.1 Experience and Qualifications 35% 2.1.1 N/A 30% 2.1.2 N/A 30% 2.1.3 N/A 20% 2.1.4 N/A 20% 2.2 Approach to Work by Category 35% 2.2.1 50% 2.2.2 25% 2.2.3 25% 2.3 Consulting Services (Not scored) 0% 2.3.1 0% 2.3.2 0% 2.4 Responsible Business Practices 30% 2.4.1 N/A 33% 2.4.2 N/A 33% 2.4.3 N/A 34% Required to View Event Prerequisites Required to Enter Bid 03 August 2022 1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information. 2. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest. 3. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link. 4. VACCINE ATTESTATION - Please read the vaccine attestation requirements in the prerequisite link. 03 August 202203 August 202203 August 202203 August 202203 August 202203 August 202203 August 2022 Buyer Attachments 1. Procedural Instructions (Proposals) 2. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide 3. RFP-121-2022 ADDENDUM 1.pdf 4. Attachment A - Question 2.2.1.pdf 5. Sample Contract.pdf 03 August 202203 August 202203 August 202203 August 202203 August 202203 August 2022 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1060314-817777238Procedural%20Instructions_Proposals%2006.26.19%20%281%29.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1722634701&Signature=lX6qbLYWWthkAzVMAkG3Tat12Tk%3D https://multco.us/file/73233/download https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1060314-1291676010RFP-121-2022%20ADDENDUM%201.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1722634701&Signature=pAms%2FIMh3%2FvmsvOQmCFW2b9WVek%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1060314-1271470407Attachment%20A%20-%20Question%202.2.1.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1722634701&Signature=NyH1RupzAkHi29UDWJmC4g1wB7g%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1060314-1259002952Sample%20Contract.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1722634701&Signature=s117lpFXKLUmHujRS5vgMKGPeVk%3D Questions Required Questions Group 1.1: Company Certification Information - This section is not scored Instructions: 1.1.1 State of Incorporation 1.1.2 Date of Incorporation 1.1.3 ASSURANCES - Proposer attests that Proposer is either a non-resident proposer or a resident proposer, as described in ORS 279A.120, of the State of _________ and has not discriminated against any minority, women, or emerging small business enterprises certified under ORS 200.055 or a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontracts, in accordance with ORS 279A.110. Enter state of residency here: 1.1.4 Where Proposer is unable to certify to any of the statements in Proposer Representations and Certifications of the pre-requisite, Proposer shall provide an explanation to their offer here. 1.1.5 The Proposer certifies to the best of its knowledge and believe that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified in this sourcing event, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Proposer, Multnomah County may exclude the Proposer from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Proposer further certifies that the degree and extent of the relationship of the Proposer with these named firm(s)/individual(s) will be fully disclosed: 1.1.6 Upload additional explanation as needed 1.1.7 Name of person submitting the Proposal: 1.1.8 Title of person submitting the Proposal: 1.1.9 I represent that I am at least eighteen (18) years of age. 1.1.10 I represent that the printing of my name and the submittal of a Proposal is intended to authenticate this writing and to have the same force and effect as my manual signature. 1.1.11 I represent that I am either authorized to bind the Proposer, or that I am submitting the Proposal on behalf of and at the direction of the Proposer's representative authorized to contractually bind the Proposer. 1.1.12 I represent that the Proposer and/or its applicable representative(s) has reviewed the information contained in this Proposal and that the information submitted is accurate. Group 2.1: Programmatic Questions - Experience (35%) Instructions: 2.1.1 2.1.1 Provide a brief description of the firm size and five (5) year work history providing Real Estate Services for large organizations. Answer this question on a separate document and upload it as part of your response. Limit of four (4) pages total. Provide as a single PDF file. (30% Programmatic – Experience Group) 2.1.2 2.1.2 Describe work on past projects that include the following: 1) Past projects or work with large organizations or private companies; 2) Projects receiving multiple sources of public funding; and/or 3) Government projects and processes including organizational initiatives. Answer this question on a separate document and upload it as part of your response. Limit of four (4) pages total. Provide as a single PDF file. (30% Programmatic – Experience Group) 2.1.3 2.1.3Provide an organization chart showing the names and roles of staff that will be responsible for providing services for these projects. Provide a Matrix that outlines their roles, responsibilities and qualifications to perform the services in the scope of work. Describe your firm’s commitment to involve individuals throughout the term of the contract. For each individual, provide resumes and references. Answer this question on a separate document and upload it as part of your response. Limit of two (2) pages total, excluding resumes and references which are not counted towards the page limit. Provide as a single PDF file. (20% Programmatic – Experience Group) 2.1.4 2.1.4 Describe resources available to perform the work for the duration of the project and other on-going projects. Answer this question on a separate document and upload it as part of your response. Limit of two (2) pages total. Provide as a single PDF file. (20% Programmatic – Experience Group) Group 2.2: Programmatic Questions - Approach to Work by Category (35%) Instructions: 03 August 202203 August 202203 August 202203 August 202203 August 2022 2.2.1 Select one of the following options to respond to: Category 1 - Office Tenant Lease Representation and Purchase and Disposition of Land / Buildings for the Joint Office of Homeless Services (JOHS); Category 2 - Office Tenant Lease Representation and Purchase and Disposition of Land / Buildings for the Non-JOHS Departments; Category 3 - Real Estate Strategic Planning / Master Planning; Categories 1 and 3 - Office Tenant Lease Representation and Purchase and Disposition of Land / Buildings for the Joint Office of Homeless Services (JOHS), and Real Estate Strategic Planning / Master Planning, OR; Categories 2 and 3 - Office Tenant Lease Representation and Purchase and Disposition of Land / Buildings for Non-JOHS Departments, and Real Estate Strategic Planning / Master Planning. For each selected category, respond to the questions as set out in Attachment A and upload the response(s) to Supplier Attachments. (100% Programmatic – Approach to Work) Group 2.3: Programmatic Questions - Consulting Services (0%) Instructions: 2.3.1 2.3.1 Sometimes the County will need consulting services from its contracted Real Estate Services Providers. When requested, it is the County’s expectation that contracted firms will provide the requested services. Please list all of the general consulting services your firm is able to provide. Answer this question on a separate document and upload it as part of your response. Limit of two (2) pages total. Provide as a single PDF file. This section will not be scored. (0% Programmatic – Consulting Services Group) 2.3.2 2.3.2 Upload a comprehensive rate sheet for consulting services. Answer this question on a separate document and upload it as part of your response. Limit of two (2) pages total. Provide as a single PDF file. This section will not be scored. (0% Programmatic – Consulting Services Group) Group 2.4: Responsible Business Practice Questions (30%) Instructions: 2.4.1 2.4.1 Sustainable Business Practices: What sustainability practices and innovations does your firm engage in during the operations of your business? How has your firm demonstrated its commitment to sustainability through its own operations? Answer this question on a separate document and upload it as part of your response. Limit of one (1) page total. Provide as a single PDF file. (33% Programmatic – Responsible Business Practices Group) 2.4.2 2.4.2 Corporate Social Responsibility: Please provide a detailed description of your organization’s corporate social responsibility practices, including anti-harassment and accountability policies, pay equity, employee benefits such as health care and paid parental leave, and retirement benefits. Do not attach your policies or provide links to them in your response. Answer this question on a separate document and upload it as part of your response. Limit of one (1) page total. Provide as a single PDF file. (33% Programmatic – Responsible Business Practices Group) 2.4.3 2.4.3 Equitable Business Practices: How does your agency incorporate equity values, manage diversity, and systematically involve clients, staff, families, and communities in all aspects of policy and service delivery? Demonstrate through stories & metrics how your firm has created new ways to support equity through your growing workforce, recruitment, hiring, retention, promotion, leadership, mentorship internship, and succession planning. Answer this question on a separate document and upload it as part of your response. Limit of one (1) page total. Provide as a single PDF file. (34% Programmatic – Responsible Business Practices Group) 03 August 202203 August 202203 August 202203 August 202203 August 2022 Product Line Items Product Line Items There are no Items added to this event. 03 August 202203 August 202203 August 202203 August 2022 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Real Estate Consultation Services 1 USD - US Dollar Do not complete. This section is for administrative purposes onlyand does not require a response. 03 August 202203 August 202203 August 2022