1-2025.10.06.RFP 25-012.Real Estate Leasing.pdf

Request for Proposals for

Real Estate Leasing Services

Retail/Commercial/Office Spaces in Salt Lake City

RFP #25-012

Issued by:

Housing Authority of Salt Lake City

Publication Date:

October 6, 2025

Housing Authority of Salt Lake City | www.haslcutah.org 1776 S. West Temple, Salt Lake City, Utah 84115

Paul Edwards | Acting Procurement and Contracts Manager | pedwards@haslcutah.org http://www.haslcutah.org/ mailto:pedwards@haslcutah.org

Housing Authority of Salt Lake City RFP #25-012 | Real Estate Leasing Services Procurement and Contracts Page 2 of 10

1. TABLE OF CONTENTS

2. PROPOSAL TIMELINE

3. BACKGROUND AND PURPOSE

4. SCOPE OF SERVICES

5. CONTRACT LENGTH

6. MINIMUM QUALIFICATIONS

7. PROPOSAL EVALUATION CRITERIA AND SCORING

8. PROPOSAL FORMAT

9. QUESTIONS CONCERNING PROPOSAL

10. PROPRIETARY INFORMATION

11. ANTI-HARASSMENT/DISCRIMINATION

12. LICENSES, PERMITS, AND TAXES

13. TAX EXEMPTION

14. DISPUTES

15. INSURANCE REQUIREMENTS

16. RESPONSIBILITIES OF PROPOSERS

ATTACHMENT A – VENDOR/CONTRACTOR INFORMATION

ATTACHMENT B - CERTIFICATION REGARDING DEBARMENT OR SUSPENSION

ATTACHMENT C - NON-COLLUSION AFFIDAVIT OF CONTRACTOR

2. PROPOSAL TIMELINE

3. BACKGROUND AND PURPOSE

Housing Authority of Salt Lake City (“HASLC”) and its affiliate Housing Assistance Management

Enterprise (“HAME”) are long-standing developers, owners, and managers of affordable and mixed-income housing within Salt Lake City. With over 30 years of experience, they own and operate 35+ affordable housing properties in Salt Lake City. They have also been active in affordable and market-rate multifamily housing and supportive service programs. As governmental entities, they receive funding primarily from the U.S. Department of Housing and Urban Development (HUD), supplemented by state, local, and philanthropic sources.

Proposal Publication Date October 6, 2025

Questions Due October 10, 2025, by 5:00 pm MDT

Question Responses October 15, 2025, by 5:00 pm MDT

Issue Addendum (if necessary) October 17, 2025, by 5:00 pm MDT

Proposal Submission Due Date October 22, 2025, by 5:00 pm MDT

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HASLC and HAME are actively engaged in developing additional projects, some of which include retail, commercial, and office components. A sizable portion of these development projects are funded through Low Income Housing Tax Credit (LIHTC) funding along with funds through equity investors and commercial lenders. To advance these efforts, HASLC seeks a qualified real estate firm to provide comprehensive leasing and brokerage services for its retail/commercial/office portfolio. The selected firm will work closely with HASLC’s Executive Director and designated staff to secure commercial tenants whose uses are compatible with and supportive of the surrounding properties and resident communities.

HASLC will conduct this procurement using the Competitive Proposals method under 2 CFR

200.320(b)(2). Award will be given to the responsible firm whose proposal is most advantageous to

HASLC, price and other factors considered.

4. SCOPE OF SERVICES

HASLC is soliciting proposals from experienced real estate firms to provide exclusive leasing and marketing services. The firm selected will provide full brokerage services for HASLC and HAME with respect to retail, commercial, and office spaces located in current and upcoming developments.

Services will include the following:

a. Strategic Advice on Leasing and Marketing Approaches o Develop and recommend overall leasing strategies, tenant-mix goals, and positioning of

HASLC/HAME commercial spaces.

o Advise on competitive rental rates, lease terms, incentives, and renewal strategies.

o Recommend marketing channels, branding approaches, and outreach strategies tailored to the Salt Lake City market and relevant submarkets.

b. Ongoing Data Gathering and Reporting on Market Conditions o Monitor market rents, absorption rates, comparable developments, and trends in retail, commercial, and office demand.

o Prepare regular written reports (quarterly or as requested) summarizing market findings and their implications for HASLC properties.

o Provide data-driven recommendations to inform leasing decisions and future project planning.

c. Active Brokering and Marketing of HASLC/HAME Commercial Spaces o Actively promotes available spaces through multiple channels, including broker networks, online platforms, signage, and targeted outreach.

o Prepare professional marketing materials and campaigns, subject to HASLC advance approval and funding.

o Maintain a log of marketing activity, prospective tenants contacted, and showings conducted.

d. Assistance in Tenant Lease-In and Negotiations o Identify and screen prospective tenants with attention to HASLC’s goals of supporting community-serving and compatible uses.

o Lead negotiations on HASLC’s behalf, including drafting letters of intent and coordinating lease execution.

o Assist in tenant onboarding, including coordination of build-out schedules, move-in logistics, and compliance with lease terms.

o Provide regular status updates on negotiations and executed leases.

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e. Support with Market Studies and Sub-Market Analysis o Perform or assist with targeted market studies for existing and planned HASLC developments.

o Provide analysis of specific sub-markets (e.g., small businesses, nonprofits, service providers) to inform leasing strategies.

o Offer advisory input on retail/office components of HASLC projects still in design or pre-development stages.

f. Example Retail/Commercial/Office Spaces to be Marketed.

o The Grove - Approx. 15,000 to 18,000 in Northwest Pipeline reconstruction and new construction projects.

o Capitol Homes - Approx. 2364 sq/ft.

o 9th East Lofts - Approx. 2410 sq/ft.

o West Temple Offices – Approx. 13,000 sq/ft.

o Additional spaces in development/design processes that will include retail/commercial/office space:

1. Mansell Manor

2. Granary Junction (advice only)

5. CONTRACT PERIOD

This engagement will last for an initial two-year term, with the option to extend up to three additional one-year terms, up to five (5) years total.

6. MINIMUM QUALIFICATIONS

To be considered responsive, proposers must demonstrate the following minimum qualifications:

a. Known, Active and Established Firm – Proposer must be a licensed real estate brokerage firm, in good standing in the State of Utah, with an established reputation for professionalism, integrity, and successful leasing performance.

b. Salt Lake City Market Experience – Proposer must demonstrate active and recent experience in leasing retail, commercial, or office space within the Salt Lake City market.

c. Leasing Expertise – Proposer must show capacity to provide comprehensive leasing services, including strategy development, market analysis, marketing, and negotiation.

d. Community/Submarket Experience – Proposer must demonstrate familiarity with leasing to diverse submarkets, including small businesses, nonprofit organizations, and service providers, and an understanding of how to integrate such tenants into community-oriented projects.

e. Financial Capacity and Fee Structure – Proposer must have the ability to deliver services under reasonable and competitive fee structures, including flexibility for customized arrangements.

f. References and Performance History – Proposer must provide at least three verifiable references from recent clients for whom similar services have been performed.

Failure to demonstrate these minimum qualifications may result in rejection of the proposal without further evaluation.

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7. PROPOSAL EVALUATION CRITERIA AND SCORING

Proposals that meet the minimum qualifications will be evaluated based on the following weighted criteria:

Criterion Description Weight

Known, Active Firm with Strong Reputation

Demonstrated history of providing professional leasing services, including firm stability, broker credentials, and reputation in the community.

20%

Demonstrated Knowledge of and Experience in Salt Lake City Market

Evidence of recent leasing experience and understanding of Salt Lake City submarkets, including knowledge of current rents, demand drivers, and comparable properties.

20%

Comprehensive yet Targeted Leasing Approach

Quality and clarity of the proposed leasing strategy, marketing plan, reporting methods, and capacity to meet HASLC’s goals.

10%

Experience with Sub-Markets Demonstrated ability to attract and negotiate with small businesses, nonprofits, and community-oriented tenants; examples of successful placements.

10%

Reasonable and Competitive Fee Structure

Proposed commission schedule, fee model, or other structure, with consideration for cost-effectiveness and flexibility.

20%

Strong References Quality and relevance of references, including confirmation of performance, responsiveness, and results.

20%

8. PROPOSAL FORMAT

Each proposal must include:

a. Letter of Interest – Firm overview, Salt Lake City presence, and summary of qualifications.

b. Qualifications Narrative – Explanation of how your firm meets the criteria above.

c. Experience & Past Performance – Examples of relevant leasing assignments, including references.

d. Proposed Services Approach – Technical approach, staffing plan, and interaction with HASLC.

e. Fee Proposal – Proposed commission, flat fee, or hybrid structure.

f. Vendor/Contractors Information Form (Attachment A) completed.

g. Certification Regarding Debarment Or Suspension Form (Attachment B) completed.

h. Non-Collusion Affidavit Of Contractor (Attachment C) completed.

9. PROPRIETARY INFORMATION

The proposal of the selected Proposer will become public information. Proprietary information can be protected under limited circumstances, such as for client lists and non-public financial statements.

Pricing and service elements, however, are not considered proprietary. An entire proposal may not be marked as proprietary. Contractors must clearly identify proprietary information they request to be protected in the Executive Summary of their proposal and the body of their proposal.

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10. INSURANCE REQUIREMENTS

The successful Proposal will be required to secure and maintain the following insurance coverage:

Professional Liability / Errors and Omissions:

$500,000, which includes coverage for negligent professional acts, errors, and omissions with HASLC listed as an additionally insured; and

Commercial General Liability (Bodily Injury and Property Damage):

$1,000,000 combined single limit bodily and property damage liability per occurrence and

$2,000,000 in the aggregate with HASLC/HAME listed as an additionally insured; and

Comprehensive Automobile Liability: $500,000 combined single limit bodily and property damage liability per occurrence and aggregate with HAME listed as an additionally insured; and

Workers’ Compensation: As required by law, HASLC is listed as an additionally insured.

Failure to maintain and/or failure to provide proof of insurance as required in this RFP, or by law, is grounds for immediate termination of the contract. In addition, the successful Proposer shall be liable for all re-procurement costs and any other remedies under the law.

11. ANTI-HARASSMENT/DISCRIMINATION

HASLC does not tolerate any form of harassment of its employees or residents. Harassment is defined as any unwelcome verbal, non-verbal, or physical conduct based on race, color, religion, sex (including pregnancy and gender identity), national origin, age (40 or older), disability (mental or physical), genetic information, sexual orientation, or familial status. If harassment is reported and confirmed, it may serve as grounds for immediate termination of a contract, regardless of any other termination provisions within the contract.

12. LICENSES, PERMITS, AND TAXES

The successful Proposer shall secure and pay for all federal, state, and local licenses and permits required for the performance of the work and/or services provided for herein. HASLC will cooperate with the successful firm in obtaining all licenses and permits and will execute such documents as shall be necessary or appropriate for such purposes. A successful firm shall pay for all taxes and assessments attributable to the performance of the contract work and/or services provided herein, including but not limited to sales taxes, excise taxes, payroll taxes, and federal, state, and local income taxes.

13. TAX EXEMPTION

HASLC is exempt from Utah sales, use, tourism, and motor vehicle rental tax for direct purchases of materials and supplies. A copy of the Utah State Tax Exemption Certificate will be issued upon request. HASLC’s federal identification number is 87-0453171.

14. DISPUTES

In the event of any doubt or differences of opinion as to the participation sought hereunder or the interpretation of the provisions of the RFP, a dispute process shall apply as outlined in the adopted HASLC Procurement Policy.

15. RESPONSIBILITIES OF PROPOSERS

The firm awarded the RFP shall comply with all applicable federal, state, and local laws and regulations.

Each Proposer is solely responsible for all costs borne and associated with the preparation and submission of this RFP and shall not be reimbursed by HASLC. Said costs may include (but are not limited to) labor, travel, materials, licenses, administrative expenses, and personal charges.

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It is the responsibility of each firm before submitting a proposal to: a. Examine, study, and be familiar with the complete RFP and referenced documents; b. Visit the HASLC sites and become familiar with local and site conditions, as necessary. Promptly give HASLC written notice of all conflicts, errors, ambiguities, or discrepancies that the proposer discovers in the Proposal or its related documents.

16. QUESTIONS CONCERNING PROPOSAL

Please email all questions and proposals to Paul Edwards at pedwards@haslcutah.org, or alternatively, you may submit them through the State of Utah Procurement Portal (U3P) at https://utah.bonfirehub.com/portal/?tab=openOpportunities. Queries and proposals received after the deadlines above will be late and ineligible for consideration. Answers to all significant questions will be provided via email and the U3P website.

PLEASE ORGANIZE YOUR PROPOSAL RESPONSE ADDRESSING THESE CRITERIA IN THE

ORDER SHOWN ABOVE WHEN POSSIBLE.

mailto:pedwards@haslcutah.org https://utah.bonfirehub.com/portal/?tab=openOpportunities

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ATTACHMENT A – VENDOR/CONTRACTOR INFORMATION

Please complete the following form and include with your proposal should HASLC select your proposal and enter into a contract with your firm.

(Form can be typed or handwritten and must have current W9 and business license attached.)

NAME of VENDOR:

DBA (if applicable):

PHYSICAL ADDRESS:

CONTACT PERSON for BILLING:

EMAIL of BILLING CONTACT:

PHONE NUMBER of BILLING CONTACT:

BILLING ADDRESS:

TAX IDENTIFICATION NUMBER (TIN):

CONTACT PERSON for ONSITE WORK:

ONSITE CONTACT PHONE NUMBER:

NOTES/COMMENTS:

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ATTACHMENT B - CERTIFICATION REGARDING DEBARMENT OR SUSPENSION

In compliance with contracts and grants agreements applicable under the U.S. Federal Awards Program, the following certification is required by all Proposers submitting a response to this RFP:

1. The Proposer certifies, to the best of its knowledge and belief, that neither the Proposer nor its principals are suspended, debarred, proposed for debarment, or declared ineligible for the award of contracts from the United States federal government procurement or non-procurement programs, or are listed in the List of Parties Excluded from Federal Procurement and Non-procurement Programs issued by the General Services Administration.

2. “Principals,” for the purposes of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).

3. The Proposer shall provide immediate written notice to the HASLC Chief Finance Officer (CFO) if, at any time prior to award, the Proposer learns that this certification was erroneous when submitted or has become erroneous because of changes in circumstances.

4. This certification is a material representation of fact upon which reliance will be placed when making the award. If it is later determined that the Proposer rendered an erroneous certification, in addition to other remedies available to the HASLC, the HASLC Chief Finance Officer (CFO) may terminate the contract resulting from this solicitation for default.

5. Proposer affirms that it has no record of recent unsatisfactory performance with HASLC during the past twenty-four (24) months at a minimum.

(Signature) (Date)

(Typed Name) (Title)

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ATTACHMENT C - NON-COLLUSION AFFIDAVIT OF CONTRACTOR

___________________________________________________________________________ does hereby state:

(Name)

(1) She/He is the ______________________________________________________________________ of (Owner, partner, officer, or representative)

___________________________________________________________, hereinafter referred to as Contractor.

(Business name)

(2) She/He is fully knowledgeable of the preparation and contents of contractor’s proposal which was submitted for specific work required in connection with a HASCL project titled: ________________________

_____________________________________________ and located at _______________________________.

(3) Said Contractor’s proposal is genuine and is not a collusive or sham proposal.

(4) Neither the Contractor nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including myself, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other proposer, firm, or person to submit a collusive or sham proposal in connection with such contract or to refrain from submitting a proposal in connection with such contract, or has in any manner, directly or indirectly, sought by unlawful agreement or connivance with any other proposer, firm, or person to fix the price or prices in said Contractor's Proposal, or to fix any overhead, profit, or cost element of the price or prices in said Contractor's Proposal, or to secure through collusion, conspiracy, connivance, or unlawful agreement any advantage against Housing Authority of Salt Lake City (HASLC), Housing Assistance Management Enterprise (HAME), or any person interested in the Proposed Contract; and

(5) The price or prices quoted in the Contractor's Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including myself.

(Signature) (Date)

(Typed Name) (Title)