1-26RFP054 Aviation Real Estate RFP.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

CRITICAL DATES

QUESTIONS DUE: MAY 29TH, 2026 5:00pm PROPOSAL SUBMITTAL DUE: JUNE 10, 2026 2:00pm

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link 26RFP054 - Opening | Meeting-Join | Microsoft Teams

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Tom Carroll Bid & Contract Analyst

TCarfroll@scottsdaleaz.gov 480-312-5403

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/277456955352595?p=EbIS27J9ehOcMv8qDd https://teams.microsoft.com/meet/277456955352595?p=EbIS27J9ehOcMv8qDd

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INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

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TABLE OF CONTENTS

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

SECTION 1 - INTRODUCTION

A. Intent

SECTION 2 – STATEMENT OF NEED

A. Scope of Work B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities E. Assignment of Work

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subcontractor List G. Bidder Questionnaire-Company Information H. Similar / Relevant Projects Form

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions

SECTION 8 - EXHIBITS

A. Maps B. Sample City Services Services Contract

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SECTION 1 - INTRODUCTION

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

A. INTENT

The City of Scottsdale Aviation Department is in need of real estate brokerage services for a firm to provide services on an as-needed basis. The City of Scottsdale estimates lease revenues of $1.8M each year. However, the annual revenue could change with future Airport redevelopment during the term of the contract.

The resulting contract shall also buy and sell property should the Aviation Director find the need to engage the contract brokers for specific opportunities needed to benefit the airport.

The Aviation Department anticipates contracting for services related to the analysis, marketing, lease, or exchange of City-Owned real property and other general aviation real estate activities, including property evaluations, market analyses and consulting services.

More specifically, the selected firm shall provide upon request a comprehensive analysis of the Aviation Department’s real property assets (land and buildings), collectively, the “Property” verification that the inventory list is accurate and complete, identification of underutilized and/or excess properties, and issuance and implementation of the proposed and approved recommendations for the re-use, lease, sale, or exchange of Property. In addition, the firm shall advertise, market and solicit prospective tenants to fill vacant Property.

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SECTION 2 – STATEMENT OF NEED

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

A. SCOPE OF WORK

1. The primary objective of this RFP is to engage the private real estate brokerage community to implement the objective as described in the RFP, the creation and implementation of a systematic process for identifying unutilized and underutilized aviation properties and to deploy a methodology for assessing the feasibility of revenue generating uses of City-owned property to better serve the community.

2. The resulting contract shall also buy and sell property should the Aviation Director find the need to engage the contract brokers for specific opportunities needed to benefit the airport. To ensure contractor and airport staff are following City of Scottsdale rules, the real estate department will assist the consultant and Aviation Department throughout the process of buying and selling property. The disposition and use of real property shall be made in accordance with Sec. 2-220 and 2-221 of the Scottsdale Revised Code.

All Contractor recommendations, analyses, valuations, acquisition proposals, or disposition proposals must comply with applicable Federal Aviation Administration (FAA) regulations, FAA Airport Sponsor Grant Assurances, the approved Airport Layout Plan (ALP), 14 CFR Part 77 airspace surfaces, Runway Protection Zone (RPZ) requirements, FAA airport design standards, noise-compatibility guidelines, and all aviation-specific land use, safety, and operational constraints.

Any recommendation that is inconsistent with FAA requirements, the ALP, or airport-design standards shall not be advanced without prior review by the Aviation Department review and written authorization acknowledging the need for FAA coordination or approval.

The range of services which may be asked may include, but is not limited to the following services:

2.1. Property Analysis: As requested by the Aviation Department the contractor shall develop and implement a comprehensive and customized methodology for the evaluation of the Property inventory, assess the accuracy of the inventory, identify unutilized and underutilized Property and recommend strategies to utilize each Property to its fullest extent, while maximizing revenue generation.

2.2. Market Analysis: Contractor shall perform detailed market analyses to identify all viable re-use options for each Property, including lease options and property exchange alternatives for the Property including but not limited to the following activities: assessment of the highest and best use of the Property, completion of market studies, and recommendations related to the purchase, lease, exchange or re-use of specific real Property.

2.3. Leasing Services (City as Lessor): Contractor shall conduct/assist with advertisement, marketing and lease negotiations of existing and future Property to help maximize and fill under-utilized and vacant space. The contractor shall bring the Aviation Department prospective tenants to fill vacant space as needed and assist in completing the transactions. Contractor may also assist with lease renewals should the aviation department decide that service is needed at the time.

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2.4. Consulting Services: The selected firm shall provide other real estate consulting services as needed and described in and related to the RFP.

SCOTTSDALE AIRPORT PROPERTY LISTING

Aviation Business Center (ABC) Leased Suites (see Maps 1 and 2) 15000 N. Airport Drive, Scottsdale, AZ 85260

DESCRIPTION SUITE NO. SQUARE FEET

U.S. Customs 101 1289 Office Space (leased) 103 301 Office Space (leased) 120 1678 Restaurant / Patio (leased) 200 4074

OTHER AIRPORT PROPERTY

DESCRIPTION SQUARE FEET / ACRES

Land Lease 1.22 acres Land Lease .528 acres Land Lease .506 acres FBO Facility 570,274 SF Box Hangar Lease 40,796 SF FBO Facility 13.0917 acres Hangar/Office Lease 66,464 SF

2.5. Property Acquisition Services:

2.5.1 General Acquisition Support

The Contractor shall assist the City with real estate acquisition activities, including identifying, evaluating, and negotiating for properties that may benefit the airport. Acquisition opportunities may occur under two distinct scenarios:

2.5.2 Listed Properties

Properties that are publicly listed or actively marketed for sale—such as via MLS, CoStar, LoopNet, brokerage websites, or any publicly accessible listing platform. For listed properties, it is industry practice for the seller to pay the broker commission. The Contractor shall not seek or receive any City-paid commission for listed properties, and no commission related to these transactions shall be invoiced to the City. The Contractor shall provide documentation confirming the property’s listed status.

2.5.3 Unlisted / Off-Market Properties

Properties that are not publicly listed for sale, including cases where the contractor identifies an acquisition target and initiates owner outreach. Because a seller-paid commission is not customary in these circumstances, the City may be responsible for paying the contractor’s commission at the rate proposed in the Pricing Proposal. Offerors shall clearly identify the commission rate applicable to off-market acquisitions.

2.5.4 Owner Contact Restriction: The Contractor shall clearly disclose which acquisition scenario applies to each transaction and shall not seek City payment of commissions for publicly listed properties. Prior to initiating any outreach to a property owner, broker, representative, or any other party that could reasonably interpret the contact as expressing City interest, the Contractor must

COS RFP Template obtain written approval from the Aviation Director or designee. No contact of any kind shall occur without such prior written authorization.

2.5.5 Federal and State Aviation Funding Compliance

For any acquisition funded in whole or in part with federal or state aviation funds, all activities performed by the Contractor shall comply with the Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA), FAA Airport Improvement Program (AIP) requirements, and any applicable ADOT Aeronautics requirements. The Contractor shall identify when such requirements apply and shall conduct all acquisition-related tasks in accordance with those standards.

2.6 Aviation Land Use Constraints

2.6.1 Land Use Determination

The Contractor shall evaluate whether each property is suitable for aeronautical, non-aeronautical, or mixed use and shall identify all applicable FAA approval requirements, including land release, non-aeronautical use approval, or disposal.

2.6.2 Required FAA-Related Analyses

The Contractor shall analyze:

• Conformance with the approved Airport Layout Plan (ALP)

• FAA airport design standards (e.g., OFA, OFZ, RSA, ROFA, RPZ)

• 14 CFR Part 77 airspace surfaces and potential penetrations

• Noise contours and compatibility requirements

• Avigation easements and operational impacts

• Incompatible land uses (e.g., residential, schools, wildlife attractants)

• Potential environmental review requirements under NEPA

• Need for FAA airspace review (Form 7460-1)

2.6.3 Identification of Constraints

The Contractor shall identify any constraints, required mitigations, or FAA coordination necessary for the proposed use.

2.6.4 Restrictions on Non-Aeronautical Use Marketing

The Contractor shall not market, advertise, solicit, or otherwise promote any non-aeronautical use of airport property unless the City has first determined that such use is permissible and, where required, that FAA land-release or non-aeronautical use approval is feasible. No non-aeronautical use shall be advanced without prior written authorization from the Aviation Director.

2.6.5 Runway Protection Zone (RPZ) Restrictions

For any property located within or affecting the Runway Protection Zone (RPZ), the Contractor shall not recommend, pursue, or market new non-aeronautical, people-intensive development. The Contractor shall identify RPZ-affected parcels as highly constrained under FAA policy and shall limit recommendations to uses consistent with FAA RPZ guidance.

B. CONTRACTOR QUALIFICATIONS

1. The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI, and O.S.H.A. laws, rules, and regulations and all other applicable regulations for the term of this contract.

2. After contract award, the Contractor shall not subcontract any segment or services covered herein, without prior approval of the Contract Administrator. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

3. The Contractor MUST have and maintain full-time Company representation located in the Phoenix, Arizona metropolitan area, with the ability and authority to address all Contract issues that may develop.

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4. Contractor shall have a MINIMUM of five (5) years of experience in the analysis, marketing, sale, lease, exchange, and acquisition of commercial real property. Aviation-related real estate experience is required. Offerors must demonstrate at least one (1) airport-related real estate transaction, feasibility analysis, or airport lease negotiation completed within the past five (5) years.

Documentation of relevant experience shall be included in the proposal and must, at a minimum, identify the project name, location, client, year completed, scope of services performed, and the contractor’s specific role. For aviation-related experience, Offerors shall clearly describe the airport property involved and the FAA-related issues addressed.

5. Contractor must possess a current, active Real Estate Broker’s license issued by the Arizona Department of Real Estate.

6. Contractor shall demonstrate to have a MINIMUM of two (2) commercial real estate transactions within the Phoenix metropolitan area in the last 24 months.

7. Offerors are encouraged to demonstrate multiple aviation-related real estate transactions, feasibility analyses, or airport land-use evaluations performed within the past five (5) years.

Experience at general aviation or Part 139 airports will be considered favorably.

C. CONTRACTOR’S RESPONSIBILITIES

1. The Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses and permits required in connection with the completion of the required services herein.

2. The Contractor shall furnish all labor and materials necessary for the completion of the scope of work described herein.

3. The Contractor shall have qualified personnel, sufficient to complete all work requests, as defined in this solicitation, in the time frame required by the Contract Administrator.

4. The Contractor is encouraged to read the Solicitation documents very carefully and shall familiarize themselves with the nature and extent of the solicitation. The City shall not be responsible for errors and omissions on the part of the Offeror. The Offeror is also encouraged to carefully review their final submittal documents, as the Evaluation and Committee is not required to make interpretations or correct detected errors in calculations/content.

5. The Contractor shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions, and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

6. The Contractor shall not make any representations to the FAA, prospective buyers, tenants, developers, or other third parties regarding airport land availability, FAA approval likelihood, or airport development intentions. Only the City may communicate official positions to the FAA. All Contractor communications with external parties shall be subject to prior written approval by the Aviation Director or designee.

D. CITY’S RESPONSIBILITIES

1. The Contract Administrator for the resulting contract shall be The Aviation Director or designee.

2. Aviation staff will actively participate and issue approval in the selection of the proposed uses of leased spaces and tenants as well as desired land uses.

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3. Staff shall have the ability to reject land uses that are or may be inappropriate for publicly owned property (e.g. adult-orientated businesses, smoke shops, package liquor stores, any other use as determined by the City in its sole discretion). These use limitations will be required to be incorporated by reference from a leasing policy, rules and regulations, or other guidance.

4. The City will provide the Contractor with the current Airport Layout Plan (ALP), noise contours, RPZ maps, airspace surfaces, and any other relevant airport planning documents necessary for accurate aviation land-use evaluation.

E. ASSIGNMENT OF WORK

1. The Aviation Department shall advise the contractor in writing when services are required and may request the contractor submit a written or electronic cost estimate for the work.

2. Services will be paid using the proposed hourly rate and will be invoiced monthly.

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SECTION 3 - SPECIAL TERMS AND CONDITIONS

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. ADDITIONAL LOCATIONS

The City of Scottsdale reserves the right to add or subtract to this Contract as the need arises due to changes in the amount of buildings. In the event the City needs to add to this Contract, the pricing for any additions to services shall be applied per the applicable Contract unit costs.

Any additions or subtractions to the Contract shall be done via a written amendment and be a MINIMUM of thirty (30) days prior to the changes taking effect.

4. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the maintenance service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees. The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

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5. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

e. Juneteenth June 19th

f. Independence Day July 4th (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

6. COMPLETENESS AND ACCURACY

The Consultant will be responsible for the completeness and accuracy of work prepared by the Consultant and will correct, at its expense, all errors or omissions which may be disclosed. The cost to correct those errors will be chargeable to the Consultant. Additional construction added to the project will not be the responsibility of the Consultant unless the need for additional construction was created by any error, omission, or negligent act of the Consultant. The City’s acceptance of the Consultant’s work will not relieve the Consultant of any of its responsibilities.

The professional standard to which the Consultant is held will be that of a similar Consultant as practiced in the State of Arizona.

7. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

8. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

9. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

10. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

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Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in

COS RFP Template any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery (subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

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Professional Liability If the Contract is the subject of any professional services or work, or if Contractor engages in any professional services or work adjunct or residual to performing the work under this Contract, Contractor must maintain Professional Liability Insurance covering errors and omissions arising out of the work or services performed by Contractor or anyone employed by Contractor or anyone for whose acts, mistakes, errors and omissions Contractor is legally liable, with a liability insurance limit of $1,000,000 each claim and $2,000,000 all claims.

11. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

12. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

13. SINGLE AWARD

The City of Scottsdale reserves the right to award this solicitation as deemed in the best interest of the City. While multiple awards are possible, the preferred procedure is to make a single award as a result of this solicitation process.

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14. OWNERSHIP OF PROJECT DOCUMENTS

All documents, including but not limited to notes, records, data compilations, studies, and reports in any format, including but not limited to, written or electronic media, prepared in the performance of this Contract will remain the property of the City and must be delivered to the Contract Administrator before final payment is made to the Consultant.

When the work detail covers only the preparation of preliminary reports or documents, there will be no limitations upon the City concerning use of the ideas or recommendations in the reports or documents. The City will release the Consultant from any liability for the preparation and use of preliminary reports or documents.

Any use of the project documents for purposes other than intended under this Contract will be at the sole risk of the City, and the Consultant will not be liable for any losses or injuries arising out of that use.

15. PRICE ADJUSTMENTS

Price increases may only be requested by the Contractor, thirty (30) days prior to the anniversary date of the Agreement. Failure to do so may result in the denial of any increase requested.

A requested price increase will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price increase will be adjusted into a new base price for the remainder of the contract period. Any future requested price increases to the base price will only be reviewed at annual renewal time and require the approval of the Contract Administrator and Purchasing Director.

The proposed increased rate shall be based upon presentation by the Contractor and review by the Contract Administrator; however, the Contract Administrator shall evaluate the Contractor's performance, services and records documentation to determine the appropriateness of the increase requested.

16. PRICING

The City will be reimbursing the successful Offeror using a pre-determined commission based rate dependent on each real estate transaction.

All commissions, fees, and compensation paid from airport revenues must comply with FAA Grant Assurances, including revenue-use restrictions and fair-market-value requirements. Any commission structure or payment obligation that is inconsistent with FAA requirements shall be adjusted, limited, or disallowed to ensure full compliance with federal obligations.

All charges associated with this Contract MUST be shown on the Pricing Proposal Form returned by the Offeror or other supporting documentation. Any charges not listed on the Pricing Proposal Form or supporting documentation submitted with the Offeror’s proposal response shall not be allowed during the Contract period and any applicable extensions.

Hourly rate schedules will establish a certified billing rate by discipline which shall be all inclusive of direct salary, overhead/profit and shall constitute the full and complete compensation per hour of services performed by the Consultant and will be used for actual billing purposes

17. PURCHASING PROCEDURE

All orders require a City of Scottsdale purchase order that will be communicated by phone, fax or e-mail. No parts or commodities or work shall be rendered/are to be delivered without the

COS RFP Template issuance of a City of Scottsdale purchase order. Any invoices received from the Contractor without a City of Scottsdale purchase order number, referenced on the invoice, may remain unpaid.

18. QUANTITY

The estimated quantities of Consultant Services the City of Scottsdale will require are unknown and any quantities listed herein should be used for information purposes only. The City does not guarantee a minimum or maximum amount of services under this contract.

19. REVIEW OF CONTRACTOR’S WORK

Work performed by the Contractor shall be subject to periodic reviews and partial acceptance at various stages. The Department may make such reviews and pass upon the acceptability of Contractor’s work. Partial acceptance shall not relieve the Contractor of its obligation to correct, without charge, any errors in the work on this project.

20. TERM OF AGREEMENT

The initial term of this Contract shall be for a five (5) year period from the effective date of the contract award.

The City and Contractor may mutually agree to extend this Contract for one (1) additional five (5) year period, upon the recommendation of the Contract Administrator, concurrence of the Purchasing Director and/or City Council, depending on the Contract.

21. VALUATION OF CONSULTANT’S PERFORMANCE

The Consultant will be evaluated regarding its performance of this Contract. This evaluation will include, but not be limited to, the following consideration for:

Completeness Accuracy Utility Coordination Technical Expertise Organization Appearance of Plans (line work, lettering, etc.)

Working Relationship with City Staff and Others Availability Communication Skills (meetings, correspondence, etc.)

This evaluation will be prepared by the staff and used to evaluate the desirability to proceed with negotiations for additional services.

COS RFP Template

SECTION 4 – EVALUATION CRITERIA

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following is the criteria that will be used to review the proposals:

DESCRIPTION WEIGHTING

Firm and Staff Qualifications, Key Personnel Resume and Qualifications/Experience 25%

Firm’s Capabilities and Relevant Commercial Experience, Transaction List, Aviation Industry-related Real Estate Market Knowledge

25%

Project Approach, Methodology, Local Knowledge, Aviation Knowledge 25%

Pricing 20% Exceptions, References, Subconsultants 5%

TOTAL 100%

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Cost factors associated with performing the work required by the contract.

2. The Bidder’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, reliability, flexibility and ability to meet project deadlines. Demonstration of experience and knowledge of airport land use and real estate, including FAA compliance, ALP interpretation, aeronautical vs.

non-aeronautical land classifications, and airport-specific acquisition or land-use evaluations.

3. The ability and willingness of the Bidder to meet or exceed the specifications and standards of this solicitation and Bidder’s understanding and perceived perception of the scope of work contained herein.

4. The content and quality of the Bidder’s proposal and other presentation materials.

COS RFP Template

Offeror may be invited to make a presentation, but Offeror should not rely on a possible presentation to present their qualifications and offered services. If invited, the Offeror will be notified of the date and time of the presentation by the Contract Administrator. Results of any presentation may be used to determine the contract award.

The evaluation committee may establish a short list of those proposals considered most advantageous to the City of Scottsdale.

Short-listed Offerors may be invited to make presentation. At the presentation, the evaluation committee will score each Offeror.

At the conclusion of all presentations, an overall ranking of proposals will be performed.

The City of Scottsdale intends to enter into negotiations with the top ranked Offeror determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at is sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

COS RFP Template

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

FORMAL REQUEST FOR PROPOSAL

Aviation Real Estate Brokerage Consulting Services

RFP – 26RFP054

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

COS Form means there is a corresponding form that needs to be completed by the Offeror and saved as a PDF.

If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then saving the document as a PDF.

Once the Offeror has PDF documents for all of the items listed in the Section 5 – Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document. In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

Firm and Staff Qualifications & Key Personnel Resume and Experience

The Offeror shall submit a Firm and Staff Qualifications document which illustrates the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror and employee’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm and Staff Qualifications document should include a MINIMUM of the following items:

Offeror’s document shall contain a brief overview of the Company, number of years in business, general scope of services provided by your firm, number of years supplying the types of services offered. List similar services your firm has provided to other public agencies. Provide the office location which work will be performed from.

Offeror shall demonstrate three (3) years of experience developing and implementing methodologies for evaluating a large inventory of real property, assessing underutilization https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login

COS RFP Template and identifying revenue and/or cost saving opportunities through the sale, lease or exchange of select properties.

Offeror shall provide standard hourly billing rate for all position titles (not individuals) associated with work against the contract. Hourly rates for all position titles shall be inclusive of all direct/indirect costs for conducting business.

For evaluation purposes, an arbitrary 25-hour annual assignment is broken down by staff assignment.

Clearly indicate the Project Manager, who will have day-to-day responsibilities for the duration of the contract. State also the action plan for replacement of key personnel assigned to the City of Scottsdale project.

Resumes of all key project personnel shall be limited to one page and include a brief summary of past accomplishment, academic credentials, Professional Certifications, etc.).

Summarize the qualifications, experience, training and other credentials that illustrate each Team Member’s ability to successfully complete this project.

Resume shall demonstrate specific experience with Real property analytics, and Marketing and leasing commercial property.

Provide information that details who and how project team members will be assigned and dedicated to this project for the life of the project.

State also the action plan for replacement of key personnel assigned to the City of Scottsdale project.

Offeror must clearly detail how subconsultants will be used for this project, if any. Indicate their key staff, their proposed role, and provide the same information as identified in this section for each staff member.

Firm’s Capabilities and Relevant Commercial Experience, Transaction List, Aviation Industry-related Real Estate Market Knowledge:

Offeror shall demonstrate specific experience with marketing and leasing commercial properties

Offeror shall demonstrate a successful history and experience of at least five (5) years providing analysis marketing, sale, lease, exchange, and acquisition of real property.

Describe in detail any Aviation related experience (if applicable).

Transaction List – Offeror must demonstrate familiarity with local real estate market evidence by submittal of a transaction list reflecting at least two (2) commercial real estate transactions within the Phoenix metropolitan area in the last 24 months.

Real Estate License – Offeror shall submit copies of all applicable Contractor’s Licenses, to include license numbers, classifications, and expiration dates.

Offeror shall demonstrate three (3) years of experience developing and implementing methodologies for evaluating a large inventory of real property, assessing underutilization and identifying revenue and/or cost saving opportunities through the sale, lease or exchange of select properties.

Offerors shall describe their experience with FAA compliance related to airport land use, including ALP interpretation and conformance, aeronautical versus non-aeronautical land classifications, and airport-specific acquisition or land use evaluations. Offerors shall provide examples of relevant projects and clearly identify their role, the airport involved, and the FAA issues addressed.

Project Approach / Methodology -

Offeror’s document shall demonstrate an understanding of the goals identified herein for this project and provide a basic overview for the accomplishment of these goals. Offeror’s proposal shall address a MINIMUM of the following key project areas:

COS RFP Template

Approach - Offeror shall delineate a methodology for providing the real estate brokerage services described in the Scope of Work. Each methodology shall convey a thorough understanding of the duties outlined in the Scope of Services as identified in Item 4.

Offeror’s proposal shall identify the key project areas, issues and potential obstacles with respect to the scope of work identified herein.

Offer’s documents should provide a basic methodology to address each project area and overcome all identified issues and obstacles.

Methodology - Offeror shall delineate a methodology for the underutilized…