26-17HR_Exhibit_C-_Proposal_Requirements.pdf

Proposal Requirements - 26-17HR - Real Estate Development Consultant Services

1. Contract Term The term of the contract shall be 2 years with an optional one-year renewal.

2. Core Competencies Proposals are invited from firms or individuals with demonstrated expertise, experience, and the capacity to deliver the services outlined in this Request for Proposals (RFP). Proposers must provide a minimum of three but no more than five projects that provide relevant experience that align with the City’s objectives and required core competencies as stated herein. Proposers must provide clear evidence of their ability to perform each task described, including strategic real estate development consulting, financial modeling, procurement guidance, contract and agreement support, stakeholder engagement, and identification of funding opportunities. Submissions should highlight relevant past projects, the qualifications of key personnel, and organizational resources, demonstrating the proposer’s capacity to achieve the City’s objectives efficiently, effectively, and in compliance with all applicable requirements. Minimal experience and qualifications are expected to include:

2.1. Real Estate Development Consulting & Financial Modeling

2.1.1. Proven experience advising on and managing complex real estate development projects from site acquisition through entitlement, financing, construction, lease-up, operations, and disposition.

2.1.2. Experience in developing robust multi-year financial models, feasibility studies, and scenario analyses to support investment, financing, and exit decisions.

2.2. Legal & Advisory Capacity

2.2.1. Access to, or in-house capability for, legal counsel with experience in real estate development law, including zoning and land use, affordable housing regulations, contract law, and negotiations with municipal entities.

2.2.2. Demonstrated ability to integrate legal review early in the project lifecycle to identify risks, ensure compliance, and avoid delays or costly legal and regulatory issues.

2.3. Mixed-Use Development Experience

2.3.1. Experience delivering projects combining residential units (market rate + workforce / attainable / affordable), commercial / retail / office space, and parking / structured garages.

2.4. Contract Drafting & Negotiation

2.4.1. Experience negotiating and drafting development agreements, ground leases, workforce/attainable/affordable housing covenants / monitoring agreements, construction contracts, financing documents, and procurement contracts.

2.4.2. Ability to negotiate terms that protect client interests, limit exposure, and optimize financial outcomes.

2.5. Public / Community Engagement & Approval Process

2.5.1. Experience conducting public presentations: neighborhood associations, community workshops, public hearings, local boards (Planning, DRC, City Commission).

2.5.2. Capability to address community feedback, amend plans, negotiate design or program adjustments, and secure approval.

2.5.3. Demonstrated ability to manage stakeholder processes (before, during, after approvals).

2.6. Engineering & Construction Standards

2.6.1. Proficient in engineering principles and construction methodologies and standards.

2.6.2. Strong understanding of the State of Florida and City of Sarasota’s building, zoning, and engineering codes and ability to ensure that design, permitting, inspections, and construction adhere to both local and state regulatory mandates.

2.7. Public Contract / Procurement Experience

2.7.1. Knowledge of Florida Statutes applicable to public procurement, competitive bidding, and public contract law as they relate to municipal and state contracting.

2.7.2. Familiarity with the City of Sarasota’s procurement Code of Ordinance

(DIVISION 3. - CITY OF SARASOTA PROCUREMENT CODE[12]) ethics requirements (Code of Ethics), and public contract and bidding procedures (https://www.sarasotafl.gov/Department-Pages/Purchasing-Services), with the ability to ensure compliance throughout all phases of development and contracting.

2.7.3. Demonstrated capacity to work collaboratively with the City of Sarasota’s Purchasing Division of Governmental Affairs on required solicitations, including preparation of solicitation documents (RFQ, RFP, ITN, or similar), support of proposal development and responses, and advisory assistance related to evaluation committee processes, in accordance with City procurement policies and procedures.

2.7.4. Direct experience providing services to public agencies involving municipal or state procurement and contracting processes.

https://library.municode.com/fl/sarasota/codes/code_of_ordinances?nodeId=PTIITHCO_CH2AD_ARTVIFIPUSA_DIV3CISAPRCO chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.sarasotafl.gov/files/assets/city/v/1/finance/documents/code-of-ethics-for-public-purchasing.pdf https://www.sarasotafl.gov/Department-Pages/Purchasing-Services

2.8. Affordable / Attainable Housing & Density Bonus Expertise

2.8.1. Familiarity with Sarasota’s Downtown Attainable Housing Density Bonus

Program and Corridors Attainable Housing Density Bonus Program.

(https://www.sarasotafl.gov/Department-Pages/Planning/Housing-Affordability)

2.8.2. Demonstrated knowledge of Florida’s Live Local Act (Section 166.04151, Florida Statutes) and experience applying its provisions in planning, entitlement, or development strategies to maximize allowable density, height, and permitted uses.

2.9. Financial Oversight & Risk Management

2.9.1. Demonstrated capability to design and implement financial reporting systems, audits, and compliance controls for complex public or public-private projects.

2.9.2. Experience identifying and assessing project risks, including but not limited to regulatory approvals, schedule delays, budget overruns, and stakeholder or community impacts.

2.9.3. Ability to quantify financial and operational risks through pro forma modeling, scenario analysis, or other financial tools, and to develop practical risk mitigation strategies.

2.9.4. Demonstrated use of project control tools and methodologies to track schedules, analyze budget variances, and report on project milestones.

2.9.5. Proven ability to maintain project performance through the implementation of effective project controls, monitoring systems, and corrective action processes.

2.10. Team Leadership & Project Management

2.10.1. Demonstrated experience coordinating and managing multidisciplinary project teams, including architects, engineers, legal counsel, financial advisors, contractors, and public engagement or community outreach professionals.

2.10.2. Proven leadership ability to align diverse stakeholders around project objectives, effectively resolve conflicts, and deliver projects on schedule and within approved budgets.

3. Tasks and Services The selected proposer will be expected to provide comprehensive services to support the City’s planning, development, and implementation of a workforce, attainable, and affordable mixed-use project in downtown Sarasota. These services include strategic real estate development consulting, financial modeling and feasibility analysis, procurement guidance, contract and agreement support, stakeholder engagement, and identification of funding opportunities. Proposers should demonstrate the ability to deliver each task effectively, provide timely recommendations, and collaborate with City leadership, staff, and external https://www.sarasotafl.gov/Department-Pages/Planning/Housing-Affordability https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0166/Sections/0166.04151.html https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0166/Sections/0166.04151.html stakeholders to ensure the project meets the City’s objectives, regulatory requirements, and community expectations. Specific tasks and services include but are not limited to:

3.1. Real Estate Development Consulting & Advisory Services

3.1.1. Provide strategic real estate development consulting services to support the planning and preparation of a workforce, attainable, and affordable mixed-use development located in downtown Sarasota.

3.1.2. Evaluate the overall feasibility and viability of the proposed development, including market, regulatory, financial, and implementation considerations.

3.1.3. Assist the City in defining project scope, delivery approach, schedule, and strategy for procuring qualified development partners.

3.1.4. Advise on potential acquisition and disposition of property interests and assist the City with negotiations related to real estate transactions.

3.2. Real Estate Development Consulting & Financial Modeling

3.2.1. Work with City Commissioners, under the guidance of the City Manager, to define, refine, and finalize the City’s development objectives.

3.2.2. Collaborate closely with the City Manager to balance City priorities with market conditions to attract qualified and competitive developers.

3.2.3. Plan and facilitate workshops, work sessions, briefings, or stakeholder meetings to align vision, priorities, and expectations among internal and external stakeholders.

3.3. Financial Pro Forma Development & Feasibility Analysis

3.3.1. Develop comprehensive, multi-scenario financial pro forma models that incorporate varying development assumptions and City objectives.

3.3.2. Prepare detailed financial models reflecting alternative development programs, phasing, and funding structures.

3.3.3. Analyze cost structures, revenue streams, and financing options to assess feasibility and economic viability.

3.3.4. Conduct sensitivity and scenario analyses to evaluate project performance under varying assumptions.

3.3.5. Research and advise on federal, state, and local funding sources applicable to workforce, attainable, and affordable housing within the City of Sarasota.

3.4. Procurement Guidance and Drafting of Solicitation Scope of Services

3.4.1. Provide guidance on the development of procurement documents (RFQ, RFP, ITN, or similar) that clearly articulate the City’s objectives for a large-scale mixed-use project, including tiered-income housing, market-rate components, commercial space, and parking facilities.

3.4.2. In coordination with the City’s Purchasing Division of Governmental Affairs, assist in designing a procurement scope of services and evaluation framework intended to attract diverse, highly qualified development teams.

3.4.3. Ensure solicitation documents comprehensively address land ownership, development approach, design expectations, housing mix, commercial uses, parking, amenities, timelines, economic benefits, and developer qualifications.

3.4.4. Draft clear, well-structured, and engaging solicitation language consistent with best practices to encourage competitive responses and effectively communicate the City’s goals.

3.4.5. Assist in preparing procurement packages that may include:

• Solicitation narrative and proposer instructions

• Evaluation criteria, submission requirements, and schedules

• Developer responsibilities and performance expectations

• Project description, design concepts, and development parameters

3.4.6. Work with the City’s Purchasing Division of Governmental Affairs to assist in drafting evaluation criteria and scoring methodologies.

3.4.7. Provide advisory support, as requested, related to the evaluation process in accordance with City procurement requirements.

3.5. Contract & Agreement Guidance

3.5.1. Coordination with the City Attorney’s Office, provide strategic and technical support in the preparation and review of development-related contracts and agreements.

3.5.2. Assist in ensuring agreements align with City objectives, legal requirements, and risk management standards.

3.6. Stakeholder Engagement, Presentation & Liaison Services

3.6.1. Plan and execute a structured process to gather input from City Commissioners, the City Manager, staff, and other key stakeholders.

3.6.2. Conduct meetings, workshops, and briefings to identify priorities, concerns, and policy directions for the proposed development.

3.6.3. Compile stakeholder input into materials and recommendations that align with

City leadership direction.

3.6.4. Integrate stakeholder feedback into the City's Development Objectives

Document, financial analyses, procurement documents, and recommendations.

3.6.5. Prepare and deliver presentations to the City Commission, boards, or committees, as required.

3.6.6. Represent or support the City in meetings, hearings, workshops, and briefings related to the project.

3.6.7. Serve as liaison with neighborhood associations, civic groups, special interest groups, funding entities, and project partners to communicate the City’s vision, address concerns, and build support.

3.6.8. Maintain transparent and consistent communication to promote understanding, community engagement, and informed decision-making.

3.7. Identification & Negotiation with Funding Partners

3.7.1. Research and identify potential public and private funding sources for workforce and affordable/attainable housing components.

3.7.2. Assist in structuring financial partnerships and funding agreements.

3.7.3. Support negotiations with funding partners to ensure financial feasibility and alignment with City objectives.

4. Deliverables The selected proposer will be responsible for producing clear, comprehensive, and actionable deliverables that support the City’s planning, development, and implementation of the proposed mixed-use project. Deliverables should demonstrate thorough analysis, strategic recommendations, and practical guidance, and may include, but are not limited:

4.1. City Development Objective Report

4.1.1. A comprehensive written report defining the City’s objectives for real property development, including desired outcomes for workforce, attainable, and affordable housing; market-rate residential uses; commercial spaces; parking;

public benefits; and economic development.

4.1.2. The report shall incorporate feedback from City Commissioners, the City Manager, and other stakeholders, ensuring alignment with the City’s strategic goals, regulatory framework, and market conditions.

4.2. Stakeholder Engagement, Presentation & Reporting

4.2.1. Plan and implement a structured stakeholder engagement process to gather, document, and incorporate input from City Commissioners, the City Manager, City staff, and other key stakeholders.

4.2.2. Conduct meetings, briefings, workshops, and facilitated sessions, as appropriate, to identify priorities, concerns, and policy direction related to the proposed development.

4.2.3. Synthesize stakeholder input into written materials, analyses, and recommendations that clearly reflect City leadership direction and stakeholder feedback.

4.2.4. Ensure that stakeholder input is consistently integrated into the City’s Development Objectives Document, financial analyses, procurement documents, and recommendations.

4.2.5. Maintain clear documentation of engagement activities and outcomes to support transparency, alignment, and informed decision-making

4.2.6. Prepare agendas, materials, and summaries for meetings, workshops, briefings, and facilitated sessions.

4.2.7. City Commission presentation materials and speaking notes.

4.2.8. Liaison activity reports documenting communications with neighborhood associations, civic groups, funding entities, and project partners.

4.3. Financial Pro Forma & Feasibility Models

4.3.1. Detailed, multi-scenario financial pro forma models evaluating project feasibility under varying development assumptions.

4.3.2. Models shall include projections for development costs, operating expenses, revenues, financing structures, funding sources, and anticipated returns.

4.3.3. Sensitivity and scenario analyses evaluating impacts of changes in costs, interest rates, funding sources, density, phasing, and regulatory conditions.

4.3.4. A written summary memorandum interpreting financial results and identifying key risks and feasibility considerations.

4.4. Funding & Incentive Analysis Report

4.4.1. A written analysis identifying applicable federal, state, and local funding programs, incentives, and subsidies for workforce, attainable, and affordable housing.

4.4.2. Preliminary recommendations for funding strategies and potential funding partners.

4.5. Draft Procurement Scope of Services & Solicitation Package

4.5.1. In coordination with the City’s Purchasing Division of Governmental Affairs, preparation of a draft procurement scope of services and solicitation package (RFQ, RFP, ITN, or similar) that clearly articulates the City’s objectives and requirements for potential developers.

4.5.2. The package shall comply with the City’s Procurement Code and applicable Florida Statutes and support a transparent, competitive solicitation process.

4.5.3. The solicitation package shall include:

4.6. Procurement Evaluation Framework

4.6.1. Recommended evaluation criteria, scoring framework, and weighting methodology consistent with City procurement practices.

4.6.2. Advisory support documentation for use by evaluation committees, as requested.

4.7. Recommended Contract Terms Outline

4.7.1. A comprehensive contract framework developed in collaboration with the City

Attorney’s Office outlining key business, legal, and performance terms for development-related agreements.

4.7.2. The outline shall address development obligations, affordability requirements, phasing, timelines, financial assurances, risk allocation, reporting, and compliance requirements.

4.7.3. Deliverable shall serve as a foundational guide for formal contract drafting by the City Attorney’s Office.

4.8. Contract Draft Review & Revisions Comments

4.8.1. Written review comments, requested revisions, and issue identification for draft contracts and agreements prepared by the City Attorney’s Office or development partners.

4.8.2. Review shall focus on alignment with City objectives, procurement requirements, financial feasibility, and legal standards.

4.9. Project Management & Reporting

4.9.1. Monthly written progress reports summarizing completed activities, upcoming milestones, schedule status, budget considerations, identified risks, and recommended actions.

4.9.2. Written summaries of all facilitated meetings, workshops, and work sessions, documenting key discussions, decisions, next steps, and action items.

Summaries shall be distributed to relevant stakeholders to maintain alignment and transparency.

4.9.3. An ongoing log identifying project risks, issues, and mitigation strategies related to schedule, budget, procurement, regulatory approvals, and stakeholder concerns.

5. A consolidated final report summarizing key findings, analyses, procurement outcomes, and recommendations for next steps. The report shall support Price Proposal The City will evaluate price proposals based on completeness, transparency, and reasonableness relative to the scope of services. Proposers shall submit a price proposal reflecting all-inclusive costs to provide the services and deliverables described in this RFP.

The proposal shall include:

5.1. Monthly retainer to cover all ongoing project management, deliverables and reporting activities

The proposer must offer a fixed monthly retainer that includes all project management tasks, such as coordinating with City staff, overseeing project activities, scheduling, reporting, risk management, and general administrative duties. This retainer should cover personnel time, internal meetings, communications, and project administration completely. Pricing must account for personnel expenses, materials, travel, subconsultants, and any other costs needed to complete the project successfully.

Proposers shall provide a single monthly rate for the entire project duration or specify month-by-month rates if costs are expected to change over time. An additional hourly rate schedule shall be submitted for any services required but not stated in the deliverables , Sections 3 and 4 above. Consultant shall provide a written quote to the City’s representative for any unexpected services required and approved by the City.