4-26RFP010 Commercial Real Estate Services.pdf

This solicitation is a request for proposals for services under Texas Education Code 44.031.

Request for Proposals 26RFP010 Commercial Real Estate Services

Date Event

August 15, 2025 August 22, 2025 Dates of public advertisement

August 26, 2025 Due date for questions submitted in Bonfire platform by 5:00 pm CST

August 29, 2025 Questions and answers posted in Bonfire platform

September 2, 2025 RFP opening / Vendor proposal due date at 2:00 pm CST

September 8 and 9, 2025 Phase 2 Vendor Interviews if necessary

September 25, 2025 Tentative AISD Board meeting for review/approval

Contact:

Joycie Adeyemi Director of Contracts & Procurement Services

Phone: 512-414-2160 joycie.adeyemi@austinisd.org

To ensure a fair and transparent solicitation process and the integrity of submissions:

• Proposals received after the specified due date and time shall not be considered.

• Proposals must be submitted in the specified format and all Required Forms must be signed and submitted with response.

• Question and Answer Protocol: Proposers seeking clarification or have questions pertaining to this

RFP must submit questions in writing through the AISD Bonfire Portal no later than the date and time shown above.

• Questions & Answers and all Addenda will be posted on the AISD Bonfire Portal:

https://austinisd.bonfirehub.com/portal/

• Please read the instructions regarding the virtual bid opening on the following page.

mailto:julie.bynum@austinisd.org https://austinisd.bonfirehub.com/portal/

Checklist and Submission Guidelines

This checklist is provided to help you conform to all form/document requirements stipulated in this solicitation and attached herein. This is not a required form and it is not necessary to return this checklist with your proposal.

I. Understanding the Proposal

Completed

Read entire RFP document, appendices and attachments

Review AISD Policy and Provisions (available on the AISD website)

Attend pre-proposal conference (optional)

Submit questions properly before deadline

Review addenda, Q&A and other additional attachments

Review Proposal Format section of RFP

II. REQUIRED Forms to Submit with Proposal

Completed | Required

| Bid Certification

| Notification of Criminal History of Contractor

| Debarment, Suspension and Ineligibility Certification

| Conflict of Interest Questionnaire (CIQ) – electronic submission only

| Attachment A – Bid Form

| EDGAR Vendor Certification

| Software Vendor Certification Form (if product/service is digital or online)

| Form W-9 Request for Taxpayer Identification Number and Certification

III. Submitting the Proposal

Completed

Prepare the proposal in the format specified and sign all required forms

Submit RFP through the AISD Bonfire Portal no later than the due date and time.

Austin ISD – Request for Proposals 26RFP010 Commercial Real Estate Services

Table of Contents

Section I

Section II

Section III

Section IV

Section V

Section VI

Section VII

Introduction

Historically Underutilized Business (HUB) Program Requirement

Proposal Format

Initial Review of Proposals

Competitive Selection / Evaluation

Scope of Service and Performance Requirements

Appendices and Attachment

I. INTRODUCTION

The Austin Independent School District (herein after referred to as “AISD” or the

“district”) is a diverse, urban district located in Travis County in Central Texas. AISD is the fifth largest school district in Texas, covers 230 square miles and serves approximately 74,000 students. AISD has 139 properties totaling over 2,200 acres and

13.6 million square feet of facilities. This district has identified 5 properties that are vacant or underutilized as part of its repurposing process. In addition, the district recently completed a portfolio valuation and are in the process of reviewing to identify whether there are any properties that might be declared excess / surplus land.

AISD is seeking proposals from firms or entities qualified and experienced in providing commercial real estate services. It is the intent of this RFP to have the successful

Consultant, enter into a Contract with AISD to supply real estate services as outlined herein, on an as-needed basis. The respondents to this RFP must be knowledgeable of the local real estate market and should have experience in the sale and ground lease of similar properties for governmental entities.

Each Bidder, by submitting its proposal, agrees that the proposal is subject to the Austin ISD Policies and Provisions and agrees to comply with those conditions. Acceptance of a proposal will occur only when a contract is executed. Any contract will incorporate the Austin ISD Policies and Provisions and Standard Terms and Conditions and no commitment exists until a contract is executed by both parties.

Austin ISD is subject to the Texas Public Information Act. All documents submitted as part of the Contractor’s Proposal response will be deemed confidential during the evaluation process, and will not be available for review by anyone other than Austin ISD staff or its designated agents. Following an award of contract or termination of the procurement, Proposals may be subject to release as public information. If a Proposer believes that its Proposal response, or parts of it, may be exempted from disclosure under Texas law, the Proposer clearly must specify page-by-page and/or line-by-line the parts of the Proposal response which it believes are confidential or otherwise exempt. Austin ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Proposers.

II. EOO (formerly HUB) REQUIREMENTS

The AISD Economic Opportunity Office (EOO) invites prospective Proposers to meet one-on-one or in a small group virtual setting for a detailed explanation on how to be compliant in completing the EOO Equity in Contracting Plan. Failure to complete the EOO Equity in Contracting Plan correctly may impact your overall score. To request a training session, visit https://www.austinisd.org/eoo/training-session-request.

III. PROPOSAL FORMAT

A. Preface The vendor/contractor shall provide an executive summary of two (2) pages or less, which gives in brief, concise terms, a summation of the proposal.

B. Proposal The vendor/contactor’s proposal itself shall be organized in the following format and informational sequence:

Section I – Summary of Experience

This section shall contain the full name and address of the contractor submitting the proposal and a brief summary of the contractor’s experience and individual experience for personnel who will provide this product or service.

Section II - Scope of Service

A description of services and capabilities as outlined in the Scope of Service and

Performance Requirements sections of this RFP, in the order shown. Clearly state any exceptions taken to the specifications of this RFP, or any conditions of the proposal.

Section III - Financial Proposal

This section shall contain a straightforward, concise delineation of the vendor/contractor’s fees to satisfy the requirements of this RFP. It is the vendor/contractor’s responsibility to specify all costs (i.e. administrative fees, processing fees, etc.) associated with providing the products or services required herein.

Section IV – References/Case Studies

References/case studies are to be from within the last five (5) years from government agencies and/or firms, which are substantially serviced by the contractor (references/case studies most similar to Austin ISD should be provided). Each reference/case study must contain the reference’s name, address, telephone number, and point of contact (including email address). A list of at least three (3) references/case studies must be provided.

C. Required Forms

Forms are required to be completed and submitted with proposal response.

Proposers shall execute the following required forms. Links are provided for the CIQ below. All other forms can be found in the AISD Bonfire Portal for download.

• Bid Certification

• Notification of Criminal History of Contractor

• Debarment, Suspension and Ineligibility Certification

• EDGAR Vendor Certification

• Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics Commission, in compliance with Chapter 176 of the Texas Local Government Code. The form should be submitted on-line at: https://www.austinisd.org/cp/ciq-online

The District reserves the right to tender its own contract which shall incorporate the requirements of this RFP and the successful Proposer’s response. A preview / reference only copy of AISD’s Agreement is posted on the AISD website and should not be submitted with proposals.

IV. INITIAL REVIEW OF PROPOSALS

Any vendor/contractor determined non-responsible or any proposal determined non-responsive will not be evaluated further. The vendor/contractor will be notified of a non-responsible or non-responsive determination.

Responsive

In order for a proposal to be responsive:

• ALL required forms listed above shall be signed and included with proposal;

• Proposal shall be received prior to the RFP opening date at the address listed on the cover page;

• Proposal shall respond to the entire scope of service and performance requirements as requested.

Responsible

In order for a proposal to be responsible, the vendor/contractor shall be in good financial standing with the Texas Comptroller of Public Accounts.

V. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement and as such, award will not necessarily be made to the offeror submitting the lowest priced proposal. Award will be made to the firm submitting the best responsive proposal satisfying AISD’s requirements, price and other factors considered.

https://www.austinisd.org/cp/ciq-online

Consistent with state law and district policy, this RFP does not commit the district to award a contract. The district reserves the right to accept or reject any or all proposals and/or award in whole or in part any proposal if the district determines it is in the best interest of the district to do so.

B. The district anticipates that the evaluation process may include multiple levels of evaluation, as for example, but not limited to:

Phase 1: Initial review of the proposal by the district’s evaluation team.

Phase 2: Interviews and/or presentations of top proposals from Phase 1, followed by administrative review of finalist(s) and award recommendation.

***** Proposers who are selected to advance to Phase 2 must be prepared for interviews to be held on September 8 and 9, 2025 if necessary. *****

PHASE 1

Points Item Detailed Description

30 Points Scope of Service Ability of the Contractor to meet or exceed the requirements defined in the RFP including the range of services offered.

30 Points

Contractor's Capabilities, Experience and

Personnel

The demonstrated ability and qualifications of the Contractor to provide services, including experience and project team, and references/case studies.

10 Points Proposal Quality Quality of the proposal for completeness, readability, organization, and conciseness.

30 Points Financial Proposal Start-up costs, fixed product costs as well as rebate incentives to determine best value.

PHASE 2 (optional)

Points Item Detailed Description

50 Points Phase 1 Total

The proposed plan from Phase 1 that includes how the proposer will meet the Scope of Service, Operational Requirements, and includes the Financial Proposal.

50 Points Interview / Presentation

The Contractor’s ability to expand upon the proposed plan, demonstrate local real estate market and school district real estate knowledge, provide creative ideas or enhancement, and ability to perform.

C. The committee evaluating the proposals submitted in response to this RFP may require any or all contractors to give an oral presentation in order to clarify or elaborate on their proposal as well as to provide a demonstration. Upon completion of oral presentations or discussions, contractors may be requested to revise any or all portions of their proposals and submit a best and final offer

(BAFO) for consideration.

D. If the district determines that additional evaluation steps are required to determine the best value between Vendors/Contractors, the district reserves the right to consider any or all of the following additional criteria; the proposed price, vendor/contractor’s experience, references and record for responsibility, or any other relevant factor that the district deems necessary to determine best value.

VI. SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS

A. Term

The agreement(s) resulting from this solicitation will be in effect for an initial term of one (1) year from the date of award by the Board of Trustees, or such date established by the agreement. During the initial term, the consultant will provide real estate services as outlined herein, on an as-needed basis.

The parties by mutual consent may renew the agreement for up to four (4) additional one (1) year periods. In addition, the district reserves the right to extend the contract for an additional time beyond the final expiration date if necessary to ensure no lapse in service. Feedback from the Board and community regarding site priority may impact the timing and breadth of sites undertaken.

The District will use the objective criteria specified within to review proposals and may select multiple providers that meet the requirements of the RFP. If selected, individual consultants or firms will be included in a catalog of approved service providers, which is maintained by the Contract & Procurement Services department.

B. Scope of Services

The following describes the service and performance requirements that the selected Consultant(s) will be required to perform. Failure to address or to fully describe capabilities to accomplish all elements of this section will result in loss of evaluation points.

a) Provide general real estate market research and analysis.

b) Development of a plan to position and market properties to qualified buyers / lessees.

c) Promote sale / lease of properties through advertisements, and participation in multiple listing services.

d) Draft bid (RFP) or other real estate transaction documents.

e) Participate in site tours and/or other events concerning showing of the properties.

f) Analyze offers from potential buyers / lessees.

g) Assist with potential sale and/or ground lease negotiations.

h) Provide all other customary activities and services associated with real estate transactions.

i) Attend staff and Board of Trustees meetings, when requested.

j) Present at public meetings, when requested.

C. Consultant Requirements The successful Consultant shall meet the following minimum requirements:

a) Have been in business for at least five (5) years;

b) Have managed at least three (3) projects of a similar size and scope for a governmental entity;

c) Demonstrated in-depth knowledge and expertise in one or more of the following areas:

i. Commercial real estate advisory services

ii. Financial and economic analysis

iii. Land transactions and residential development

D. Insurance Requirements The firm shall provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with its employees providing of services to the district:

The Contractor is required to carry the following insurance coverages:

• General Liability (minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate). This policy should cover injury of a participant and include the following provisions: waiver of subrogation, endorsement to provide Austin ISD as additional insurance, and notice of cancellation.

• Workers’ Compensation: coverage should be consistent with statutory benefits outline in the Texas Worker’s Compensation Act Section 401. The minimum policy limits for Employer’s Liability are $500,000 bodily injury each accident, $500,000 bodily injury by disease policy limit, and $500,000 bodily injury by disease each employee. The company’s policy shall apply to the State of Texas and include a waiver of subrogation in favor of Austin ISD.

A current, industry-standard ACORD Certificate of Insurance (COI) for each of the above policies shall be delivered to the AISD before any work is started. Certificates shall be sent to the AISD Contract & Procurement Services office at each change or renewal during the term of the contract.

E. Award Term and Conditions

There are multiple steps required for AISD to award and execute agreements issued pursuant to this RFP. Important information and general action steps pertaining to the post-RFP/post-award process is included below.

• Any agreement resulting from this solicitation is contingent upon the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the AISD Board of Trustees or otherwise not made available to the District.

• Any agreement issued as a result of this RFP does not guarantee any minimum amount of service or payment. A Service Agreement with AISD will not be issued unless requested by campuses and/or department initiates a request for services. A provider shall not perform services for AISD without a fully executed agreement and the issuance of a Purchase Order.

• A provider will be compensated by AISD for services actually performed and satisfactorily rendered in accordance with contract requirements. A sample of AISD’s Service Agreement is available on our website for your review only but should not be submitted with your proposal.

• Payment will be made according to the District Comptroller’s published Accounts Payable schedule. Typically, payment is net 30 days after receipt of accurate and verifiable invoice. Service rates per hour charged should be reasonable and customary. Mileage and travel expenses will not be reimbursed by AISD.

• The District reserves the right to terminate all or any part of the undelivered portion any order resulting from this solicitation with thirty (30) days written notice;

upon default by the vendor, for delay or non-performance by the Vendor, or, if it is deemed in the best interest of the District, for convenience.

• Recommended vendors will receive a Notice of Award. If a Service Agreement is issued, the vendor will receive the document via email for electronic signature using the DocuSign routing system. Once complete, vendors will receive a fully-executed copy of the service agreement via email. Non-awarded vendors will receive a “Notice of Non-Award” via email.

• Upon approval, vendors will receive a Purchase Order (PO) and this is the notice to proceed to begin services. Under no circumstance should vendors begin to provide services to the district without a valid Purchase Order. AISD is not responsible for payment for unauthorized services rendered in advance of a valid PO being issued.

• Conflict of Interest – Employment Restrictions Any person who has been employed as a full-time employee of the District may not perform services for the District for compensation as a vendor or consultant or on behalf of a vendor or consultant for 18 months after the termination of the person’s employment relationship with the District. This restriction does not apply to former employees who are hired as classroom teachers, campus-based professional employees, or campus principals. AISD Policy DBD (LOCAL)

VII. APPENDICES AND ATTACHMENTS

➢ Appendices (Documents included this proposal are available for download within

Bonfire):

▪ Appendix 1 – Purchasing and Acquisition Vendor Relations Policy CHE-

LOCAL

▪ Appendix 2 – AISD Policy and Provisions

➢ Attachments (Documents to be downloaded from within Bonfire):

▪ Bid Certification

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension and Ineligibility Certification

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission only

▪ Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant