4-Real Estate Brokerage Services RFSQ.docx

PROVO CITY SCHOOL DISTRICT

REQUEST FOR STATEMENT OF QUALIFICATIONS #PCSD09252026

Commercial Real Estate Brokerage Services

PURPOSE OF REQUEST FOR STATEMENT OF QUALIFICATIONS (RFSQ)

Provo City School District is requesting Statements of Qualifications from qualified commercial real estate brokerage firms to provide as-needed real estate advisory and brokerage services. The selected firm may assist the District with purchasing, selling, and leasing real property; identifying potential properties for acquisition or lease; evaluating market conditions; and assessing the value and marketability of District-owned property if the District considers a sale or lease.

BACKGROUND

Officially organized in 1898, Provo City School District operates schools and support facilities throughout Provo, Utah, and serves approximately 13,000 students. The District’s real estate needs will be focused primarily within Provo City but may also extend throughout Utah County. These needs may include the acquisition, sale, lease, or evaluation of property to support educational programs, administrative functions, transportation, maintenance, warehousing, future growth, and other lawful District purposes.

The District is seeking a broker with current, practical, and detailed knowledge of commercial real estate within Provo City and throughout Utah County. This should include familiarity with local commercial submarkets, available land and buildings, comparable transactions, zoning and entitlement requirements, market rents, property values, redevelopment opportunities, and the professionals and public agencies involved in commercial real estate transactions. While Provo City will be the District’s primary area of focus, the selected broker must be able to identify and evaluate appropriate properties and market alternatives throughout Utah County.

ISSUING OFFICE AND RFSQ REFERENCE NUMBER

The District's Business Services Department is the issuing and conducting office for this RFSQ and all subsequent addenda. The reference number for this solicitation is PCSD09252026 and must be used on all responses, correspondence, and documents related to this RFSQ.

SOLICITATION SCHEDULE

The electronic portal clock controls the closing time. Firms are responsible for allowing adequate time to complete all forms and upload all required documents. Late responses will not be accepted except as permitted by applicable law.

SUBMISSION METHOD

All responses must be submitted electronically through the solicitation portal identified as Euna, Bonfire, and/or Utah Public Procurement Place (U3P). Responses delivered by email, mail, courier, or hand delivery will not be accepted. If the portal uses more than one of these names, firms should rely on the event link and instructions posted with this solicitation. https://utah.bonfirehub.com/portal/?tab=openOpportunities

QUESTIONS AND ADDENDA

All questions must be submitted through the solicitation portal. Responses and any addenda will be posted in the same portal. Firms are responsible for monitoring the portal for all addenda before submitting a response. Contact with District employees, Board members, or evaluation committee members regarding this solicitation outside the official portal process may result in disqualification.

ANTICIPATED CONTRACT TERM

The District anticipates an initial one-year contract with up to four additional one-year renewal options, exercisable at the District's sole discretion and subject to successful performance, continued need, available funding, and mutual written agreement. The District may execute project-specific brokerage agreements, listing agreements, buyer or tenant representation agreements, or other written authorizations consistent with the awarded contract and applicable Utah law.

This solicitation does not guarantee any minimum number or value of transactions, listings, leases, assignments, hours, or compensation. The District may procure specialized services separately when it determines that doing so is in its best interest.

STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this procurement will incorporate the District's Standard Terms and Conditions and other terms included in the Stage Two invitation. Exceptions or additions are strongly discouraged and must be clearly identified in the Stage One response. The District may decline to negotiate exceptions that are excessive or not in the District's best interest.

The selected firm must comply with all applicable federal, state, and local laws; maintain all required Utah licenses; protect confidential or nonpublic information; disclose actual or potential conflicts of interest; and obtain the District's written approval before acting as a dual agent, receiving compensation from another party, or engaging an affiliate in a District transaction.

SCOPE OF WORK

Services will be requested on an as-needed basis and may include, but are not limited to, the following:

A. REAL ESTATE STRATEGY AND MARKET ADVISORY

Meet with District representatives to understand facility, site, timing, budget, operational, and location requirements.

Provide current market intelligence regarding Utah County commercial land, office, industrial, warehouse, institutional, and other property types relevant to District needs.

Advise on transaction strategy, market timing, property positioning, acquisition or disposition alternatives, and potential risks.

Prepare written market analyses, broker opinions of value, rent analyses, comparable transaction summaries, and other decision-support materials.

B. PROPERTY ACQUISITION AND SITE IDENTIFICATION

Identify on-market and appropriate off-market properties available for purchase or lease within the District's stated criteria.

Screen potential sites and prepare comparison summaries addressing price, location, access, acreage or building size, zoning, utilities, environmental or physical constraints, and other relevant factors.

Arrange property tours and coordinate communications with property owners, listing brokers, municipalities, and other parties as authorized by the District.

Assist with letters of intent, offers, purchase and sale agreements, lease documents, amendments, negotiations, and transaction strategy in coordination with District legal counsel.

C. SALE OR LEASE OF DISTRICT-OWNED PROPERTY

Assess the value, highest and best use, marketability, likely buyer or tenant pool, and estimated marketing period for District-owned property.

Recommend a marketing and disposition strategy consistent with District direction and applicable public-entity requirements.

Develop offering materials, market approved property, conduct outreach, coordinate tours, receive inquiries, and maintain an activity log.

Analyze offers or lease proposals and provide written comparisons of price, terms, contingencies, timing, financing, and execution risk.

Assist the District in negotiations and transaction closing activities while preserving the District's sole authority to approve or reject any transaction.

D. LEASING SERVICES

Provide tenant representation for property the District may lease, including market searches, tours, rent and operating expense comparisons, and negotiations.

Provide landlord representation for District-owned property that may be offered for lease, including rent recommendations, marketing, tenant screening support, and proposal analysis.

Evaluate lease alternatives, renewal options, expansion or contraction rights, operating expenses, tenant improvements, and other material business terms.

E. DUE DILIGENCE AND TRANSACTION COORDINATION

Develop and maintain transaction schedules, responsibility lists, and status reports.

Coordinate, as authorized, with appraisers, surveyors, title companies, environmental consultants, engineers, architects, attorneys, municipalities, and other professionals retained by the District.

Assist with review and tracking of zoning, land use, access, utilities, title, survey, environmental, physical condition, financing, and closing requirements without providing legal, engineering, environmental, or appraisal services unless separately qualified and expressly authorized.

Maintain complete transaction records and provide final electronic files to the District at the conclusion of each assignment.

F. COMMUNICATION, REPORTING, AND TRANSPARENCY

Designate a lead broker who will serve as the District's primary point of contact and remain available for time-sensitive assignments.

Provide clear written recommendations supported by relevant market data and disclose assumptions, limitations, and data sources.

Disclose all proposed commissions, referral fees, co-broker arrangements, incentives, affiliate relationships, and compensation expected from any party before the District becomes obligated.

Attend meetings and presentations when requested, including meetings with District administration or the Board of Education.

DISTRICT RESPONSIBILITIES

Identify the District representative authorized to issue assignments and communicate direction.

Provide available property records and other information reasonably necessary for an assignment.

Retain authority over all decisions, including whether to pursue, negotiate, approve, reject, lease, purchase, sell, or close a transaction.

Obtain required Board approval and other governmental approvals when applicable.

Retain legal counsel and specialized consultants when the District determines they are needed.

MINIMUM MANDATORY REQUIREMENTS (upload a response to these minimums) A response that fails to demonstrate compliance with any mandatory requirement may be rejected as nonresponsive. The firm must:

Be legally authorized to provide real estate brokerage services in Utah and identify the Utah principal broker responsible for supervision of the proposed services.

Propose a lead broker who holds an active Utah real estate license in good standing and has at least five years of commercial real estate brokerage experience, including substantial recent experience in Utah County.

Demonstrate experience with commercial purchase, sale, and lease transactions and with market analysis or broker opinions of value.

Be able to provide all services described in this RFSQ throughout Utah County and meet the District's scheduling and communication needs.

Provide evidence of commercial general liability and professional liability/errors and omissions insurance, each with limits of at least $1,000,000 per occurrence or claim and $1,000,000 annual aggregate, or confirm the ability to obtain such coverage before contract execution.

Certify that the firm, its principal broker, and proposed key personnel are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from contracting with a governmental entity.

Disclose any actual or potential conflict of interest, current representation, ownership interest, referral arrangement, or other relationship that could affect the firm's independence in representing the District.

Submit no costs, commission rates, pricing, or fees in the Stage One response.

STATEMENT OF QUALIFICATIONS CONTENT AND ORGANIZATION

Firms must organize their response in the order below and provide a point-by-point narrative response. The response should be concise and should not exceed 25 pages, excluding a cover page, table of contents, required licenses, insurance evidence, and requested forms.

Cover letter signed by an individual authorized to bind the firm.

Mandatory requirements checklist and certifications.

Responses to Technical Criteria A through G in the order shown below.

Required references and supporting documentation.

Clearly identified exceptions to District terms and conditions.

PROPOSAL EVALUATION CRITERIA

An evaluation committee will evaluate and score each responsive Statement of Qualifications using only the criteria stated in this RFSQ. Stage One is worth 800 points. A firm must receive at least 560 points and rank among the three highest-scoring qualified firms to advance to Stage Two. The District may verify information, contact listed or unlisted references, request written clarifications, and conduct interviews or presentations as part of its evaluation.

TECHNICAL CRITERIA RESPONSE QUESTIONS - 800 POINTS POSSIBLE

A. Firm Profile and Local Capability - Provide the firm's legal name, headquarters and office locations, ownership, years in business, Utah principal broker, number and type of commercial brokerage professionals, range of services, and capacity to serve the District. Explain the firm's physical presence, transaction activity, and working relationships in Utah County. 75 Points Possible B. Qualifications of Proposed Team - Identify the lead broker and all key personnel. For each, provide role, Utah license type and number, education, relevant designations, years of experience, Utah County experience, transaction specialties, current workload, and availability. Identify proposed subcontractors or affiliates and explain how responsibilities will be managed. Key personnel may not be changed without the District's prior written approval. 125 Points Possible C. Utah County Commercial Real Estate Experience - Describe the firm's most relevant commercial real estate work completed during the past seven years. Include examples of acquisitions, dispositions, tenant representation, landlord representation, land transactions, institutional or public-sector work, and valuation or market-analysis assignments. For each example, identify the location, property type, transaction type, approximate size or value, completion date, proposed team members involved, services performed, and outcome. Clearly distinguish work completed by proposed personnel while employed by another firm. 200 Points Possible D. Approach to the Scope of Work - Describe how the firm will perform each major element of the Scope of Work, including property searches, evaluation of on-market and off-market opportunities, comparable analysis, broker opinions of value, marketing District property, negotiation support, lease analysis, due diligence coordination, transaction reporting, confidentiality, and conflict management. Include a sample work plan or representative timeline for a time-sensitive assignment and explain quality-control procedures. 200 Points Possible E. Market Knowledge, Resources, and Responsiveness - Demonstrate current knowledge of Utah County commercial submarkets, property availability, recent sales and lease activity, zoning and entitlement conditions, market rents, land values, and key market trends relevant to a public school district. Describe databases, research tools, marketing channels, professional networks, and methods used to identify off-market opportunities. State expected response times and availability for urgent assignments. 100 Points Possible F. Past Performance and References - Provide at least five client references for comparable services completed within the past seven years, including at least three Utah County commercial real estate references and at least one public-sector, education, nonprofit, or institutional client when available. Include client name, contact person, title, phone number, email address, scope, dates, and proposed team members involved. Describe any terminated contracts, unresolved claims, licensing discipline, litigation, arbitration, or material performance issues during the past seven years. 75 Points Possible G. Conflicts, Disclosures, and Additional Value - Disclose current or anticipated conflicts of interest and explain the firm's process for identifying and managing conflicts, dual agency, compensation from other parties, referrals, and affiliate relationships. Provide any other concise information that demonstrates unique value to the District but is not addressed elsewhere. 25 Points Possible

STAGE TWO - COST EVALUATION

Stage 2 - No fees should be submitted with this RFSQ. Following the evaluation and ranking of qualifications, the District will enter into fee negotiations with the highest-ranked firm. If the District and the highest-ranked firm are unable to agree upon fair and reasonable compensation and contract terms, the District may terminate negotiations and proceed with the next highest-ranked firm. This process may continue until a fair and reasonable agreement is reached.

DISCUSSIONS, INTERVIEWS, AND PRESENTATIONS

The District may conduct discussions, interviews, or presentations at its discretion. Any scored interview or presentation questions will be applied consistently to the firms under consideration and will be scored within the published technical criteria. Firms are responsible for their own presentation and travel costs.

RESERVATION OF RIGHTS

Reject any or all responses, waive immaterial errors or irregularities, or cancel this solicitation when the District determines it is in its best interest and the action is permitted by law.

Request clarification or additional information without allowing a material change to a response.

Verify licenses, references, experience, responsibility, and other information submitted by a firm.

Advance fewer than three firms if fewer than three responsive firms meet the mandatory requirements and minimum score, or cancel and reissue the solicitation.

Make no award and incur no obligation to reimburse firms for costs associated with preparing or submitting a response.

NOTICE

By submitting a response, the firm acknowledges that it has reviewed and understands the requirements, scope of work, submission instructions, and evaluation process. Any protest or objection regarding the solicitation must be submitted in accordance with applicable Utah law and the instructions posted in the solicitation portal.

Provo City School District | Commercial Real Estate Brokerage Services RFSQ