4-RFP 25-0909 - Real Estate Service - Paul Morris.pdf

Request For Proposal #25-0909

Real Estate Agent Services – Sale of Institutional Residence Posted: Friday, September 30, 2025

01. SOLICITATION DESCRIPTION

Utah Tech University (UT) is seeking proposals from qualified and licensed real estate agents or brokerages to represent the University in the sale of an Institutional Residence located in St. George, Utah. The selected agent will provide comprehensive real estate services, including market analysis, listing, marketing, negotiations, and closing coordination, in compliance with all applicable state laws and Utah Tech University policies.

02.KEY PROPERTY FEATURES AND DESCRIPTION

● Address: 1521 Cobblestone Lane, St. George, Utah

● Property Type: Single-family residential home

● Lot Size: 0.39 acres

● Interior Livable Area: 2,657 sq. ft.

● Year Built: 1994

● Bedrooms: 7

● Bathrooms: 5

● Basement: Finished

● Fireplace: Yes

● Cooling: Central

● Heating: Other

● Garage: Attached

● Occupancy: Vacant

● Has HOA: Yes

03.SCOPE OF WORK

The selected agent will be responsible for:

● Providing a comprehensive market analysis of the property utilizing an appraisal provided by Johnson Appraisals..

● Recommending listing price and marketing strategies.

● Advertising and marketing the property to maximize visibility.

● Hosting showings and coordinating open houses as appropriate.

● Advising on offers and assisting in negotiations.

● Coordinating required inspections, appraisals, and closing processes.

● Ensuring all required disclosures and documentation are completed.

04.MINIMUM REQUIREMENTS

● Supplemental Terms and Conditions – Offeror must agree to Utah Tech University’s Supplemental Terms and Conditions. A redlined version may be submitted for review by University Legal Counsel; however, approval of any revisions is not guaranteed, and unapproved changes will result in disqualification. This document can be found as an additional file in Bonfire - U3P solicitation website.

● Purchasing Terms and Conditions – Offeror must agree to Utah Tech University’s Purchasing Terms and Conditions.

This document can be found as an additional file in Bonfire - U3P solicitation website.

● Licensing – Offeror must hold a current and valid Utah real estate license and be legally authorized to perform services in the State of Utah (Southern Utah

● Experience – Offeror must have a minimum of five (5) years of experience providing residential real estate agent/brokerage services, with demonstrated success in marketing and selling high-value properties.

● Insurance – Offeror must maintain all required insurance coverage, including errors and omissions insurance, in accordance with Utah state regulations and industry standards.

● References – Offeror must provide at least three (3) professional references from clients for whom similar services were provided within the last three years. Note: References must be current. If we can’t reach references after two attempts you will be disqualified.

● Compliance – Offeror must comply with all applicable federal, state, and local laws, regulations, and professional standards.

● Conflict of Interest – Offeror must disclose any potential conflicts of interest related to representing Utah Tech University in this transaction.

05. IMPORTANT DATES

● Tuesday, September 30, 2025 at 12:00 PM (MST) – Request for Proposal (RFP) posted to U3P.

● Friday, October 3, 2025 at 5:00 PM (MST) – Intent to submit proposal due: All interested realtors or brokers must indicate their intent to participate in this solicitation by this deadline. Failure to do so may result in automatic disqualification. Intent to bid must be declared in U3P.

● Tuesday, October 7, 2025 at 10:00 AM (MST) - Mandatory walk-through of the residence. Submission of your intent to bid will serve as your RSVP to attend the site visit.

● Monday, October 13, 2025 at 12:00 PM (MST) – Question Deadline: All questions must be submitted electronically via U3P; responses will be publicly posted via U3P.

● Friday, October 17, 2025 at 12:00 PM – Submission Deadline: Proposals must be submitted electronically via U3P.

● Tuesday, October 21, 2025 at 12:00 PM – Intent to award posted via U3P.

06.SUBMITTING A PROPOSAL

a. Proposals are to be submitted as separate files (PDF format unless otherwise specified) and uploaded on the

U3P website. Emailed or hard-copy proposals will not be accepted. Any additional information or files will be ignored and will not be considered as part of the evaluation. This RFP requires you to submit [8 files] Please title each file with the corresponding file number and your company name (e.g. “File 1 - ABC Corporation”).

b. Interested agents/brokerages should include the following in their proposal:

i. FILE #1 - Qualifications and Licensing

1. As part of the minimum requirements, Offerors are required to upload proof of a current Utah real estate license and evidence of brokerage affiliation. Proposals submitted without this documentation will be considered non-responsive and disqualified from further evaluation

ii. FILE #2 - Experience - (No more than 2 pages)

1. As part of the minimum requirements, Offerors are required to upload documentation of relevant experience with residential real estate sales, particularly high-value or institutional properties. Please include the following:

a. The number of homes sold over $1 million in the past 24 months.

i. Include combined sales over the last two years.

b. The average time on market for your listings compared to the current market average.

c. Proposals that do not include this information will be considered non-responsive and may be disqualified from further evaluation.

iii. FILE #3 - Marketing Strategy

1. Offerors are required to upload a detailed marketing plan for the residence, including:

a. Advertising channels to be used (MLS, digital platforms, professional networks, etc.).

b. Use of drone footage, professional photography, staging, and open houses.

c. Estimated marketing investment by the agent/brokerage.

iv. FILE #4 - Sales Strategy & Recommendations

1. Offerors are required to upload a sales strategy and recommendations document addressing the following:

a. Assessment of improvements, staging, or preparations needed to achieve the highest value.

b. Anticipated allowances or buyer requests commonly associated with properties of this type.

c. Estimated timeline from agreement signing to active listing.

d. Projected time on market to achieve asking price.

v. FILE #5 - Commission Structure/Fees

1. As part of the minimum requirements, Offerors are required to upload documentation clearly stating the proposed commission rate or all-in cost for services.

a. Proposals without a defined fee structure will be considered non-responsive.

vi. File #6 - Performance Guarantees (if applicable)

1. Offerors should indicate whether they provide any performance guarantees if the property does not sell within an agreed timeframe.

a. Examples may include:Commission adjustments.Extended marketing support.Other performance-based commitments.

vii. File #7 - References

1. As part of the minimum requirements, Offerors are required to upload at least three (3) professional references from recent clients for whom similar services were provided within the last three years. Each reference must include:

a. Client name and contact information.

b. Property type and sale price.

c. Date of transaction.

viii. File #8 - Additional documentation

1. Signed University Bid Provisions

2. Signed Purchasing Terms and Conditions

3. W9

c. Please note that any discussion or listing of costs is prohibited in files 1 through 4.

(OPTIONAL) - Redacted Copy(s) - Proposals may be made public if requested under GRAMA. It is your responsibility to upload any redacted versions of the files listed above. Please note that entire files cannot be redacted or labeled as confidential. If you submit redacted files, they must be named with the exact file title, with “REDACTED” added to the title. If redacted files are not provided, it will be assumed that your entire proposal may be considered public information.

07. AWARDING THE SOLICITATION

a. The University will award the RFP to the Offeror whose proposal is determined to be the most advantageous to the University, based on the evaluation criteria outlined below. While proposed commission/fees will be considered, cost will not be the sole determining factor. The evaluation will weigh experience, qualifications, marketing strategy, sales approach, and references to ensure the highest likelihood of a successful property sale.

b. Evaluation committee members will individually score each proposal according to the criteria. Each proposal will then receive an average score for each criterion, and the averages will be combined to produce a total score.

c. The committee reserves the right to request interviews or presentations from top-scoring Offerors if additional clarification is needed before final selection. The Purchasing Office will notify any Offeror selected for interviews.

i. The maximum score possible is 100 points (not including any interview points, if applicable). The Offeror with the highest total score will be recommended for the award.

08.PROJECT START, INVOICING, AND PAYMENTS

a. No services may begin until an official Purchase Order (PO) is issued by the University’s Purchasing

Department. POs are issued on a fiscal year basis (July 1 – June 30). For agreements that may extend beyond one fiscal year, a new PO may be issued at the start of each fiscal year.

b. All invoices must reference a valid PO#. The University is not obligated to pay invoices that do not include a valid PO#.

c. The University encourages electronic payments via ACH; Offerors may provide ACH information to the Purchasing Department upon award.

d. No pre-payments will be issued without prior approval from the Director of Purchasing and the University Controller. Commissions will be paid only upon the successful closing of the property sale, in accordance with the terms outlined in the final agreement.