RFP 2025-04 Real Estate Brokerage Services.pdf

RFP# 2025-04, REAL ESTATE BROKERAGE SERVICES 1

GOOCHLAND COUNTY

Purchasing Department

P.O. Box 10, Goochland, Virginia 23063-0010 Phone: 804.556.5802 Fax: 804.556.5676

Email: mzapata@goochlandva.us

REQUEST FOR PROPOSALS

DATE OF THIS REQUEST: FEBRUARY 6, 2025

DESCRIPTION: REAL ESTATE BROKERAGE SERVICES

QUESTION DEADLINE: FEBRUARY 18, 2025, 11:00 a.m. Local Prevailing Time (LPT)

PROPOSAL DEADLINE: MARCH 6, 2025, 1:30 p.m. Local Prevailing Time (LPT)

SUBMISSION: Electronic responses will be accepted via DemandStar only at DemandStar Goochland County Procurement Opportunities APPENDIX A – Registering DemandStar - Goochland County

Mailed or Walk-in Delivered response will be accepted at:

Goochland County Administration Building Mary Zapata, Purchasing Director 1800 Sandy Hook Road, 352 Goochland, VA 23063

The face of the container shall be clearly marked as follows:

RFP#: 2025-04

RFP FOR: REAL ESTATE BROKERAGE SERVICES

OPEN: NO PUBLIC OPENING

Proposals must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the offeror to ensure timely and correct delivery of proposal to the Purchasing Department, Room 352, 3rd floor of the County Administration Building at the corner of Routes 522 and 6.

IMPORTANT – PLEASE NOTE:

Not all overnight delivery services guarantee timely next day delivery to this location. Please check with the service you use.

For information relating to this RFP, contact:

Mary Zapata, Purchasing Director Ph: 804.556.5802 Fax: 804.556.5676 mzapata@goochlandva.us https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ mailto:mzapata@goochlandva.us

RFP# 2025-04, REAL ESTATE BROKERAGE SERVICES 2

Obligation of Offeror: By submitting a proposal, Offeror covenants and agrees that it is satisfied, from its own investigation of conditions to be met, that it fully understands the obligation and that it will not make any claim for, or have right to cancellation or relief from the resulting contract, because of any misunderstanding or lack of information.

Offeror further agrees that conditions herein have been carefully read and this proposal is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this proposal is accepted, to furnish all services agreed upon in strict accordance with the contract.

Name and Address of Firm: ____________________________________

Date: ______________________________________________________

By: ______________________________________________________ (Signature in Ink)

Name: ______________________________________________________ (Please Print)

Title: ______________________________________________________ (Please Print)

FEI/FIN NO. _________________________________________________

State Corporation Commission (SCC) NO._________________________

Phone: (_____) _______________________________________________

Fax: (_____) _______________________________________________

Email: ______________________________________________________

ACKOWLEDGE RECEIPT OF:

Addendum 1_________ Addendum 2_________ Addendum 3_________

SUBMIT WITH PROPOSAL

________Certification of Non-Collusion (Attachment A - page __) ________ W-9 Form Trade secrets or proprietary information, provide page numbers

RFP# 2025-04, REAL ESTATE BROKERAGE SERVICES 3

PURPOSE

The intent and purpose of this Request for Proposal (“RFP”), and the resulting contract, is to obtain services from a qualified licensed real estate brokerage firm to provide to the Goochland County, Virginia (the “County”), brokerage and transactional advisory services relating to real property which may include leasing, brokerage, transaction management, appraisal services, auction services, strategic planning, research, sale or acquisition of real property and interests therein, relocation assistance services, and other strategic planning activities in accordance with the Scope of Services section of this solicitation. The County makes no guarantee of the amount of work to be performed under the resulting contract(s). Services will be requested by the County on an as-needed basis.

BACKGROUND

Goochland County is in the Commonwealth of Virginia, and is known for its picturesque rural landscapes, historic sites, and proximity to the state capital, Richmond. With a population of around 27,000 people, Goochland offers a mix of suburban and rural living. Goochland is the second fastest growing locality in the state.

SCOPE OF SERVICES

The Successful Offeror shall provide real estate brokerage and transactional advisory services relating to real property which may include leasing, brokerage, transaction management, appraisal services, auction services, strategic planning, research, sale or acquisition of real property and interests therein, relocation assistance services, and other strategic planning activities on an as needed and request basis.

General Requirements:

The successful offeror shall furnish all materials, labor, supervision, travel and incidentals necessary to perform the services, and when requested by the County shall provide the services below, but are not limited to, the following:

1. Advertising and listing property,

2. Assist with disposing of real property,

3. Developing strategies for sale/leasing of properties,

4. Identifying properties for purchase,

5. Representing the County’s interest during the purchase process,

6. Negotiating with buyers/lessee on behalf of the County,

7. Coordinating real estate transactions and closings,

8. Performing market analysis and developing pro forma analyses and reports,

9. Due diligence, including market studies, and

10. Handling all other customary activities and services associated with real estate transactions.

11. Provide Broker Price Opinions (BPO) supported by the selling prices of comparable real estate in comparable neighborhoods.

Project Assignments The Successful Offeror may receive requests to perform multiple, independent projects under the resulting contract of this RFP. For each project, prior to the Successful Offeror’s performance of the requested services, the County and the Successful Offeror shall agree on the specific task(s) to

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be performed and agree on a fixed price for the project. For each project, the basis for the fixed price shall be the applicable fixed rates set out in the negotiated compensation schedule. Each individual project under the contract will be assigned by a Purchase Order that is executed by the County.

OFFEROR MINIMUM QUALIFICATIONS

Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All offerors shall submit documentation with their proposals indicating compliance with the minimum qualifications. The following criteria shall be met in order to be eligible for this contract:

1. Licensed in the Commonwealth of Virginia as a real estate broker;

2. Designated as Certified Commercial Investment Members (CCIM); or Designated as members of the Society of Industrial and Office Realtors (SIOR);

3. Experienced with at least 10 years in Virginia, of extensive experience with complex commercial, industrial, agricultural, residential real-estate and governmental real estate sales and acquisitions and commercial and governmental leasing;

4. Experienced with at least 3 years in Goochland County of extensive experience with the Goochland County Real Estate Market and the surrounding real estate markets, County may make such reasonable investigations as deemed proper and necessary to determine the ability of Offeror to perform the Work and/or furnish the item(s) and Offeror shall furnish to County all such information and data for this purpose as may be requested. County reserves the right to inspect Offeror’s capabilities. County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy County that Offeror is properly qualified to carry out the obligations of the contract and to complete the Work and/or furnish the items contemplated therein.

COUNTY RESPONSIBILITIES

The County will designate an individual to act as the County’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the County’s policies and decisions with respect to the contract.

REQUEST FOR PROPOSAL SCHEDULE

As a guideline, Goochland County anticipates the following timetable:

Date Activity/Event February 6, 2025 Issue Request for Proposals February 18, 2025 Deadline for questions is 11:00 a.m.

March 6, 2025 Proposals due prior to 1:30 p.m.

March 26, 2025 Conduct Oral Interviews with Offerors {Reserve this Date} April/May, 2025 Contract Award

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INSTRUCTIONS TO OFFERORS

See PROPOSAL PREPARATION AND SUBMISSION for detailed instructions.

1. All proposals must remain valid for 90 days from opening date.

2. Proposals will be time-stamped upon receipt and kept unopened in a secure location until opening.

3. No consideration will be given to date of postmark.

4. Except as otherwise provided, and in accordance with Virginia Code § 2.2-4342, all proceedings, records, contracts and other public records relating to the County’s procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et seq). Proposals shall not be available for inspection by offerors until interviews, if scheduled, are completed. After award, all proposals become a matter of public record and are available for inspection by the general public. Trade secrets or proprietary information submitted by an Offeror in connection with this procurement transaction shall not be subject to the Virginia Freedom of Information Act, but only if Offeror (i) invokes the protections of Virginia Code § 2.2-4342 prior to or upon submission of the data or other materials; (ii) identifies the specific data or other materials to be protected, and (iii) states the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. Redacted copies, clearly marked for proposals containing proprietary or confidential information, shall be submitted with proposals.

5. County will assume no responsibility for oral instruction or interpretation. Any question regarding the procurement solicitation shall be in writing (electronic transmission is preferred) and directed to Mary Zapata, Purchasing Director. Questions must be received by 11:00 a.m. on February 18, 2025. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective Offerors without causing an unacceptable delay in the process. Any material change will be submitted to all Offerors through issuance of an addendum. Addenda will be posted on DemandStar DemandStar Goochland County Procurement Opportunities, see APPENDIX A, the County website at https://www.goochlandva.us/Bids.aspx and eVA at https://www.eva.virginia.gov. Any contact with any County representative concerning this RFP is prohibited, except as outlined above. Such unauthorized contact may disqualify a firm from this procurement.

6. Each Offeror shall be prepared, if so requested by County, to present evidence of its experience, qualifications, and financial ability to carry out the terms of the Contract.

7. Proposals shall be signed by an authorized representative of Offeror. All information requested should be submitted. Failure to submit all information requested may result in County requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by County. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ http://www.goochlandva.us/ https://www.eva.virginia.gov/

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8. County reserves the right to reject any and all proposals and waive all informalities. In the event County rejects all proposals, County may readvertise or make the purchase on the open market.

9. Each Offeror shall submit a completed W-9 form with its offer. In the event of contract award, this information is required in order to issue purchase orders and payments to the firm. A copy of this form can be downloaded from www.irs.gov/pub/irs-pdf/fw9.pdf.

10. Any Offeror organized or authorized to transact business in Virginia pursuant to Title

13.1 or Title 50 of the Code of Virginia MUST include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any Offeror not required to be authorized to transact business in Virginia as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law MUST include in its bid or proposal a statement describing why Offeror is not required to be so authorized. Any Offeror failing to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement Virginia Code § 2.2-4311.2 is granted by the County Administrator. County may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of Virginia Code § 2.2-4311.2.

11. The County intends to enter into a contract with the Successful Offeror in a form consistent with the attached Sampel Contract. Exceptions to proposed contractual terms and conditions, other than such terms and conditions required by statute, regulation, ordinance, or standards developed pursuant to Virginia Code § 2.2-1132, shall be submitted in writing with the Offeror’s proposal.

12. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. The inability of Offeror to satisfy a “must” or “shall” requirement does not automatically remove Offeror from consideration;

however, it may seriously affect the overall rating of Offeror’s proposal.

13. Goochland Businesses. It is the policy of Goochland County to facilitate the establishment, preservation, and strengthening of minority-owned businesses, service disabled veteran-owned businesses, small businesses, women-owned businesses, and businesses located in Goochland County, and to encourage their participation in County’s procurement activities. These businesses are encouraged to respond to all solicitations. In addition, County strongly encourages Offeror to actively solicit these types of businesses as subcontractors/suppliers for projects. Offeror is asked, as part of its submission, to describe any planned use of such businesses in fulfilling the requirement of this Request for Proposals.

14. Ethics in Public Contracting. This RFP incorporates by reference any applicable state or federal law related to ethics, conflicts of interest, or bribery, including the Virginia Conflict of Interests Act, the Virginia Governmental Frauds Act, and the Virginia Code.

Offeror certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with this solicitation, and that it has not conferred on any public employee having official responsibility for this solicitation any payment, load, subscription, advance, deposit of money, services, or anything of more http://www.irs.gov/pub/irs-pdf/fw9.pdf

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than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Offerors shall complete and submit the attached Certification of No Collusion (Attachment A), which will constitute material representations and warranties with respect to this Request for Proposals.

PROPOSAL PREPARATION AND SUBMISSION

Proposal Package:

Format of each proposal should contain the following elements organized into separate chapters and sections. The response should be as concise as possible and include only necessary information, tables, illustrations, photographs, etc. needed to adequately convey the requested information. The proposal can be provided front and back acceptable using text in no less than 12-font. Proposal content shall be prepared simply and concisely. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required. To provide each Offeror an equal opportunity for consideration, adherence to a standardized proposal format is required.

1. Obligation of Offeror: Furnish the information requested on Page 2 Obligation of Offeror of this solicitation. The name stated must be the full legal name of the Offeror and the address must be that of the office which will have the responsibility for the services provided.

Offerors shall specify on the Obligation of Offer sheet the section(s) containing trade secrets or proprietary information. Redacted copies, clearly marked for proposals containing proprietary or confidential information shall be submitted with proposals as a separate copy.

2. Service Approach and Methodology: In this section, offerors should provide, in detail, their approach and methodology to fulfilling the scope of services being solicited by this RFP and demonstrate their compliance with the requirements of the Scope of Services. If subconsultants are to be utilized, provide the services that they will be providing.

3. Offeror Experience, Qualifications, and Financial Stability: In this section, offerors should demonstrate the Offeror’s, and their staff’s, qualifications and experience in providing the services as requested in this RFP. Submit cover letter current resumes of any staff that will be providing the services to the County. If subconsultants are to be utilized, provide similar information.

Offerors should provide, at a minimum, documentation demonstrating that they are regularly engaged in the requested services in Virginia for no less than 10 years and specifically to Goochland County for no less than 3 years, Provide specific examples of experience working with agricultural/equestrian communities.

Provide evidence of the financial stability.

NOTE: Once awarded, No substitution of the staff represented above will be accepted without prior written approval by the County. Approval by the County will not be granted unless the Contractor can

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demonstrate that the reason for the substitution is justified and the substituting individual has at minimum, an equivalent level of experience comparable to that of the individual being substituted.

4. References: Complete (Attachment B); provide at least four (4) clients similar services performed within the last five (5) years.

5. Price Proposal: In this section, offerors shall provide a completed Price Proposal

(Attachment C).

6. Exceptions (if needed), this section Offerors shall list any exceptions taken to this Request for Proposal or Sample Contract Terms and Conditions. The County intends to make the RFP and the Successful Offeror’s proposal a part of the contract between the parties, so Offerors should list any exceptions for purposes of negotiating the contract.

7. Insurance Provide a copy of a valid certificate of insurance carried detailing limits.

8. Licenses/Certificates: Offerors shall also provide a copy of broker license(s), and evidence of CCIM or SOIR designation.

9. Other Information. Include other relevant information Offeror deems necessary to describe its qualifications to provide the services needed to successfully complete work described in the Scope of Services or which Offeror deems are relevant to its selection.

10. County Participation: Based on the information provided in this Request for Proposals, Offeror should identify all materials and services expected from the County in addition to general assistance.

Submission: DO NOT SUBMIT YOUR RESPONSE THROUGH eVA or the Goochland County website. Electronic responses are ONLY accepted through DemandStar Goochland County Procurement Opportunities and paper responses submitted directly to Purchasing will be considered.

Mailed or walk-in delivered responses: In a sealed container include One (1) original signed paper version (clearly marked as “ORIGINAL”) and three (3) paper copies, one (1) electronic version on a USB “Thumb Drive”. The electronic version shall be an exact duplicate of the paper version. In case of a conflict between the original paper version and the electronic version, the original paper version shall prevail. Proposals (including all documents, schedules, reports, plans and other attachments) will not be returned. If proprietary and/or confidential information is included in the proposal, a second, “Redacted” paper and electronic version of the proposal shall be included on the USB “Thumb Drive” and be named “Redacted Version”.

Electronic responses: Electronic responses should only be submitted via the DemandStar website DemandStar Goochland County Procurement Opportunities; See APPENDIX A Registering DemandStar – Goochland County. Submit One (1) fully completed and executed original Proposal, along with any other documentation required by this Request for Proposal Package, by the time herein specified via DemandStar. Proposer shall also supply one redacted copy (with proprietary and https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/ https://www.demandstar.com/app/agencies/virginia/goochland-county/procurement-opportunities/67219145-d0ac-4b9b-a8f2-534a0a96a2ce/

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confidential information removed) clearly marked REDACTED COPY. Except for the redacted information, the redacted copy must be identical to the original electronic proposal submitted copy.

All electronic files provided must be in a common format accessible by software programs the County uses. The County uses Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Offerors will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Offerors will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches. The County may disqualify any Proposal that does not meet the criteria stated in this paragraph.

PROPOSAL EVALUATION CRITERIA:

The proposal review committee will be using a numerical scoring system, and the following criteria to evaluate and rank the proposals submitted:

1. Strength of Overall Proposal. Proposal preparation and general understanding of the Scope of Services. Completeness and quality of proposal. Degree to which the proposal specifically addresses the items in County’s Request for Proposals including the understanding of County’s objectives, challenges, and goals, and how Offeror plans to approach and manage the project. (30 points)

2. Service Approach and Methodology. Understanding of each service to be provided in the scope of services. The ability, capacity, and skill of the individual or firm to perform the work described herein for similar scope, size and complexity in a manner consistent with county goals and standards, methodology to be used in performing the work (i.e.

approach) and sample work. (20 points)

3. Experience/Qualifications. The Offeror’s and their assigned staff’s experience and qualifications for providing the services requested by this RFP. (30 points)

4. Cost/Fees: Reasonableness/competitiveness of proposed fee and/or benefits to the County, although the County is not bound to select the Offeror who proposes the lowest fees or most benefits for services. The County reserves the right to negotiate fees and/or benefits to the County with the selected Offeror(s). (20 points)

Maximum Points Evaluation Total Points 100

SELECTION PROCESS

County will procure this service using competitive negotiations per Section 11-28 of the Goochland County Code, as follows:

Selection and award. Selection shall be made of two (2) or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the request for proposal, including price if so stated in the request for proposal. Negotiations shall then be conducted with each of the offerors so selected. The offeror shall state any exception to any contractual terms or conditions, including any liability provisions contained in the Request for Proposal in writing at the time of responding to such Request for Proposal. Such exceptions shall be considered during negotiation but shall not be used as a basis for scoring or evaluating which offerors are selected for negotiations. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the

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county shall select the one (1) which, in its opinion, has made the best proposal, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the request for proposal; awards may be made to more than one (1) offeror. Should the county determine in writing and in its sole discretion that only one (1) offeror is fully qualified, or that one (1) offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

ATTACHMENTS:

Included in this RFP Attachment A – Certification of No Collusion Attachment B – References Attachment C – Price Proposal

Separate Attachment Attachment D – Sample Contract APPENDIX A – Registering DemandStar - Goochland County

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ATTACHMENT A

CERTIFICATION OF NO COLLUSION

The undersigned, acting on behalf of__________________________________________, does hereby certify in connection with the procurement to which this Certification of No Collusion is incorporated and attached that:

He/she has the authority to bind the forenamed Offeror, and that this proposal/bid is neither the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce: nor the result of, or affected by, any act of fraud punishable under Virginia Code § 18.2-498.1 et seq.

By:______________________________

Print Name

Title

Name of Company

Date

ACKNOWLEDGEMENT

The foregoing Certification of No Collusion was acknowledged before me this _____ day of , 20__, by _____________________________.

Notary Public

My commission expires: __________________ Notary Registration Number: __________________

RFP for goods and nonprofessional services Revised: 6/28/24

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ATTACHMENT B

Reference List

Contract Date Client Name & Address Contract Amount

Contact Name, phone and email

Project title, dates of service, value

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ATTACHMENT C

PRICE PROPOSAL

Real Estate Sale/Purchase Transaction

Description of Services Commission Percentage Party that Pays the Commission

(Seller/Buyer) County completes the purchase of a residential real estate interest (land only) when no selling broker is involved.

Under $250K - % $250K-$500K - % Over $500K - %

County completes the purchase of a residential real estate interest (includes dwelling) when no selling broker is involved.

Under $250K - %

County completes the purchase of a commercial/industrial real estate interest (land only) when no selling broker is involved.

Under $250K - %

County completes the purchase of a commercial/industrial real estate interest (includes buildings) when no selling broker is involved.

Under $250K - %

County completes the sale of a residential real estate interest (includes a dwelling)

% - split 50/50 with co-broker estate interest (land only – buildable lot)

% - split 50/50

County completes the sale of a commercial/industrial real estate interest (includes buildings)

% - split 50/50

County completes the sale of a commercial/industrial real estate interest (land only – buildable lot)

% - split 50/50

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Real Estate Sale (Non-Buildable Lots Only)

Description of Services Hourly Rate estate interest (land only – non-buildable lot)

Principal - $ Associate Broker - $ Agent - $ Marketing Manager - $ Transaction Coordinator - $

County completes the sale of a commercial/industrial real estate interest (land only – non-buildable lot)

Principal - $ Associate Broker - $ Agent - $ Marketing Manager - $ Transaction Coordinator - $

Real Estate Lease Transaction

Description of Services Commission Percentage Party that Pays the Commission

(Tenant/Landlord) County completes a lease as the landlord % of gross lease -split 50/50 with co-broker

Other Brokerage Services

List job title/hourly fees when additional brokerage services, not included above, are performed.

Job Title Hourly Rate

Principal Broker $

Associate Broker $

Agent $ Marketing Manager $ Transaction Coordinator $ Add more as needed

Description of Services Commission Percentage

County self-identifies land or building/dwelling for purchase