RFPQ_2627-001_Waterfront_Property_Management_-_City_of_Redondo_Beach.pdf

CITY OF REDONDO BEACH

REQUEST FOR PROPOSAL AND

QUALIFICATIONS OF SERVICES

RFP/Q #2627-001

WATERFRONT PROPERTY MANAGEMENT

SERVICES

PROPOSAL DUE: WEDNESDAY, OCTOBER 21, 2026, AT 5:00 PM PDT

Responses shall be submitted electronically through the City’s Procurement Portal hosted by OpenGov on the City’s website at https://procurement.opengov.com\portal\redondo.

RFP/Q # 2627-001

WATERFRONT PROPERTY MANAGEMENT SERVICES

TABLE OF CONTENTS

SECTION 1: INFORMATION FOR PROPOSERS

A. Submission of Proposal B. Tentative Schedule C. Optional Pre-Proposal Conference D. Questions and City Contact E. Opening of Proposals F. Acceptance of Proposals G. Acceptance Period H. Right of Rejection by City I. Selection Process J. Negotiation K. Approval of Selection and Award of Contract L. Protest Procedures M. Public Records Act N. Cost of Preparation of Proposal O. Obtaining Data P. Business License Q. Insurance, Endorsements, and Certificates R. Nondiscrimination S. Compliance with Fair Employment Practice Act T. Compliance with California Labor Law U. Prevailing Wages V. Contract Cancellation/Suspension

SECTION 2: BACKGROUND AND SCOPE OF WORK

A. Background B. Scope of Work

1. General Management and Operations

2. Leasing Administration

3. Tenant Relations and Engagement

4. Maintenance and Facilities Management

5. Security Management

6. Financial Management

7. Property Management Software Platform(s)

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8. Performance Standards

9. Deliverables

10. Coordination with Brokerage Services

C. Additional Requirements

1. Coordination with Designated City Departments

2. Monthly Property Performance Report

3. Incident Reporting

4. Property Maintenance and Repair Responsibilities

5. Emergency Repairs

6. Environmental and Water Quality Compliance

7. Records and Accounting

8. Annual Reporting and Budget

9. Trust Fund Administration

10. Trust Account Management

11. Income Collection

12. Tenant Gross Sales Reporting

13. Payment of Expenses

14. Reserve Account

15. Property Tax Payments

16. Accounting Upon Termination

17. Additional Services

18. Additional Duties as Directed

19. Representation and Authority

20. Contract and Legal Limitations

21. Acceptance of Sample Agreement and Submission of Proposed Edits

D. Preferred Qualifications

SECTION 3: PROPOSAL REQUIREMENTS

SECTION 4: SELECTION CRITERIA

SECTION 5: SAMPLE AGREEMENT

SECTION 6: ATTACHMENTS

WATERFRONT PROPERTY MANAGEMENT SERVICES

SECTION 1: INFORMATION FOR PROPOSERS

NOTICE IS HEREBY GIVEN that the City of Redondo Beach, California, is soliciting proposals from qualified firms to provide Waterfront Property Management Services.

The selected firm will enter into an initial three-year agreement with the City, with an option to extend the agreement thereafter.

A. Submission of Proposal Responses shall be submitted electronically through the City’s procurement portal hosted by OpenGov on the City’s website: https://procurement.opengov.com\portal\redondo.

The deadline for submission is Wednesday, October 21, 2026, at 5:00 PM PDT. Proposals received after the specified date and time will be considered late and returned to the proposer unopened. The City of Redondo Beach reserves the right to reject any and all proposals received and, to the extent permitted by law, to waive any irregularities in any proposal.

Every proposal must be signed by the person or persons legally authorized to bind the proposer to an agreement. Upon request of the City, the corporation or other entity will provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute agreements on behalf of the corporation or other entity.

B. Tentative Schedule

ITEM DATE

RFP/Q Issued Monday, September 14, 2026 Optional Pre-Proposal Conference Monday, September 28, 2026, at 1:00 PM PDT Deadline to Submit Questions Friday, October 2, 2026, at 5:00 PM PDT Answers to Questions Released Wednesday, October 7, 2026, at 5:00 PM PDT Proposals Due Wednesday, October 21, 2026, at 5:00 PM PDT Interviews (tentative) Week of November 2, 2026 Award Notification Tuesday, November 17, 2026 Contract Award (tentative) Tuesday, December 8, 2026

The City reserves the right to modify these dates at any time, with appropriate notice to prospective proposers.

C. Optional Pre-Proposal Conference An optional pre-proposal site walk will be held at 100 W Torrance Blvd, Redondo Beach, CA 90277 on Monday, September 28, 2026, at 1:00 PM PDT. The site walk will include a tour of all properties in the portfolio (Property), including Pier Plaza, International Boardwalk, Fisherman’s Wharf, Kincaid’s, and Pier Parking Structure Storage Units.

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The site walk will begin promptly at 1:00 PM PDT. Proposers planning to attend should contact Mio Iwasaki at Mio.Iwasaki@redondo.org to confirm their attendance and to receive parking information and a detailed map of the meeting location.

D. Questions and City Contact Proposers must submit all written questions and requests for clarification or additional information regarding this RFP/Q by Friday, October 2, 2026, at 5:00 PM PDT through the City’s procurement portal hosted by OpenGov on the City’s website:

https://procurement.opengov.com\portal\redondo

If you have any procedural questions or issues obtaining information or documents, please contact:

Robert Norman Purchasing Admin Analyst E-mail: Robert.Norman@redondo.org Telephone: (310) 318-0602

The City will not respond to questions received after the deadline. Responses to the questions will be documented and distributed simultaneously to all proposers on record through the form of an addendum and posted on the City’s procurement portal hosted by OpenGov on the City’s website.

E. Opening of Proposals Proposals will be opened and evaluated by the City after the submittal deadline.

Proposals will not be opened publicly, and the City will endeavor to keep the proposals confidential until a preferred proposer is recommended to the City Council. No information contained in any proposal or information regarding the number or identity of the proposer will be made available at any time during the selection process.

F. Acceptance of Proposals Immediately after the final submittal deadline for proposals, the City will act upon them.

The highest-ranking firm will be requested to enter into negotiations to produce an agreement. The City reserves the right to terminate negotiations, without any cost to the City, in the event it deems progress toward an agreement to be insufficient. In that event, negotiations may commence with the second-highest ranking firm.

G. Acceptance Period All proposals shall be firm offers, and the proposal shall be valid for ninety (90) days following the RFP/Q submission deadline.

H. Right of Rejection by City The City of Redondo Beach expressly reserves the right, at its sole discretion, to reject any and all proposals or any part of any proposals, to waive minor defects or mailto:Mio.Iwasaki@redondo.org mailto:Robert.Norman@redondo.org

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technicalities, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as the City may deem in its best interest. In the event of any such rejection, the City shall not be liable for any costs incurred in connection with the preparation and submittal of a proposal. The City also reserves the right to waive any information in conjunction with the proposals.

I. Selection Process The selection process will evaluate the following:

1. Adherence to RFP/Q Requirements A proposal must adhere to the RFP/Q requirements outlined in Section 3 to be evaluated by the City.

2. Evaluation

Staff or a panel will assess proposals using the scoring criteria outlined below:

CRITERIA POINTS

Proposer Qualifications, Relevant Experience, and Past Performance 30 Technical Proposal 30 Understanding City Needs and Preferred Qualifications 15 References 15 Cost Proposal 10

Total 100

The City may contact proposers to clarify any response; contact any past or current users of a proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

Additional information on how proposals will be evaluated can be found in Section 4 Selection Criteria.

3. Interview and Presentation The City may, at its sole discretion, invite one or more of the highest-ranking firms to participate in an interview and present their proposal to City staff. Interviews are tentatively scheduled for the week of November 2, 2026.

J. Negotiation After evaluation of the proposal and discussion with selected proposers or the recommended proposer, the City reserves the right to further negotiate the proposed work scope, method, or cost. Contract award is contingent upon the successful negotiation of final agreement terms. Negotiations will be confidential and not subject to disclosure to competing proposers. If contract negotiations cannot be concluded successfully, the City may negotiate an agreement with other proposers or withdraw the RFP/Q.

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K. Approval of Selection and Award of Contract This procurement will comply with all applicable City procurement policies and procedures. Proposer selection is subject to approval by the Redondo Beach City Council. The City is not obligated to accept the lowest cost proposal, but will make an award in its best interests after all factors have been evaluated. Therefore, proposals should be submitted in the most favorable terms. The City will select a proposer with whom the City will negotiate an agreement that will be recommended to the City Council for review and approval. The City reserves the right to reject all proposals and not award an agreement for services.

The proposer shall be prepared to commence work within 3 weeks of the Notice of Intent to Award. The selected firms will be expected to execute an agreement substantially similar to the Sample Agreement included in Section 5 of this RFP/Q unless any exceptions or conditions are explicitly stated in the proposal. While the proposer may submit exceptions or conditions to the Sample Agreement as part of the proposal, the City is under no obligation to accept then. Any requested modifications to the Sample Agreement must be supported by compelling justification and will be discussed during the interview stage of the process. The selected firms shall expedite negotiation of a final agreement within 3 weeks of Notice of Intent to Award.

L. Protest Procedures City policy requires that all prospective proposers be accorded fair and equal consideration in the solicitation and award of contracts. To that end, any interested party shall have the right to protest alleged inequities in the procurement process and to have its issues heard, evaluated, and resolved administratively. “Interested party” is defined as an actual or prospective offeror whose direct economic interest would be affected by the award of a contract or by failure to award a contract.

Protests regarding any aspect of this RFP/Q, the solicitation process, or the proposed award of a contract must be submitted in accordance with the following procedures.

1. Solicitation Phase Protest A protest received before the proposal opening or proposal due date is considered a Pre-Proposal Protest. To be valid, it must be submitted to the City before the published deadline for receiving proposals or proposals, per the specified content and submission procedures. Based on the timing of the protest and the agency’s review, the City may decide whether to delay the proposal opening or proposal deadline.

2. Pre-award Protest

A Pre-Award Protest is filed after proposals or proposals have been received but before a contract is awarded. To be considered, it must be submitted to the City within three (3) business days from the date the protester became aware—or should have become aware—of the basis for the appeal. The protest must follow the specified content and submission procedures and be received before the agency takes formal action on the contract award. Based on the timing of the

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protest and the agency's review, the City may determine whether to delay the contract award.

3. Post-Award Protest

A Post-award Protest is received after the award of a contract. A Post-award Protest must be submitted to the City following the content and submission procedures specified herein within five (5) business days of the date the protester learned or should have learned of the basis of appeal.

Protests must contain the following information:

• Description of the solicitation or contract and number

• Name of protestor with address, contact individual, phone numbers, and email addresses

• Statement of the grounds for protest

• Statement of the proposed relief or remedy.

Protests must be submitted in writing via email to Robert Norman at Robert.Norman@redondo.org. Reference RFP/Q 2627-001 in the email subject line.

Upon receipt of a protest, the City of Redondo Beach will review the grounds of the protest and provide a written response within five (5) business days, addressing each substantive issue in detail. A copy of the protest and the City’s decision will be transmitted to the protester and to each firm or individual who has received a copy of the RFP/Q or solicitation.

The Waterfront and Economic Development Department for the City of Redondo Beach is the responsible official for evaluation of protests and has the authority to make the final determination in matters of protest. With the exception of a reconsideration as noted below, the decision of the City of Redondo Beach will be final.

Should material information become available after the decision of the Waterfront and Economic Development Department or the protester believes an error in law or regulation has occurred, the protester may formally request reconsideration.

This request must be submitted in writing to the Waterfront and Economic Development Department within five (5) business days of the original protest decision.

M. Public Records Act Responses to this RFP/Q become the exclusive property of the City of Redondo Beach.

Once the originating department recommends a proposer, a staff report is placed on the City Council agenda, all unreturned proposals will be treated as public records and subject to the Public Records Act.

mailto:Robert.Norman@redondo.org

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However, elements of a proposal defined by the proposer as business or trade secrets may be exempt, provided they are clearly labeled as “Trade Secret,” “Confidential,” or “Proprietary.” Each confidential element must be distinctly marked, as blanket classifications (such as entire pages or documents) will not be considered valid and will not impose any obligation on the City.

If disclosure is required or permitted under the California Public Records Act or other applicable law, the City shall not be liable for the release of such records or any portion thereof.

N. Cost of Preparation of Proposal Proposal submitters are responsible for all costs incurred in the preparation and the submittal of the proposal.

O. Obtaining Data It shall be the proposer’s sole responsibility to obtain all data necessary to complete work in a timely manner. The City will make available any data in its possession that is relevant to the project upon the proposer’s request.

P. Business License Prior to commencing work or performing any phase of work, the proposer will be required, at its own expense, to obtain a City of Redondo Beach business license. Information on the cost of the license can be obtained from the City of Redondo Beach's Financial Services Department webpage.

Q. Insurance, Endorsements, and Certificates Prior to commencing work or performing any phase of work, the proposer will be required, at its own expense, to provide the City with certificates of insurance. Proposer shall satisfy all City insurance and indemnification requirements as listed in Exhibit “D” of the Sample Agreement.

R. Nondiscrimination The proposer, with regard to the work performed by it during the agreement, will be required to agree not to discriminate on the grounds of race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry in any activity pursuant to the agreement.

S. Compliance with Fair Employment Practice Act Proposer agrees in accordance with Section 1735 and 1777.6 of California Labor Code, and the California Fair Employment Practice Act (Sections 1410-1433) that in the hiring of common or skilled labor for the performance of any work under the agreement, or any subcontract hereunder, no proposer, material supplier or vendor will, by reason of race, color, national origin or ancestry, or religion, discriminate against any person who is qualified and available to perform the work to which such employment relates.

https://www.redondo.org/departments/financial_services/business_licenses.php https://www.redondo.org/departments/financial_services/business_licenses.php

T. Compliance with California Labor Law The Proposer must comply with applicable State labor requirements, as described in Exhibit “E” of the Sample Agreement.

U. Prevailing Wages In accordance with Labor Code Section 1770 et seq., this Project is a “public work,” and thus, the Proposer and any Subcontractors must pay wages in accordance with the determination of the Director of the Department of Industrial Relations (“DIR”) regarding the prevailing rate of per diem wages. Copies of those rates are on file with the Director of Public Works and are available to any interested party upon request. Proposer shall post a copy of the DIR’s determination of the prevailing rate of per diem wages at each job site.

V. Contract Cancellation/Suspension Without cause, the City may cancel the contract at any time with thirty (30) days written notice to the proposer. With cause, the City may cancel the contract immediately with written notice to the proposer. Cancellation for cause will be at the discretion of the City and will be, but is not limited to, failure to supply the staffing, materials, equipment, or service specified within the time allowed or within the terms, conditions, or provisions of this RFP/Q. The proposer may not cancel this contract without the prior written consent of the City.

WATERFRONT PROPERTY MANAGEMENT SERVICES

SECTION 2: BACKGROUND AND SCOPE OF WORK

A. Background The City of Redondo Beach owns and operates a portfolio of waterfront commercial properties (“Property”) along the Redondo Beach coastline, including:

• Pier Plaza: (103 to 131 W. Torrance Blvd)

• International Boardwalk (100 S. to 164 N. International Boardwalk)

• Fisherman’s Wharf (200 to 250 Fisherman’s Wharf)

• Kincaid’s (500 Fisherman’s Wharf)

• Foss Maritime Company (161 N. Harbor Drive)

• R/10 Social House (179 N. Harbor Drive)

• Redondo Beach Marina Office (181 N. Harbor Drive)

• Riviera Mexican Cantina (207 N. Harbor Drive)

• Captain Kidd’s (209 N. Harbor Drive)

• California Surf Club (239 N. Harbor Drive)

• California Surf Club North Grill (245 N. Harbor Drive)

• Pier Parking Structure Storage Units (100 W. Torrance Blvd)

Property Map is included as Attachment A provided in Section 6.

Property Property Type Size # of Tenants Pier Plaza Offices, schools, restaurant 75,000 sq ft 22

International Boardwalk Restaurants, retail 17,200 sq ft 16 Fisherman’s Wharf Restaurants, retail 13,000 sq ft 11

Kincaid’s Restaurant 12,000 sq ft 1 R/10 Social House Restaurant 6,908 sq ft 1

Foss Maritime Company Office 1,196 sq ft 1 Redondo Beach Marina

Office Offices 1,421 sq ft 4

Riviera Mexican Cantina Restaurant 10,200 sq ft 1 Captain Kidd’s Restaurant 6,593 sq ft 1

California Surf Club Social club 8,597 sq ft 1 California Surf Club North

Grill Restaurant 8,000 sq ft 1

Pier Parking Structure Storage Units Storage units 4,870 sq ft 24

The Property includes approximately 60 commercial tenants across restaurant, retail, and office uses, along with 24 supplemental storage units, and generates a minimum of approximately $3.6 million gross annual revenue. Leases for restaurants and retail are based on a percentage rent structure in which the tenant pays a base monthly minimum rent or a percentage of gross sales, whichever is higher. The estimated annual rent revenue provided above is based on the rent roll for the tenants’ base minimum monthly

WATERFRONT PROPERTY MANAGEMENT SERVICES

rent, and it should be noted that actual revenue generated from these properties exceeds the annual rent roll. These properties collectively represent a significant source of revenue for the City’s Tidelands and Uplands funds.

The Property is located within the California Coastal Zone, over and adjacent to coastal waters, and are subject to the City’s Local Coastal Program (LCP), the jurisdiction of the California Coastal Commission, and applicable federal and state water quality regulations including the City’s Municipal Separate Storm Sewer System (MS4) National Pollutant Discharge Elimination System (NPDES) Permit. Compliance generally includes implementing appropriate best management practices to prevent pollutants from entering the storm drain system, properly managing waste and runoff generated by project activities, and maintaining documentation as required by applicable regulations.

Additional information regarding the NPDES permit requirements can be found here.

Many of the leases include percentage rent structures tied to tenant gross sales, requiring active lease administration and tenant reporting oversight.

The City of Redondo Beach is seeking proposals from qualified property management firms to provide comprehensive day-to-day management, lease administration, financial reporting, and operational services for the Property. This includes routine maintenance, respective repairs, and stewardship of the Property’s overall aesthetics to ensure a clean, safe, and inviting environment for tenants and visitors. The City’s goal is to ensure transparent management that delivers reliable financial reporting, consistent revenue performance, proactive lease administration, and a well-maintained, thriving waterfront experience.

Separately, the City is conducting a competitive process for Real Estate Brokerage Services and Marina Operations Management Services. The firm selected in this solicitation will not be responsible for brokerage activities, marketing efforts, tenant acquisition, or marina operations. Property management services solicited under this RFP/Q will require coordination with the City’s designated Real Estate Brokerage and Marina Operations firms to support effective property management operations. However, the Marina Operations Management firm, the Property Management firm, and the Real Estate Brokerage firm shall each report directly to the City.

Proposers may apply to this RFP/Q individually or in combination with the Waterfront Real Estate Brokerage Services RFP/Q (#2627-002) and/or Marina Operations Management Services RFP/Q (#2627-003). Proposals that demonstrate efficiencies or cost savings through bundled services or coordinated work across multiple RFP/Qs may be evaluated favorably for potential economy of scale.

B. Scope of Work The City of Redondo Beach is soliciting proposals from qualified property management firms to provide full-service property management for the City’s waterfront commercial portfolio (“Property”). The City reserves the right to add or remove properties from the Property over the duration of the agreement. The selected firm will be responsible for comprehensive day-to-day operations, lease administration, financial management, https://www.waterboards.ca.gov/losangeles/water_issues/programs/stormwater/municipal/index.html

WATERFRONT PROPERTY MANAGEMENT SERVICES

tenant relations, vendor and maintenance coordination, environmental compliance, and long-term asset stewardship. All services shall be performed in accordance with the standards and procedures outlined below to support a clean, safe, well-maintained, and thriving waterfront experience.

1. General Management and Operations The selected firm shall serve as the City’s operational agent for day-to-day property management activities, including coordination with designated City Departments in accordance with Section 2C Additional Requirements #1, attendance at City meetings, briefings, and performance reviews, and implementation of operational policies aligned with City requirements.

The selected firm shall maintain a staffed, on-site management office within Pier Plaza for the duration of the agreement. The City will provide office space at City expense. Qualified management personnel must be present and accessible at the on-site office during normal business hours. The on-site office will serve as the primary point of contact for tenant communications, day-to-day operations, and City coordination.

The selected firm shall provide a Monthly Property Performance Report, as specified in Section 2C Additional Requirements #2, delivering a comprehensive overview of operational and financial activity for the prior month. The report shall summarize leasing, tenant relations, maintenance, security, and incidents, and include full financial reporting, such as income and expenses, cash flow, reserve balances, delinquencies, and major expenditures.

The selected firm shall comply with all performance standards outlined in Section 2B Scope of Work #8 and all deliverables specified in Section 2B Scope of Work #9 of this RFP/Q, ensuring that all management and operational activities are conducted consistently, professionally, and in full alignment with the City’s expectations.

2. Leasing Administration

The selected firm shall administer all tenant leases, ensure full compliance with lease terms, and maintain accurate and up‑to‑date tenant files. Responsibilities include tracking key dates, processing renewals and amendments, and monitoring tenant compliance with all contractual obligations.

The selected firm shall perform the following lease administration duties:

a. Maintain a current lease‑expiration schedule and provide monthly updates as part of required reporting.

b. Notify the City in writing at least 180 days prior to any lease expiration and include a recommended action for renewal, renegotiation, or re‑tenanting, supported by relevant market context.

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c. Initiate and track renewal discussions with tenants well in advance of lease expiration, at the City’s direction, ensuring no tenancy lapses.

d. Monitor compliance with all lease terms and conditions, including rent amounts, escalations, CPI adjustments, and option‑exercise deadlines.

e. Administer Common Area Maintenance (CAM) charges, Fisherman’s Wharf Sanitation District charges, and applicable reconciliations.

f. Prepare and coordinate estoppel certificates and Subordination, Non‑Disturbance, and Attornment (SNDA) agreements as requested by the City.

g. Monitor and enforce tenant default remedies in coordination with the City and City‑retained legal counsel,

h. Conduct applicant screening, lease execution, renewals, and enforcement activities.

i. Maintain complete, accurate, and current tenant files, available for City review at any time.

The selected firm shall report on leasing activity as part of the Monthly Property Performance Report, including:

a. Updated lease‑expiration schedule for all tenants.

b. Status of upcoming expirations, including recommended actions

c. Summary of renewal discussions underway and anticipated next steps.

d. Tenant compliance status

e. Updates on CAM and Fisherman’s Wharf Sanitation District charges

f. Status of estoppel certificates and SNDA agreements documents

g. Overview of tenant default issues and corrective actions

h. Summary of leasing activities, including applicant screenings, lease executions, renewals, and enforcement actions.

3. Tenant Relations and Engagement The selected firm shall serve as the primary point of contact for all tenant communications on behalf of the City, ensuring timely and professional responses to inquiries, service requests, and operational issues. The selected firm shall proactively and actively engage with tenants to maintain consistent, effective communication. The selected firm shall also maintain a dedicated after‑hours emergency contact line.

The selected firm shall report on tenant activity as part of the Monthly Property Performance Report, including:

a. All tenant inquiries received and the date/time of each inquiry.

b. Nature of each inquiry (service request, operational issue, general question).

c. All tenant complaints, including date received, issue description, and responsible party.

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d. Status of complaints (open, in progress, resolved) with resolution dates and actions taken.

e. Any escalations, including reasons for escalation and parties involved.

f. After‑hours emergency calls, including type of incident, response actions, and outcomes.

g. Tenant compliance status, including missed payments, lease violations, or operational non‑compliance.

h. Follow‑up actions required from tenants and deadlines for compliance.

i. Communication logs documenting outreach to tenants (reminders, notices, updates).

j. Summary of recurring issues affecting tenants or operations, with recommended corrective actions.

k. Coordination activities with City staff related to tenant issues or compliance.

l. Any service or maintenance requests submitted by tenants and their completion status (especially those affecting lease obligations).

m. A list of tenants requiring additional monitoring or follow‑up due to ongoing issues.

4. Maintenance and Facilities Management The selected firm shall oversee all maintenance and facility management activities for the Property, including routine and corrective maintenance, vendor coordination, and preparation of the annual capital‑needs assessment and budget.

This includes stewardship of the Property’s overall aesthetics and ensuring that all maintenance and repair efforts contribute to a clean, safe, and inviting environment for tenants and visitors. All property maintenance and repair responsibilities, emergency procedures, and environmental compliance requirements shall follow the standards outlined in Section 2C Additional Requirements #4-6.

The selected firm shall develop, implement, and maintain a comprehensive Maintenance Management Plan that outlines policies, schedules, procedures, and performance standards for all maintenance operations. At a minimum, the plan shall include:

a. City‑approved preventative maintenance schedule for all building systems, equipment, and common areas.

b. Detailed procedures for routine maintenance, inspections, and corrective repairs.

c. Protocols for emergency response, including after‑hours repair procedures and communication requirements.

d. Standards for environmental compliance, fire and life safety obligations, and building code adherence.

e. A workflow for tracking maintenance requests, work orders, completion times, and vendor performance.

f. Coordination procedures with the City’s Public Works Department, including alignment with maintenance standards and long‑term capital project planning.

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g. Requirements for maintaining the Property’s overall appearance, including cleanliness, landscaping, lighting, signage, and general aesthetics.

h. Submission of an annual capital needs assessment and budget that identifies projected maintenance priorities, long‑term asset preservation needs, and recommended capital improvements.

The Maintenance Management Plan shall be updated annually to ensure accuracy, efficiency, and continued alignment with City goals.

The selected firm shall report on maintenance activity as part of the Monthly Property Performance Report, providing a detailed description of all maintenance and facility management, including completed maintenance work, outstanding issues, emergency responses, and recommended corrective actions.

5. Security Management The selected firm shall be responsible for providing and overseeing all on‑site security services for the Property, including reliable after‑hours coverage through a contracted security vendor or other means approved by the City. The selected firm must ensure security operations are consistently delivered in accordance with the performance standards outlined in Section 2B Scope of Work #8.

The selected firm and its on‑site security personnel shall perform the following functions:

a. Conduct regular patrols, monitor cameras and alarm systems, manage access points, and serve as the first responders to any security or safety issues.

b. Verify alarms, assess situations, contact emergency services when necessary, and thoroughly document all actions taken in accordance with property management standards.

c. Coordinate with the Redondo Beach Police Department when law‑enforcement involvement is required and promptly report all incidents to ensure accurate documentation, timely follow‑up, and effective communication across agencies.

d. Maintain and implement a Security Management Plan for the Property, ensuring alignment with City expectations and ongoing operational needs.

The selected firm shall develop, implement, and maintain a comprehensive Security Management Plan outlining all security procedures, responsibilities, and performance standards. At a minimum, the plan shall include:

a. Clear procedures for managing building access, monitoring security systems, and handling visitor or contractor entry during regular hours.

b. Daily operational tasks including patrols, equipment checks, and routine documentation to ensure continuous awareness of building conditions.

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c. Detailed steps for responding to incidents such as trespassing, vandalism, equipment failures, and safety hazards, including expectations for reporting, escalation, and communication.

d. Requirements for incident reporting as detailed in Section 2C Additional Requirements #3.

e. A clear description of the role of on‑site security personnel in implementing the plan, including serving as the first point of contact for after‑hours incidents and following a defined response protocol that does not default to City staff.

f. Procedures for promptly notifying the City of significant security incidents, vandalism, or recurring issues affecting tenants or the public.

g. After‑hours emergency protocols, including emergency contact lists, alarm‑response procedures, and directions for safely entering or securing the building.

h. Requirements for thorough incident documentation and post‑event follow‑up, with monthly incident reports submitted to the City.

The Security Management Plan shall be updated annually to ensure to ensure accuracy, accountability, and continued relevance to the Property’s security needs.

The selected firm shall report on security activity as part of the Monthly Property Performance Report, providing a detailed summary of all security and incident‑related matters, including on-site security patrol observations, recorded incidents, after‑hours responses, coordination with law enforcement or emergency services, identified safety hazards, and recommended corrective or preventive actions.

6. Financial Management The selected firm shall provide comprehensive financial management services, including budgeting, rent and income collection, financial reporting, and coordination with the City’s Financial Services Department. The selected firm shall prepare and deliver all required financial components of the Monthly Property Performance Report, as described in Section 2C Additional Requirements #2.

The selected firm shall also be responsible for accounting, trust fund administration, trust account management, income collection, tenant gross sales reporting, payment of expenses, reserve account management, property tax payments, and preparation and submission of annual reporting and budget documents. All such activities shall be performed in accordance with Section 2C Additional Requirements #7-16.

7. Property Management Software Platform(s) The selected firm shall utilize professional, industry‑standard property management software platform(s) to support all operational, financial, and administrative functions. The platform(s) must be capable of managing financial

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recordkeeping and accounting; tenant ledger management and payment histories;

invoice processing; lease administration and tracking; document storage and retrieval; incident reporting and tracking; and maintenance ticketing and work‑order management. As part of their proposal, the selected firm shall identify and describe the software platform(s) they use, including system capabilities, reporting features, cybersecurity and data‑protection protocols, and the method by which the City will be provided access.

The City shall be granted full, unrestricted access to the platform(s) for the duration of the agreement. At a minimum, this access shall include:

a. Real‑time financial reporting

b. Invoice‑approval workflow requiring City authorization prior to payment

c. Access to all leases, tenant files, property records, and compliance‑tracking tools

d. Visibility into all maintenance, incident, and operational activity.

All platform(s) must comply with applicable City cybersecurity and data‑privacy policies. The selected firm shall maintain uninterrupted City access and ensure that all records remain available in accordance with public records laws.

The selected firm shall also ensure that City staff who do not have direct login access to the property management software platform(s) can receive all required reports, documents, and records in accessible formats. At a minimum, the selected firm shall provide downloadable or exportable versions of all Monthly Property Performance Reports, financial statements, operational summaries, maintenance logs, incident reports, and supporting documentation. These materials must be delivered promptly upon request and in formats that allow full review without reliance on dashboard‑based system access.

The selected firm shall provide training to designated City staff at the commencement of the agreement and upon any material system changes. City access rights shall remain in effect until final accounting is complete and all records have been fully transferred to the City.

8. Performance Standards The City will evaluate the selected firm’s performance including, but not limited to, the following service objectives:

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Desired Outcome Performance Standard

Acceptable Quality Level

Review Method

Accurate, timely, and comprehensive contract deliverables

Submit all required deliverables on time, with complete and accurate content

100% of deliverables submitted within 10 days after the end of each month

≤2 corrections allowed per fiscal year

Monthly review and approval by the City

Accurate, timely, and comprehensive understanding of lease statuses

Provide monthly and fiscal-year-to-date lease reports summarizing baseline data, revenue, and key issues

Accurate, complete, and timely monthly lease activity report submitted within 10 days after the end of each month

≤2 corrections allowed per fiscal year

Monthly review and approval by the City

High leaseholder compliance with lease, CUP, and applicable laws

Ensure leaseholders meet all requirements;

report violations immediately; resolve issues or escalate recalcitrant cases

≥95% compliance across all leaseholders within two (2) years

All violations resolved within 30 days or referred to the City with active monitoring

Monthly review of reports and onsite inspections by the City; monthly review of internal and public complaints via email, phone, and formal City complaint systems

Strong and proactive tenant relations

Maintain consistent onsite presence, conduct property walks, engage tenants regularly, and address concerns proactively

Proactive engagement demonstrated with ≥50% of tenants each month

Reflected in monthly tenant activity report submitted as part of the Monthly Property Performance Report.

Monthly review and onsite inspections by the City

Clean, well-maintained City and leaseholder facilities that remain fully operational

Ensure facilities remain functional;

report issues accurately; resolve assigned issues promptly

≥85% of maintenance issues identified proactively before City or visitor complaints

100% accuracy in reporting issue status and conditions

Tenant-assigned issues resolved within 30 days or escalated for City intervention

Monthly review of reporting and onsite inspections by the City; monthly review of internal and public complaints via email, phone, and City systems

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Full adherence to City-approved maintenance plan

Complete scheduled tasks, proactively identify issues, document all work, and respond to needs promptly

≥95% on-time completion of all scheduled maintenance tasks

Monthly review of maintenance schedules and documentation by the City

Safe environment with low incidents and timely responses

Provide patrols, respond swiftly to incidents, document accurately, and escalate issues per procedures

Incident counts reduced from baseline

Incidents identified and responded to within ten (10) minutes

100% accuracy in incident reporting

Monthly review by the City; periodic review by the Redondo Beach Police Department

Timely collection of revenues

Complete monthly revenue collection and report delinquent or partial payments

Immediate reporting of delinquencies

100% accuracy in collection accounting

Monthly review by the City

Timely and accurate payments

Ensure all payments are made promptly and accurately documented.

Zero delinquent payments

100% accuracy in payments, accounting, and reporting

Monthly review by the City

Financial records and reporting are accurate, compliant, and timely

Manage Trust Fund and subaccounts in accordance with standards

≤2 corrections allowed per fiscal year

100% GAAP

compliance

Monthly review by the City; periodic audit by City staff

Fully functional, accurate, secure, and compliant software systems

Maintain full compliance with all contract-required functional, reporting, security, and accessibility features

Zero identified deficiencies

100% accuracy across dashboards, reports, and all system outputs

City review; periodic system testing

Proposers shall review Sections 2B Scope of Work and 2C Additional Requirements to understand the full scope of services included in the agreement.

The City expects proposers to apply industry best practices that meet the defined scope and achieve the performance standards outlined in this RFP/Q.

9. Deliverables The selected firm shall provide the following deliverables to the City according to the required timelines:

Timely submission of any additional reports or documentation requested by the City including, but not limited to, tenant files, lease administration documents, maintenance and work order documentation, and audit support documentation.

All deliverables shall be in a format and of content acceptable to the City, as approved by the City. Deliverables may be delivered through system access for use by City staff, but the system must be able to produce exportable reports for internal use and communication by City. Deliverables may be combined, consolidated, or added to as proposed by the winning proposer subject to approval by the City.

Deliverable Frequency Deadline Transition Plan (per Section 3E Technical Proposal #7)

Initial With proposal

Program Management Plan (per Section 3E Technical Proposal #4)

Initial, with annual updates

With proposal; within 10 days of City approved changes

Maintenance Management Plan (per Section 2B Scope of Work #4)

Initial, with annual updates

With proposal; within 10 days of City approved changes

Security Management Plan (per Section 2B Scope of Work #5)

Initial, with annual updates

With proposal; within 10 days of City approved changes

Standardized Gross Sales Reporting Plan (per Section 2C Additional Requirements #12)

Initial, with annual updates

With proposal; within 10 days of City approved changes

Monthly Property Performance Report (per Section 2C Additional Requirements #2)

Monthly Within 10 days after the end of each month

Capital Needs Assessment and Budget Annual By end of April Operating Budget Annual By end of April Annual Summary Report for City Audit Annual By end of June Lease Expiration Notice As required Within 180 days before lease expires Reserve Account Funding Shortfall Notification (per Section 2C Additional Requirements #14)

As required At least 14-day advance notice

Emergency Repairs Activity Report (per Section 2C Additional Requirements #5)

As required Within 24 hours of authorizing work

Financial Transactions and Payments (per Section 2C Additional Requirements #7)

As requested Within 24 hours or by next business day

Prepare Estoppel Certificates and SNDA Coordination

As requested As requested

Special or Uniquely Formatted Report As requested As requested Tenant Files As requested As requested Transition Out Data Upon notice of termination or scheduled end of contract

At least 10 days prior to contract termination

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10. Coordination with Brokerage Services The selected property management firm shall be responsible for ongoing administration of executed leases, including tracking lease dates and options, rent and income collection, tenant compliance, financial administration, and operational tenant relations. The selected firm shall coordinate with the City's designated real estate brokerage firm when a vacancy requires marketing or tenant acquisition, or when a new lease, renewal, amendment, or other transaction requires market analysis or negotiation of new or modified economic or business terms.

C. Additional Requirements Proposers responding to this RFP/Q must also demonstrate the following:

1. Coordination with Designated City Departments The selected firm shall maintain proactive and consistent coordination with designated City Departments to ensure aligned, transparent, and complaint management of all Property operations. Coordination responsibilities include, but are not limited to, the following:

a. Waterfront and Economic Development Department The selected firm shall work closely with the Waterfront and Economic Development Department, which will serve as the primary point of contact.

b. Financial Services Department The selected firm shall coordinate with the Financial Services Department on all financial reporting, accounting, budgeting, and audit activities. This includes monthly reporting, GAAP compliant statements, and Trust Account oversight.

c. Fire Department The selected firm shall coordinate with the Fire Department on all fire-safety and emergency response matters, including water-side emergencies and on-site emergencies. The selected firm shall serve as a liaison during fire and safety incidents within the Property and supporting required inspections and code compliance actions.

d. Police Department The selected firm shall coordinate with the Police Department on all security and law enforcement matters affecting the Property. This includes supporting police response to incidents, ensuring on-site security staff escalate issues requiring law enforcement involvement, and providing timely access to incident documentation.

e. Public Works Department The selected firm shall coordinate with the Public Works Department on maintenance, repairs, capital planning, and infrastructure needs. This includes sharing maintenance records, participating in coordination meetings, and using the City provided property map to distinguish responsibilities.

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2. Monthly Property Performance Report The selected firm shall provide a Monthly Property Performance Report covering the prior month’s activity for each property individually and for the Property in aggregate. Each report shall be complete, accurate, and professionally prepared.

At a minimum, the Monthly Property Performance Report shall include the following:

a. Property Operations Summary:

• Leasing Activity, per Section 2B Scope of Work #2

• Tenant Activity, per Section 2B Scope of Work #3

• Maintenance Activity, per Section 2B Scope of Work #4

• Security Activity, per Section 2B Scope of Work #5

• Incident Activity, per Section 2C Additional Requirements #3

b. Financial Management

• Rent Roll

• Balance Sheet

• Income Statement (current month and year‑to‑date)

• GAAP‑compliant Cash Flow Statement

• Operating Statements (current month and year‑to‑date)

• Delinquency Report

• Check Register with supporting documentation

• Reconciled Bank Statement that ties directly to the Income

Statement and Cash Flow Statement

• General Ledgers

• Reserve account activity and current balance

• Tenant Security Deposits list with balances by tenant

• Lease expiration schedule with status notes for all leases expiring within 24 months

• Tenant Gross Sales Reporting summary, including percentage‑rent calculations and tenant‑submitted backup for all percentage‑rent tenants

• Capital and maintenance expenditures with supporting documentation

• Trust Fund activity, per Section 2C Additional Requirements #9

• Trust Account management activity, per Section 2C Additional

Requirements #10

• Reserve Account activity, per Section 2C Additional Requirements

#14

All financial statements included in the Monthly Property Performance Report must fully reconcile with one another. The selected firm shall designate a named, accountable point of contact responsible for ensuring the accuracy and completeness of each monthly report and for responding to inquiries from the City and the Financial Services Department within three (3) business days. Upon

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request, the selected firm shall also provide reporting by component, such as by fund or by individual…