RFPQ_2627-002_Waterfront_Real_Estate_Brokerage_Services_-_City_of_Redondo_Beach.pdf

CITY OF REDONDO BEACH

REQUEST FOR PROPOSAL AND

QUALIFICATIONS OF SERVICES

RFP/Q #2627-002

WATERFRONT REAL ESTATE BROKERAGE

SERVICES

PROPOSAL DUE: WEDNESDAY, OCTOBER 28, 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 #2627-002

WATERFRONT REAL ESTATE BROKERAGE 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. Contract Cancellation/Suspension

SECTION 2: BACKGROUND AND SCOPE OF WORK

A. Background B. Scope of Work

1. Marketing Strategy and Portfolio Based Requirements

2. Strategic Coordination with the City

3. Marketing Materials, Listings, and Broker Outreach

4. Market Analysis and Strategy

5. Data Sharing and Market Intelligence

6. Vacancy Reporting

7. Negotiation and Lease Transaction Management

8. Financial Management and Revenue Monitoring

WATERFRONT REAL ESTATE BROKERAGE SERVICES

9. Performance Standards

10. Deliverables

11. Coordination with Property Management

C. Additional Requirements

12. Records and Accounting

13. Broker Qualifications and Professional Standards

14. Additional Services

15. Additional Duties as Directed

16. Representation and Authority

17. Contract and Legal Limitations

18. 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 REAL ESTATE BROKERAGE 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 Real Estate Brokerage 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 28, 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 21, 2026 Optional Pre-Proposal Conference Wednesday, October 7, 2026, at 1:00 PM PDT Deadline to Submit Questions Friday, October 9, 2026, at 5:00 PM PDT Answers to Questions Released Thursday, October 15, 2026, at 5:00 PM PDT Proposals Due Wednesday, October 28, 2026, at 5:00 PM PDT Interviews (tentative) Week of November 16, 2026 Award Notification Tuesday, December 1, 2026 Contract Award (tentative) Tuesday, December 15, 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 Wednesday, October 7, 2026, at 1:00 PM PDT. The site walk will include a tour of all properties in the portfolio (Portfolio), including Pier Plaza, International Boardwalk, Fisherman’s Wharf, and Kincaid’s.

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.

mailto:Mio.Iwasaki@redondo.org

WATERFRONT REAL ESTATE BROKERAGE SERVICES

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 9, 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 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 mailto:Robert.Norman@redondo.org

WATERFRONT REAL ESTATE BROKERAGE SERVICES

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

Firm Qualifications and Relevant Experience 30 Marketing Plan and Detailed Reporting 20 Proposed Commission Structure and Cost Proposal 20 Understanding City Needs and Waterfront Portfolio 15 References 15 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 16, 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.

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

WATERFRONT REAL ESTATE BROKERAGE SERVICES

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 are approved by the City.

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

3. Post-Award Protest

WATERFRONT REAL ESTATE BROKERAGE SERVICES

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 2627-002 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.

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.

mailto:Robert.Norman@redondo.org

WATERFRONT REAL ESTATE BROKERAGE SERVICES

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.

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

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

WATERFRONT REAL ESTATE BROKERAGE SERVICES

U. 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 the contract without the prior written consent of the City.

WATERFRONT REAL ESTATE BROKERAGE SERVICES

SECTION 2: BACKGROUND AND SCOPE OF WORK

A. Background The City of Redondo Beach owns and operates a portfolio of waterfront commercial properties (“Portfolio”) along the Redondo Beach coastline. The properties listed below represent the City’s most common properties for which brokerage services are needed.

Additional waterfront leaseholds may also need brokerage assistance, and such property may be added by the City on a case-by-case basis.

Property Address Vacancies Month to

Month Leases

Active Leases

Pier Plaza 103 to 131 W. Torrance Blvd 10 8 14 International Boardwalk

100 S. to 164 N. International Boardwalk 1 5 11

Fisherman’s Wharf 200 to 250 Fisherman’s Wharf 1 8 3

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

Property Property Type Size Leaseholds Gross Annual Revenue

Pier Plaza Offices, school, restaurant 75,000 sq ft 32 $1,575,600

International Boardwalk

Restaurants, retail 17,200 sq ft 17 $553,200

Fisherman’s Wharf

Restaurants, retail 13,000 sq ft 12 $446,400

The properties above include approximately 61 commercial leaseholds across restaurant, retail, and office uses, and generates an average of approximately $2,580,000 in gross revenue annually. These properties collectively represent a significant source of revenue for the City’s Tidelands and Uplands funds. In addition to these three multi-tenant properties, the City’s broader waterfront leasehold portfolio includes a number of single-tenant properties at varying stages of their lease term. These properties may be added to the selected firm’s portfolio on a case-by-case basis as their leases approach expiration.

The Portfolio consists of a diverse mix of restaurant, retail, office, and marine-related tenants, several of which are currently vacant, underutilized, or nearing lease expiration and will require active marketing to prospective tenants. Many tenants are operating on month-to-month agreements, and the City seeks to transition these occupants into formal lease agreements. The Portfolio is located within the California Coastal Zone, over and adjacent to coastal waters, and is subject to the City’s Local Coastal Program (LCP), and the jurisdiction of the California Coastal Commission.

WATERFRONT REAL ESTATE BROKERAGE SERVICES

The City of Redondo Beach is seeking proposals from qualified real estate brokerage firms or teams to provide marketing, leasing, and lease transaction management services for the Portfolio. Our goal is to ensure professional and proactive representation that maximizes occupancy, achieves market-competitive lease terms, and delivers transparent, timely reporting on leasing activity and commission payments. In addition to existing filling vacancies, the selected firm will need to provide leasing services as new vacancies arise. The City aims to curate a tenant mix that reflects the character and scale of each space and supports the long-term economic vitality of the Pier and surrounding waterfront area.

Separately, the City is conducting a competitive process for Property Management Services and Marina Operations Management Services. The firm selected in this solicitation will not be responsible for day-to-day building operations, tenant/concierge services, or marina operations. Real estate brokerage services solicited under this RFP/Q will require coordination with the City’s designated Property Management and Marina Operations firms, as well as outside real estate counsel to support effective real estate brokerage 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 Property Management Services RFP/Q (#2627-001) 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 for qualified real estate brokerage firms to provide marketing, leasing, and lease transaction management services for the City’s waterfront commercial portfolio (“Portfolio”). The City reserves the right to add or remove properties from the Portfolio over the duration of the agreement. All brokerage services shall be delivered in accordance with the standards and procedures outlined below to ensure a transparent, efficient, and well-managed real estate transaction process.

1. Marketing Strategy and Portfolio Based Requirements The selected firm shall develop and implement a comprehensive Marketing Strategy Plan tailored to the City’s waterfront commercial property portfolio. The plan shall be implemented within 60 days of contract execution and updated annually. The plan shall:

a. Identify target tenant sectors and ideal tenant profiles based on market analysis and the City’s longterm vision.

b. Outline marketing tactics for each available space, including digital outreach, print materials, broker network engagement, and other promotional channels.

WATERFRONT REAL ESTATE BROKERAGE SERVICES

c. Describe how the selected firm will leverage professional networks to maximize exposure for available spaces.

d. Identify key performance indicators (KPIs) used to evaluate marketing effectiveness.

e. Describe coordination with Cityled marketing initiatives and integration of City-provided brand assets.

2. Strategic Coordination with the City The selected firm shall coordinate closely with the Waterfront and Economic Development Department, the City’s designated point of contact. The selected firm shall participate in monthly meetings with City staff, held in person or virtually, to review leasing activities, marketing efforts, negotiation status, inquiries, market trends, lead pipelines, and overall Portfolio performance. These meetings will serve to identify strategic priorities, determine spaces requiring enhanced or targeted marketing, and recommend tactical adjustments in response to evolving market conditions. The selected firm shall also maintain timely communication at all times and shall route all substantive updates, inquiries, and recommendations through the City’s designated representatives.

3. Marketing Materials, Listings, and Broker Outreach The selected firm shall prepare and distribute highquality leasing materials for all available spaces, including print and digital flyers tailored to each space and updated upon changes in availability or specifications. The selected firm shall also maintain listings for all active spaces on commercial real estate platforms (e.g., LoopNet, CoStar, CREXI), updating listings no less frequently than quarterly and promptly upon any change in availability.

The selected firm shall coordinate with the City’s property manager to conduct timely property tours for prospective tenants, scheduling tours within five business days of inquiry unless otherwise directed by City staff. The selected firm shall also respond promptly to all inquiries, including those originating from nontraditional sources such as City Council offices or direct contact with City staff.

The selected firm shall maintain detailed records of inquiries, leads, property tours, and tenant feedback, and shall provide a monthly summary of this information during scheduled meetings with City staff or upon request.

4. Market Analysis and Strategy The selected firm shall conduct comprehensive market analyses to support City negotiations, City Council presentations, staff briefings, and marketing efforts.

Analyses shall evaluate current market conditions, comparable lease rates, tenant demand trends, and potential financial returns for the City’s portfolio. Based on this information, the selected firm shall recommend adjustments to asking lease rates, identify strategic opportunities or risks, and propose new or revised marketing strategies consistent with the City’s longterm objectives. A summary of all

WATERFRONT REAL ESTATE BROKERAGE SERVICES

market analyses, pricing recommendations, and strategic proposals shall be presented during monthly meetings with City staff or upon request.

Additionally, the selected firm shall provide the City with recommendations for enhancing the appeal of vacant spaces prior to marketing, including suggested improvements or staging strategies to strengthen marketability.

5. Data Sharing and Market Intelligence The selected firm shall regularly provide ongoing market intelligence to support daytoday leasing and portfolio management. This includes comparable property data, rent levels, vacancy rates, market forecasts, industry trends, and summaries of feedback from prospective tenants and brokers. The selected firm shall also provide recommendations to enhance the competitiveness and positioning of Cityowned waterfront spaces. A consolidated market intelligence report shall be provided to City staff on a quarterly basis or upon request.

6. Vacancy Reporting The selected firm shall prepare a monthly Vacancy Progress Report consolidating key portfolio information, including current vacancies, leadtracking records, inquiries, property tours, marketing activity, negotiation status, and upcoming expirations within the waterfront portfolio. The report shall provide a highlevel quarterly update on the Portfolio and shall be presented to City staff on a monthly basis.

7. Negotiation and Lease Transaction Management The selected firm shall negotiate on behalf of the City with prospective tenants to secure favorable lease terms and protect the City’s interests. The selected firm shall prepare and review letters of intent, analyze counteroffers, and review and comment on staff reports, draft leases, and other negotiation materials in coordination with the City’s outside real estate counsel.

The selected firm shall assist with due diligence activities, including verifying certificates of insurance, evaluating tenant financial information, and assessing proposed tenant improvements. The selected firm shall facilitate the execution of lease agreements to ensure an efficient, timely, and compliant transaction process.

8. Financial Management and Revenue Monitoring The selected firm shall support the City’s financial oversight of the waterfront commercial portfolio by providing timely and accurate financial information related to all leasing and brokerage activities. Responsibilities include preparing projected revenue analyses, summarizing rent structures and escalation schedules, identifying financial risks associated with negotiations, and ensuring that all lease terms comply with City policy and required insurance documentation. The selected firm shall assist City staff in evaluating tenant financial capacity and assessing the fiscal implications of proposed tenant improvements.

WATERFRONT REAL ESTATE BROKERAGE SERVICES

The selected firm shall provide the City with a monthly commission report detailing all commissions billed, payable, or paid during the reporting period. The report shall identify each tenant, the associated lease or transaction, the commission calculation, and the status of payment or disbursement.

A summary of all financial analyses and commission activity shall be presented during monthly meetings with City staff or upon request. The selected firm shall designate a named, accountable point of contact responsible for 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. All financial management activities shall be performed in accordance with Section 2C Additional Requirements #1.

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

Desired Outcome Performance Standard

Acceptable Quality Level

Review Method

Accurate, timely, and comprehensive marketing of City waterfront commercial spaces

Deliver annual Marketing Strategy Plan; maintain updated listings;

produce leasing materials; conduct tours; respond to inquiries; implement targeted outreach

Leasing materials for ≥95% of newly available spaces prepared within 5 business days

100% listing accuracy

≥2 broker-outreach initiatives per quarter

≥90% implementation of annual marketing strategy recommendations

Annual plan review by the City; verification logs; monthly City meetings

Strong, proactive coordination and communication with City staff

Provide monthly coordination meetings and requested updates; identify priorities and propose tactical adjustments

100% completion of quarterly meetings

No more than one (1) missed meeting per fiscal year

Attendance tracking;

review of updates

Consistent, accurate, and appealing marketing materials that drive tenant interest

Maintain complete leasing materials;

update listings;

conduct property tours; track inquiries and contacts; execute broker outreach

100% of active spaces have current materials

100% tours coordinated through property manager

Monthly review by the City; verification logs

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Accurate market data and defensible rate recommendations

Provide quarterly market analysis and comparable data;

prepare rate recommendations and supplemental strategies

≥3 verified comparable datasets per quarter

Rate recommendations within ±10% of verified market rates unless justified

Monthly review by the City

Continuous, accurate market intelligence to enable informed City decision-making

Provide comparables, forecasts, vacancy trends, broker feedback, and competitiveness recommendations

100% accuracy in all data sets provided

≤2 requested corrections per fiscal year

Quarterly review by the City; spot audits of data accuracy and source verification

Timely and accurate vacancy reporting that supports leasing strategy

Provide Vacancy Progress Report summarizing current vacancies, marketing activity, negotiations, and upcoming expirations

100% of vacancies and expiration dates included

No surprises on foreseeable vacancies (proactive notice required)

Monthly review by the City; reconciliation against portfolio master list; verification of forecasting accuracy

Efficient, timely, and compliant negotiation of lease transactions

Prepare LOIs; analyze counteroffers; review drafts; conduct due diligence; facilitate execution

Zero missed City deadlines attributable to broker

Monthly review by the City; verification of negotiation timelines;

due-diligence checklist reviews

Accurate, complete, and timely financial oversight

Provide revenue analyses, rent-structure summaries, commission logs

100% accuracy in commission calculations

100% GAAP

compliance

Monthly review by the City;

periodic spot audits of commission calculations

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.

10. 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.

11. Coordination with Property Management

The selected firm shall be responsible for marketing, outreach and qualification, market analysis, property tours, negotiation of lease terms, letters of intent, and transaction management through execution. After execution, responsibility for

Deliverable Frequency Deadline Marketing Strategy Plan (see Section 2B Scope of Work #1)

Initial, updated annually With proposal, implemented within 60 days of contract execution

Program Management Plan (per Section 3E Technical Proposal #5)

Initial, with annual updates

With proposal; within 10 days of City approved changes

Inquiries, Leads, Property Tours, and Tenant Feedback Summary

Monthly Within 10 days after the end of each month

Market Analyses, Pricing Recommendations, and Strategic Proposals

Monthly Within 10 days after the end of each month

Commission Report (see Section 2B Scope of Work #8)

Monthly Within 10 days after the end of each month

Summary of Financial Analyses (see Section 2B Scope of Work #8)

Monthly Within 10 days after the end of each month

Vacancy Progress Report (see Section 2B Scope of Work #6)

Monthly Within 10 days after the end of each month

Market Intelligence Report (see Section 2B Scope of Work #5)

Quarterly, as requested Within 10 days after the end of each quarter

Listings on Commercial Platforms As needed Updated at least and promptly upon any change

Property Tours As requested Scheduled within 5 business days of inquiry

Prepare and Review LOIs, and Analyze Counteroffers

As requested As requested

Complete Due Diligence Activities As requested As requested Leasing Materials (flyers/digital) for Available Spaces

As spaces become available

Within 5 business days of space availability

Facilitate Execution of Lease Agreements For each agreement For each agreement

WATERFRONT REAL ESTATE BROKERAGE SERVICES

lease administration, compliance, rent collection, financial administration, and operational tenant relations shall reside with the City’s designated property management firm.

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

12. Records and Accounting

In addition to the financial oversight requirements in Section 2B Scope of Work #8, the selected firm shall maintain accurate, complete, and GAAPcompliant accounting records for all financial transactions related to real estate brokerage services. Records must be provided in Microsoft Excel and any other formats requested by the City, and be made available within 24 hours of a City request (or next business day if requested outside normal hours). The selected firm shall comply with all City financial policies, including requirements governing accounts outstanding over 90 days.

The selected firm shall provide the following:

a. Itemized Receipts: The selected firm shall provide monthly itemized receipts for all expenses incurred on behalf of the City, including software, subscriptions, data platforms, and other tools used to market waterfront vacancies. All receipts shall include accurate accounting of actual software usage and costsharing allocations that reflect the proportion of work performed specifically for the City.

b. Commission Log: The selected firm shall provide a monthly commission log detailing all commissions paid on behalf of the City. The log shall identify each tenant and include the full commission calculation associated with each transaction.

c. Auditor Coordination: The selected firm shall coordinate with Cityapproved auditors to produce certified financial statements for a full audit or upon City request. The firm shall respond promptly to auditor inquiries and provide all documentation necessary to support audit procedures.

d. Internal Controls Documentation: The selected firm shall provide documentation describing its internal controls, including invoice and payment approval workflows, monthend and yearend closing processes, and other procedures relevant to the City’s financial reporting.

The selected firm may submit audited financial statements, if available, or other supporting materials demonstrating its control environment and financial management practices.

13. Broker Qualifications and Professional Standards The selected firm shall ensure that all individuals assigned to the City’s account hold valid California real estate licenses and possess relevant commercial leasing experience. A lead broker shall be designated as the primary point of contact and

WATERFRONT REAL ESTATE BROKERAGE SERVICES

may not be reassigned without prior City approval. The selected firm shall adhere to industry best practices, maintain appropriate professional certifications, and ensure assigned personnel are fully trained in municipal leasing processes, compliance obligations, and City policies.

14. Additional Services

Upon written request by the City, the selected firm may perform additional compensated services outside the standard scope, including:

a. Preparation of special or uniquely formatted reports beyond the deliverables listed above.

b. Preparation of estoppels for properties with existing leases.

c. Attendance at and preparation for, court hearings, arbitrations, and settlement meetings other than eviction proceedings.

d. Accounting, reconciliation, or other services related to time periods preceding the commencement of the agreement.

e. Coordination with appraisers or legal counsel retained by the City to evaluate property or to support the appeal of assessed property values.

15. Additional Duties as Directed

From time to time, the City may request that the selected firm perform specific tasks beyond the standard scope of services described herein. Any such additional duty shall be authorized in advance, in writing, by the City Manager or the Waterfront and Community Services Director (or their designee). Each authorization shall specify the scope of work, and, where applicable, an estimated or not-to-exceed number of hours, the staff member(s) assigned to the task, and the approved hourly rates included in the cost proposal. The selected firm shall not perform, and the City shall not compensate the selected firm for, any work outside the scope of the agreement without such prior written communication.

16. Representation and Authority The selected firm shall represent the City in a professional, courteous, and responsible manner in all interactions conducted as part of the scope of work.

While the selected firm may communicate, coordinate, and act on behalf of the City for purposes of project execution, the selected firm shall not possess any independent authority to make decisions, commitments, or agreements that bind the City. All recommendations, actions, or communications that could obligate the City or impact City policy, resources, or operations must receive prior review and written approval from the City.

17. Contract and Legal Limitations

Except as expressly provided herein, the selected firm shall not unilaterally enter into contracts, agreements, or leases on behalf of the City. All such agreements shall be submitted to the City for review, approval, and execution prior to any action by the selection firm. If the selected firm determines that legal assistance is necessary for any reason, the selected firm shall promptly notify the City and obtain

WATERFRONT REAL ESTATE BROKERAGE SERVICES

such assistance from legal counsel retained by the City. All associated legal fees, costs, and expenses shall be paid from the Trust Account upon approval by the City.

18. Acceptance of Sample Agreement and Submission of Proposed Edits

The selected firm shall review the City’s Sample Agreement included in this RFP/Q and is expected to accept the terms of the Sample Agreement. The template terms should be treated as non-negotiable. However, if the selected firm requires any modifications, exceptions, or alternative language, all proposed edits must be submitted as part of the proposal for City review with explanations for the requested modifications, with the understanding that there is no guarantee any changes will be accepted.

D. Preferred Qualifications The City will give favorable consideration of proposers demonstrating:

• Experience leasing waterfront, pier, boardwalk, or other destination/tourist-serving commercial space.

• Experience negotiating percentage-rent lease structures.

• Experience representing a public agency or municipality, including familiarity with public records requirements, government transparency obligations, and municipal procurement and contracting processes.

• Local or regional market knowledge of the South Bay or Los Angeles County coastal submarket.

• Familiarity with the California Coastal Act, the City’s Local Coastal Program, and Coastal Commission requirements as they relate to waterfront commercial property operations.

WATERFRONT REAL ESTATE BROKERAGE SERVICES

SECTION 3: PROPOSAL REQUIREMENTS

Proposals must be complete, well-organized, and responsive to all requirements of this RFP/Q. Each proposal must include the following sections, clearly labeled, and presented in the order listed below.

Proposers should ensure that their submission fully addresses the scope of services, performance standards, and deliverables outlined in Sections 2B Scope of Work and 2C Additional Requirements. Elements of the proposal may be incorporated into the final agreement at the City’s sole discretion. The City may refine or negotiate these components during contract development to ensure alignment with City needs and regulatory requirements. No portion of the RFP/Q shall be binding on the City unless expressly incorporated into an agreement.

Formatting Guidelines:

• All proposals must be submitted electronically in PDF format.

• All narrative sections must be formatted for standard lettersize paper with minimum 1inch margins.

• Narrative text must use Arial, 12pt font. Tables and graphics may use Arial, 10pt font.

• Cost proposals may use lettersize (portrait) or 11×17 (landscape) paper, using

Arial 10pt font or larger.

• Reporting templates must use lettersize paper and Arial 12pt font

(tables/graphics may use Arial 10pt font).

A. Cover Letter (Maximum 2 pages) The cover letter shall identify the primary contact person and acknowledge all addenda. It shall include a statement that the proposal is valid for 90 days after the submittal deadline and must be signed by an authorized representative with authority to bind the proposer contractually.

The cover letter shall confirm the proposer has reviewed the Sample Agreement. If selected, the proposer agrees to accept the terms of the Sample Agreement unless requested modifications were submitted with the proposal and approved by the City.

B. Table of Contents

The table of contents shall be detailed, well‑organized, and clearly identify all sections of the document along with their corresponding page numbers.

C. Executive Summary (Maximum 5 pages)

The executive summary shall provide a highlevel overview of the proposal, not to exceed five (5) pages. It should clearly convey the proposer’s understanding of the City’s objectives, the scope, and the proposer’s primary qualifications.

D. Proposer Qualifications, Relevant Experience, and Past Performance (Maximum 10 pages)

1. Proposer Qualifications

a. Provide an overview of the proposer, including California Department of

Real Estate licensing status and years in operation.

b. Summarize data demonstrating the proposer’s performance in the local commercial market over the past 5–10 years.

2. Relevant Experience

a. Describe experience leasing waterfront, marinaadjacent, pier, boardwalk, or coastal commercial properties.

b. Describe experience representing public agencies, including familiarity with public records laws, transparency requirements, and municipal contracting procedures.

3. Past Performance

a. Summarize of at least three (3) comparable engagements performed within the past five (5) years.

b. Disclose of any litigation, regulatory actions, settlements, or contract terminations within the past five (5) years.

4. References (Up to 2 pages per reference; included within the 10page section limit) Provide a minimum of three (3) references, including at least one (1) public agency client. Each reference shall include:

a. Agency name

b. Contact person and information

c. Scope of services provided

d. Contract value

e. Managed asset value

f. Dates of engagement

E. Technical Proposal (Maximum 100 pages)

1. Assigned Personnel

a. Identify all personnel assigned to the City’s account

b. Provide resumes for all assigned personnel

c. Identify the designated Lead Broker, consistent with Section 2C Additional

Requirements #2

d. Identify the daytoday point of contact for the City

e. State the percentage of time allocated to the City’s portfolio

f. Provide proof of California real estate licensure for all assigned staff

2. Organizational Structure and Staffing Plan

Describe how the assigned personnel will meet the performance standards outlined in Section 2B Scope of Work #9. At minimum, include:

a. Organizational chart showing roles and responsibilities

b. Identification of subcontractors and their assigned roles

c. Staffing plan, including hours of operation and coverage

d. Approach to communications with tenants and City staff from the onsite office

3. Marketing Plan and Detailed Reporting Approach Describe approach to delivering the full scope of services in Sections 2B Scope of Work and 2C Additional Requirements. At minimum, include:

a. Marketing strategy and promotional approach for waterfront commercial space.

b. Description of internal systems, tools, or methods used for marketing, lead tracking, rate analysis, negotiations, and transaction management.

c. Recommended enhancements to the City’s defined scope, with level of effort for priority properties.

d. Financial management and reporting approach, addressing GAAP compliance, internal controls, audit support, and commission reporting.

e. Plan for coordination with the City’s property manager, outside counsel, and the Waterfront and Economic Development Department.

4. Technical Approach Describe overall methodology for delivering the full scope of services in Sections 2B Scope of Work and 2C Additional Requirements, and achieving the performance standards as outlined in Section 2B Scope of Work #9. The technical approach must clearly explain the proposer’s conceptual strategy, innovations, and key methods for delivering high quality real estate brokerage services. The technical approach shall describe:

a. The proposer’s interpretation of City’s objectives and performance standards

b. General methods, strategies, tools, technologies, and business practices the proposer will apply to meet the required outcomes

c. How the proposer will ensure quality assurance, responsiveness, and consistent performance across the Portfolio

d. How risks, tenant interactions, and compliance requirements will be managed

5. Program Management Plan Describe organizational, administrative, and oversight structure for executing the full scope of services, performance standards, and deliverables outlined in

WATERFRONT REAL ESTATE BROKERAGE SERVICES

Sections 2B Scope of Work and 2C Additional Requirements in a Performance Management Plan (PMP). The PMP must clearly support, align with, and operationalize the Technical Approach and Proposer Generated SOW, demonstrating the proposer’s ability to manage and execute work reliably and in compliance with the City’s performance standards. The PMP shall:

a. Define roles and responsibilities for all personnel, teams, and functional areas involved in contract performance.

b. Map each role and responsibility to the Proposer Generated SOW, explaining which position or team performs each task or process.

c. Document the management processes used to plan, execute, monitor, and adjust work in each major performance area identified in Section 2B Scope of Work #9.

d. Integrate and tie together all required deliverables (e.g., Marketing Strategy Plan, Commission Report, Vacancy Progress Report, Marketing Intelligence Report, etc.) to show how they collectively support and achieve the required performance standards.

e. Describe performance monitoring and quality assurance methods used to assess compliance with the City’s performance criteria.

f. Explain escalation procedures, communication protocols, and coordination mechanisms for working with City departments, tenants, and other stakeholders.

g. Demonstrate continuity of operations framework that ensures uninterrupted service delivery (e.g., peak-season surges, transitions of personnel or…