RFQ_2025.08_Commercial_Real_Estate_Services.pdf

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City of Milton P.O. Box 909, MILTON, FL 32572

Phone: (850) 983-5480

M E M O R A N D U M

TO: Interested Parties FROM: Michele Williams, Purchasing Officer RE: RFQ 2025.08 Commercial Real Estate Services DATE: October 16, 2025 Notice is hereby given that the City of Milton will receive sealed proposals for RFQ 2025.08 Commercial Real Estate Services. The documents contain the necessary information for preparing and submitting your proposal for this effort.

Information is available on the City’s web page at https://MiltonFL.org/322/Purchasing. There you may also register thru https://bidnetdirect.com/florida/city-of-milton (there is no charge to join);

and/or thru DemandStar.com (there is no charge to join); and/or Office of Supplier Diversity.

All must review the Scope of Services as described in this document to ensure their ability to perform as indicated.

The deadline for submitting your sealed bid/proposal is:

Wednesday, November 19, 2025, at 2:00 p.m., (CST)

Delivered to: City of Milton, 6738 Dixon Street, Milton, Florida, 32570

Questions should be submitted in writing and directed to the Purchasing Department at (850) 983- 5480; or by e-mail to mwilliams@miltonfl.org by Thursday, October 30, 2025, at 2:00 p.m. Answers will be posted by Monday, November 10, 2025, by 2:00 p.m. (CST)

Interpretations, clarification of specifications, and requirements or changes to the documents which have a material effect will be documented and communicated only by written addendum posted on the City of Milton web page, Bid Net Direct, and DemandStar. All are responsible for checking for any addendums that may be issued, and to obtain such addendums.

Michele Williams Michele Williams, Purchasing Officer https://miltonfl.org/322/Purchasing https://bidnetdirect.com/florida/city-of-milton https://network.demandstar.com/ https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd mailto:mwilliams@miltonfl.org

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INSTRUCTIONS

RFQ 2025.08 Commercial Real Estate Services

I. Deadlines/Dates:

▪ RFQ Published: Thursday, October 16, 2025

▪ Questions Deadline: Thursday, October 30, 2025@ 2:00 p.m. (CST)

▪ Answers Posted by: Monday, November 10, 2025 @ 2:00 p.m. (CST)

▪ Proposals Due: Wednesday November 19, 2025 @ 2:00 p.m. (CST)

II. Contact Information:

Contact: Michele Williams, Purchasing Officer Phone: (850) 983-5480 Email: mwilliams@miltonfl.org

III. Proposals Must be Complete and Include:

1. Bidder’s/Proposer’s Declaration (page 3-4)

2. Public Entity Crime Form F.S. 287.133(3)(A) (City Website)

3. Drug-Free Workplace Form F.S. 287.087 (City Website)

4. Non-Collusion Affidavit (City Website)

5. Conflict of Interest Disclosure Form (City Website)

6. E-Verify Statement of Compliance (City Website)

7. Vendors on Scrutinized Companies List Form (City of Milton Website)

8. Certified Regarding Debarment Form (City of Milton Website)

9. Small, Minority, and Women’s Businesses Purchasing/Procurement Understanding Form (City of

Milton Website)

City Website address: https://www.miltonfl.org/322/Purchasing-Bids

IV. Copies: Please provide one (1) electronic copy, one (1) original, and ten (10) copies of your bid/proposal.

V. Faxed or emailed submittals are not accepted.

Submittals can be delivered to:

City of Milton Purchasing Department 6738 Dixon Street Milton, FL 32570

Submittals must be sealed and marked:

To: CITY OF MILTON

VENDOR Name: ____________________________

SEALED Proposal * DO NOT OPEN

Sealed RFP #: 2025.08

Title: Commercial Real Estate Services

DUE DATE/TIME: Wednesday, November 19, 2025 / 2:00 p.m. (CST) mailto:mwilliams@miltonfl.org https://www.miltonfl.org/322/Purchasing-Bids

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BIDDER’S/PROPOSER’S DECLARATION

The bidder/proposer understands, agrees, and warrants:

1. These items apply to and become a part of the terms and conditions of the bid/proposal submitted. Any exceptions must be in writing.

2. All bids submitted shall be subject to acceptance or rejection. The City of Milton specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bid process, and to award the bid in part or in any manner deemed to be in the best interest of the City.

3. All proposals submitted shall be subject to acceptance or rejection. The City of Milton specifically reserves the right to accept or reject any or all proposals, to waive any technicalities and formalities in the proposal process, and to award the proposal in part or in any manner deemed to be in the best interest of the City.

4. The City of Milton is exempt from sales tax.

5. Contractors are responsible for any sales tax on purchases for the project.

6. The City of Milton will receive sealed bids/proposals from interested parties at its offices located at City Hall, Milton, Florida. Any submittal received after the deadline will not be considered.

7. Bids/proposals will be publicly opened and read at the City of Milton, City Hall on the day and at the time specified.

8. The City of Milton may consider as non-responsive, any bid/proposal in which there is an alteration of, or departure from the bid/proposal form hereto attached.

9. The bid/proposal will be awarded to the lowest, most responsive reliable firm complying with the conditions of the bid/proposal. The firm to whom the award is made will be notified as soon as possible. The City of Milton reserves the right to reject the bid/proposal of a firm who has previously failed to perform properly or complete on time, contracts of a similar nature, or the bid/proposals of a firm who, in the sole opinion and discretion of the City of Milton is not in a position to perform the contract, or whose name appears on the United States Comptroller General’s list of ineligible contractors.

10. The City of Milton reserves the right to award multiple vendors.

11. Interested Parties shall submit all required forms and information simultaneously with their sealed bid/proposal. Forms and information become a part of the property of the City of Milton and will not be returned to the firm unless a written request to withdraw is received prior to opening of bids/proposals.

12. For Bids-Additional Quantities: For a period not exceeding twelve (12) months from the day of the solicitation opening, the right is reserved to purchase any number of additional items at the prices offered in this solicitation. If additional quantities are not acceptable, the bid form shall be noted “offer is for specified quantity only.”

13. For Bids/NOTE: Unless stated on the bid form, the bid submitted will assume all specifications will be met. Please note all exceptions on the bid form.

14. The successful bidder/proposer will be required to submit additional forms, which are available on the City’s website at https://MiltonFL.org/322/Purchasing at the bottom of the page.

▪ Certificate of Non-Discrimination

▪ W-9 Taxpayer Identification Number

▪ Vendor Application https://miltonfl.org/322/Purchasing

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▪ Certificates for Liability, Vehicle, and Worker’s Comp Insurance.

(The City is to be named as additional insured.) Limitations are listed online.

▪ Prompt Payment Affidavit

15. They have carefully read and fully understand the full scope of the specifications.

16. That they have the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

17. All bidders/proposers are responsible for checking for any addendums that may be issued.

Addendums are posted on the City of Milton web page, Bid Net Direct, and Vendor Registry.

18. If required- That they have Liability Insurance, and/or Vehicle and Workers Comp Insurance. (A declaration of insurance form must be provided before any work begins.)

19. (Service Contracts Only) Pursuant to Florida Statute 119, the contractor must follow all public records law. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS

CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (850)983-

5402, foia@miltonfl.org OR P.O. BOX 909, MILTON, FL 32572. A contractor who fails to provide the public records to the City within a reasonable time may also be subject to penalties under Florida Statute 119.10.

20. For all Contracts - Contractors should take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible. (Appendix II Part 200 of 2 CFR 200 (B) gov.info)

21. That this bid/proposal may be withdrawn by requesting such withdrawal in writing at any time prior to opening date but may not be withdrawn after such date and time.

22. That by submission of this bid/proposal the firm acknowledges that the City of Milton has the right to make any inquiry or investigation deems it appropriate to substantiate or supplement information supplied by the firm.

23. If a partnership, a general partner must sign. If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this bid/proposal.

24. Recommendations are posted on city web page via agendas prior to the award.

25. Any protests are handled per the City’s Purchasing Policy and F.S. 120.57(3).

BIDDER: ______________________________________________________________________

Company Name

Address/City/Zip

Phone Email Contact Name Title

Company Representative Signature Date mailto:foia@miltonfl.org https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200-appII

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PURPOSE, SCOPE OF SERVICES, AND QUALIFICATIONS

A. GENERAL INFORMATION:

The City of Milton is seeking the services of a licensed Commercial Real Estate Broker to provide Real Estate Broker Services. The required service will consist primarily of the sale or lease of properties (commercial & residential) owned by the City of Milton and the potential acquisition of property on behalf of the City. Generally, the selected Real Estate Broker will be expected to perform the services in accordance with the Scope of Services and in accordance with the requirements of the solicitation.

B. SCOPE OF SERVICES:

The scope of the services shall be, but not limited to, the following:

1. Preparation of a comprehensive Real Estate marketing plan, upon request from the city.

2. Showing parcel/ property as needed.

3. The Professional may also be called upon to identify commercial properties for purchase or lease to achieve growth objectives and negotiate the purchase of said properties.

4. Provide expertise in the following areas:

• Appraisals and/or market analysis

• Financial consultation on the purchasing of potential property

• Real-estate sales and transactions

5. Structure Real Estate Transaction

• Assist the City in structuring the real estate transaction.

Represent the City’s interest in any negotiations to structure sale or lease of the property.

• Negotiate final terms and conditions.

6. Close Real Estate Transaction

• Prepare transaction documents.

• Arrange for remedy of any deficiencies required to complete transaction.

• Monitor and coordinate closing of transaction

7. Handle all other customary activities and services associated with real estate transactions, which may include residential properties. Services may include consultation with city staff and the city attorney. Presentations at public meetings may be required.

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C. REQUIRED CONTENTS FOR PROPOSAL:

Please provide one (1) electronic copy, one (1) original, and ten (10) copies of your proposal.

1. Proposal Title Page: Name of individual/firm/corporation, address and telephone number, the name of the contact person and the date of the proposal.

2. Proposal Table of Contents

3. Proposal Transmittal Letter: A signed letter of transmittal briefly stating the proposer’s understanding of the work to be done, the commitment to perform the work within the time-period, a statement why the proposer believes itself to be the best qualified to perform the work and a statement that the proposal is a firm and irrevocable offer for ninety (90) days. The signer must have the authority to bind the proposer to the submitted proposal.

4. Detailed Commission and/or Fee Offer

D. SUBMITTAL REQUIREMENTS:

Proposals shall be submitted as follows:

The Bidder/Proposer Declaration page shall precede the required information presented in the order. Any additional information submitted in support of the proposal shall follow the required information.

1. Each proposal shall contain evidence of proper licensing to perform required services in the State of Florida.

2. Each proposal shall contain a completed Public Entity Crime Form (City Website) pursuant to Florida Statutes, Sections 287.132-133, providing that no public entity shall accept any bid from or award any contract to or transact any business more than the threshold amount for Category Two ($25,000) for a period of thirty-six months from the date placed on the convicted vendor list.

3. Each proposal is subject to the provisions of Florida Statutes, Chapter 112, providing that all proposers must disclose with the RFP submittal the name of any officer, director or agent who is also a public officer or an employee of the City of Milton.

Further, all proposers must disclose the name of any City officer or employee who owns, directly or indirectly, an interest of five percent or more in the proposing firm.

5. Firms submitting proposals as a joint venture shall submit to the City, as part of the proposals, a copy of any joint venture agreement.

6. Preference may be given by the City of Milton to firms demonstrating a drug-free workplace program whenever two or more proposals, which are equal in respect to quality and service, are received and rated by the City of Milton. Proposers intending to demonstrate a drug-free workplace program shall provide a Drug-Free Workplace Form F.S. 287.087 (City Website) certification form with the RFP submittal.

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E. TERMS

The contract period for the successful broker/firm will be for a 3-year period from the date of award. Following the initial three-year term, the City may, at its sole discretion, exercise up to two (2) additional one-year renewal options agreed to in writing by both parties.

F. INSURANCE REQUIREMENTS:

Contractor will obtain and maintain the minimum insurance coverage set forth below. By requiring such minimum insurance, the City of Milton shall not be deemed or construed to have assessed the risk that may be applicable to the Contractor. Contractor will assess its own risks and if it deems appropriate and/or prudent, maintains higher limits and/or broader coverage.

Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

Contractor shall carry the following limits of liability as required below: Dollar amounts may change in accordance with the event or project. Events may include Food and liquor liability.

1. Commercial General Liability - ISO CG 001 Form or equivalent.

General Aggregate $1,000,000

Products/Completed Operations Aggregate $1,000,000

Each Occurrence Limit $1,000,000

Personal/advertising Injury $1,000,000

Fire Damage (Any One Fire) $50,000

Medical Payments (Any One Person) $5,000

2. Automobile Liability

Bodily Injury/Property Damage $1,000,000 each accident

Personal Injury Protection (PIP) Statutory

3. Workers' Compensation

Coverage A (Workers' Compensation) Statutory

Coverage B (Employers Liability):

➢ Each Accident $100,000

➢ Disease-Each Employee $500,000

➢ Disease-Policy Limit $100,000

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G. FORCE MAJEURE:

Neither party shall be liable for loss or damage suffered as a result of any delay or failure in performance under this Contract or interruption of performance resulting directly or indirectly from acts of God, civil, or military authority, acts of public enemy, war, riots, civil disturbances, insurrections, accidents, fire, explosions, earthquakes, floods, water, wind, lightning, strikes, labor disputes, shortages of suitable parts, materials, labor, or transportation to the extent such events are beyond the reasonable control of the party claiming excuse from liability resulting there from.

H. MODIFICATIONS:

Modifications to the provisions of this contract shall only be valid when they have been rendered in writing and duly signed by both parties. The Parties agree to negotiate this contract if stated revisions of any applicable laws, regulations or increases/decreases in allocations make changes to this contract necessary.

I. TERMINATION:

The contract may be terminated by either party upon no less than thirty (30) calendar days’ notice, without cause, unless a lesser time is mutually agreed upon by both parties. Said notice shall be delivered by certified mail (return receipt requested), by other methods of delivery whereby an original signature is obtained, or in-person with proof of delivery. In the event of termination, the vendor will be paid for all costs incurred and hours worked up to the time of termination.

(The remainder of this page is intentionally left blank)

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J. REVIEW & RANKING

An evaluation and review of each Statement of Qualifications submitted in response to this RFQ based on the evaluation criteria and weighting identified herein will be completed.

Acceptance and approval of each proposal will be based on an evaluation of the information submitted by the applicants.

Submissions will be evaluated to determine which firm best meets the needs of the City. As a result, a recommendation will be made to the City Council as the Council will award.

EVALUATION CRITERIA POINTS

AVAILABLE

1. Ability of proposer to meet or exceed the requirements defined in the

RFQ.

2. Knowledge and years of commercial experience of the local real estate market.

3. Knowledge of Florida Statues governing real property transactions by municipalities.

4. Qualifications and Experience. 15

5. Fees and Commission.

6. Completeness of Response to RFQ.

7. References and/or recommendations

TOTAL=

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K. PRESENTATIONS:

The Proposers may be required to make a brief 5-to-10-minute oral presentation to the

Milton City Council in an open session. The proposer should be prepared to discuss, at a minimum, the following matters during the presentation/interview:

1. The firm's qualifications and experience in the local real estate market.

2. Approach and methods to be employed.

3. The firm's ability to furnish services within required or necessary time constraints and/or budget constraints.

4. A demonstrated understanding of municipality real property transactions requirements as they relate to being compliant with Florida Statues; and

5. Related issues may be posed by the Council, Mayor, or City Manager.

Proposers selected to make presentations will be notified in advance of the presentation date.

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Only those proposals fulfilling all the requirements outlined in this solicitation will be considered.

1. Each submittal received will be evaluated and a recommendation of the best proposal will be provided to the City Council for award of contract.

2. The submittal will be considered the final submission and remain binding for ninety

(90) calendar days.

3. The successful respondent will enter into a service contract with the City of Milton.

This submittal shall be included and incorporated in the final contract. When applicable, a contract may be renewed contingent upon cost factors, mutual agreement, satisfactory performance evaluations, availability of funds and the approval of the City Council of Milton.

4. The City reserves the right to reject any and all proposals, to waive minor defects in the process and to accept the proposal deemed by the City to be in the City’s best interest. All issues addressed in the Request for Qualification will be given consideration in determining the successful proposer.