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If you are interested in hiring a commercial real estate brokerage or commercial lease review company, here is a comprehensive request for proposal real estate example, otherwise known as an RFP for commercial real estate brokerage services.
(<YOUR BUSINESS>) is currently a tenant in <ADDRESS>, <CITY>, <STATE> occupying <your square foot number> rentable square feet of office space on the 8th floor of the building. <YOUR BUSINESS> has a lease which is due to expire <YOUR EXPIRY DATE>. <YOUR BUSINESS> is committed to a transparent process of commercial real estate selection including the selection of a commercial real estate advisor, with the intention to secure the best possible real estate solution for <YOUR BUSINESS>'s long term needs, while ensuring an optimal financial and operational outcome. To that end candidate real estate brokers who wish to submit proposals are asked to submit their proposal based upon the outline set forth herein.
Further information about the <YOUR BUSINESS> can be found at: <Your Business>.com
<YOUR BUSINESS> requires a Real Estate Advisory Team that can provide integrated real estate services from start to end, including the following:
1. Strategic Planning and Needs Analysis
This will include the following:
1.1. Development of a project mandate and governance structure for the project
1.2. A review of business needs with respect to space, including workplace assessment, review of current space standards and staffing (current and future) as well as planned operational or strategic changes which may affect future space needs, including discussions related to current space standard trends and alternate work place strategies
1.3. Criteria development defining the requirement, as well as evaluation tools with which to assess alternative properties
1.4. Development of strategic options and associated business case, describing risks, costs and benefits
1.5. Strategies for current space (if applicable)
2. Site Search, Brokerage and Negotiation Services
This will include the implementation of a complete step-by-step process to guide us through each stage of the real estate process from Strategic Planning and Needs Analysis through Project Management, Move-In and Post Relocation follow up after move in, which will include the following:
2.1. Market research and site searches, and creation of market reports that support the business case of strategic options above
2.2. Identification of all suitable available sites that meets the needs identified above
2.3. Implementation of the RFP process, analysis of proposals and offers and recommendations through each stage of the process
2.4. Negotiations with selected proponent(s)
3. Project Management Services
<YOUR BUSINESS> requires its selected advisor/project manager to act as its representative, through the life of the project and to provide comprehensive services including transaction support, consulting team assembly, oversight of design and specifications, tender documentation, construction and move management:
3.1. Pre-Lease: provide pre-lease services such as building evaluations, coordinating test-fits and preliminary budgets to support the Brokerage Leasing transaction process
3.2. Project Initiation and Planning: in conjunction with broker leaders create a critical path addressing all facets of the project. Assist <YOUR BUSINESS> in the development of clear project goals and scope of the requirement.
3.3. LEED Certification: Work with <YOUR BUSINESS> to define its LEED and Sustainability requirements for any proponent buildings as well as to ensure the selected building(s) meet and perform in a sustainable manner for the duration of our lease commitment.
3.4. Team Assembly: Prequalify and recommend professional design and consulting firms, development of an Interior Design and Consulting Services RFP, establishment of evaluation criteria, co-ordination of the RFP process to achieve maximum transparency, fairness and optimal pricing, co-ordination of the technical review of responses (with input from technical consultants if needed) assistance to the client in evaluating responses, and preparation of contract documents for execution by <YOUR BUSINESS>
3.5. Design Stage: On behalf of <YOUR BUSINESS>, provide design oversight and management of the Interior Designer, consulting engineers, and project vendors involved in the Project ensuring the Project meets budget, scope and schedule requirements of <YOUR BUSINESS>. Review the design for conformance against the Project objectives, and give direction on behalf of <YOUR BUSINESS> as required to coordinate and achieve the Project goals. Coordinate all additional project vendors such as security, signage, IT, and furniture into the design process.
3.6. Procurement: Pre-qualification of vendors and potential contractor(s), preparation of the front-end construction tender documents, establishment of evaluation criteria, co-ordination of the RFP/tender process to achieve maximum transparency, fairness and optimal pricing, co-ordination of the technical review of responses (with input from technical consultants if needed), provide assistance to the client in evaluating responses, and preparation of contract documents for execution by <YOUR BUSINESS>
3.7. Construction: act as <YOUR BUSINESS>'s representative through the construction phase attending all weekly site meetings acting as a Tenant Representative in monitoring and managing change requests and costs, co-ordination of furniture, fixture and equipment (FF&E) requirements.
3.8. Furniture, Fixturing and Equipment (FF&E): Develop a furniture procurement scope, coordinate development of a furniture RFP, coordinate mock ups and manufacturer tours, and obtain furniture pricing from a short list of furniture manufacturers approved by the <YOUR BUSINESS>.
3.9. Move Management: Coordinate with the <YOUR BUSINESS> team to develop a relocation plan, develop a communications plan and move package, manage and implement the relocation strategy to align with the project schedule. Work to include move planning, communications development, selection of moving contractor, site supervision and set-up, and day-one issues resolution.
3.10. Close-out, commissioning and warranty: act as <YOUR BUSINESS>'s representative in dealing with the general contractor and landlord through the construction phase of the process, management of all punch list items, compiling all warranty/closeout manuals and as-built drawings, and following up on the tenant's behalf on warranty issues;
3.11. Project Reporting: provide comprehensive reporting and financial cost tracking through all phases of the project; and
3.12. Presentations to committees of/or the Board of Directors may be required during and after the selection process.
Each Proponent is to submit a response to the following sections and in the following order:
1. Corporate Profile:
1.1. Full legal and company name
1.2. Description of the firm, showing structure, size, locations, annual revenue volumes and financial strength, corporate structure and years in business
1.3. Describe the major lines of business offered by your company
1.4. Description of services lines offered, and number of personnel in each service line including: Strategic Planning, Brokerage and Advisory Services, Project Management, and Move Management.
1.5. Provide an overview of your Project Management and Move Management platforms
Number of full time project management staff
Number of projects managed and annual project volume in dollars for the past 3 years
How many LEED AP and GA's are in your firm?
Provide details of your involvement and impact in the leasing process
Provide a description of your Move Management team and services
Number of clients (headcount) relocated by your internal move management team in the past 3 years
1.6. Please explain which services are internal to your organization, and which services you are partnering on with 3rd party firms. Please explain the nature of the partnership and provide requested Corporate Profile information on each partner. Provide an overview of your management approach and policies with respect to:
Approach to sustainability
Code of conduct and management of conflicts of interest
2. Proposed Approach:
2.1. Your proposed method, tools, and approach to meet <YOUR BUSINESS>'s requirement
2.2. Proponents are to prepare and submit a project plan that provides an outline of the proponent's understanding of the scope of work included in this RFP and its proposed plan to undertake and execute the work contemplated given <YOUR BUSINESS>'s timeframe. Please detail any assumptions that you are making.
3. Proposed team:
3.1. A description of the proposed Real Estate Advisory Team providing services, describing roles, with detailed resumes
3.2. Identify the project leader and team leaders for each portion of the project.
4.1. An illustration of corporate experience similar to the <YOUR BUSINESS>'s requirement for each proposed service lines (as set out in section lll subsections (1) (1.3-1.4). Please highlight examples of where you have provided integrated services, comprising all service lines required in Section II above.
4.2. Outline any experience completed by the proposed team members only and associated references for such completed assignments.
4.3. Three client case studies and references illustrating the experience of your project leader(s) and/or team lead(s), providing a minimum of one reference in each service line set out in section lll subsections (1) (1.3-1.4) (a minimum of 3 references).
5. Value Proposition:
5.1. An explanation of your firm's overall value proposition.
5.2. Provide summary of your Project Management and Move Management's unique value propositions and key differentiators, and how you save your clients capital spend.
5.3. A description of any other services your firm offers that may be of interest to the <YOUR BUSINESS>.
5.4. An explanation of why <YOUR BUSINESS> should choose your firm for providing real estate advisory services.
6. Proposed Pricing:
Please provide your proposed methods of pricing each service requirement listed in Section II above. Please state clearly what assumptions you make.
6.1. For the Strategic Planning and Needs Analysis and Project Management, please provide hourly rates for your services.
6.2. For Site Search and Negotiation Services, please explain the basis upon which you will receive compensation.
7. Insurance and Other Requirements
Please provide proof of insurance on the following:
The Real Estate Advisory Team shall maintain the following insurance policies, covering the activities of its services in response to this RFP:
(a) Commercial general liability of $2,000,000 combined single limit per occurrence and annual aggregate; and (b) umbrella form excess liability insurance in excess of the limits provided by the commercial general liability policy with limits of $3,000,000 per occurrence and annual aggregate.
(b) <YOUR BUSINESS> will be an additional insured under the Real Estate Advisory Team's commercial general liability policy described above to the extent of loss attributable to the Real Estate Advisory Team's negligence. The Real Estate Advisory Team's insurance will not be called upon to respond to or cover <YOUR BUSINESS>'s negligence or willful misconduct.
Proponents are to submit electronic copies of their submissions to <YOU> at <YOUR BUSINESS>. Proposals will be received by <YOUR BUSINESS> up to and including end of business <DEADLINE>.
Any proposals received after the submission deadline date may be eliminated from consideration.
Proposal evaluation will be based on all elements of each response, including intangible factors such as <YOUR BUSINESS>'s perception of each supplier's ability to meet its commitments. <YOUR BUSINESS> reserves the right to accept or reject any and all responses at its complete discretion and to negotiate terms of any subsequent agreements.
<YOUR BUSINESS> is looking for reliable, financially stable suppliers who have the ability to meet or exceed <YOUR BUSINESS>'s stringent cost, quality, and service requirements. Specifically, these requirements are:
1 Quality service and responsiveness
2 Flexibility and creativity
3 Proven track record
4 High quality personnel
5 Competitive pricing and cost structure
<YOUR BUSINESS> does not represent that these are the sole evaluation criteria, and reserves the right to adjust the criteria at its discretion. <YOUR BUSINESS> also reserves the right to allocate and award contract(s) to as many Proponents as it deems appropriate.
Quality Service and Responsiveness
Proponents are expected to provide a consistently high level of service quality. Preference will be given to suppliers with a demonstrable history of providing quality service, in particular:
1 Ability to provide an experienced, integrated and competent team
2 Ability to demonstrate value created for other clients
3 Terms (payment and other)
4 Value-added services
5 Customer service quality
6 Flexibility and Creativity
7 Overall Value Proposition
Proven Track Record
<YOUR BUSINESS> wishes to work closely with financially stable and high-quality potential proponent. This will be assessed based on financial performance, a reputation for quality, and customer references. It is expected and required that suppliers will meet all commitments made.
High Quality Personnel
We recognize the importance of attracting and retaining highly qualified staff. The proponent's staff, while not employed by <YOUR BUSINESS>, is an extension of <YOUR BUSINESS>'s quality image and, consequently, must be of the highest caliber.
Competitive Pricing and Cost Structure
Suppliers must provide very competitive pricing both at the outset of the relationship and on an ongoing basis. <YOUR BUSINESS> expects to work continuously with its potential supplier(s) to identify opportunities to reduce the total cost of providing quality space.
All information contained in this RFP as well as any other information provided during the RFP process is confidential, and all interested candidates are asked to keep such information confidential.
This RFP does not constitute a commitment to proceed with any candidate or process, and is used strictly as a guideline with which prospective candidate real estate advisors may submit a proposal. As such this RFP may be altered or withdrawn without notice at any time by <YOUR BUSINESS>.
VII. Proponent Questions
Note that any questions should be submitted to <YOU>.
Based upon the RFP responses, select candidates may be invited to present their service and technology capabilities at a supplier presentation. The purpose of the candidate presentation is to provide a demonstration of the supplier's capabilities to service <YOUR BUSINESS> and to allow candidates to answer general questions about their proposals.