HomeMy WebLinkAboutRequest for Proposals for contracting of realty services for sale of former city hall.pdfCommission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brit Fontenot, Assistant to the City Manager
SUBJECT: Approval of, and authorization to publish, a Request for Proposals
(RFP) for contracting of realty services for the sale of the former City
Hall lots and facility located at 411 East Main Street.
MEETING DATE: January 11, 2010
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve the RFP language and authorize Staff to publish the
request, on Sunday, January 17 and Sunday, January 31, 2010 for the contracting of realty
services for the sale of the former City Hall lots and facility located at 411 East Main
Street.
BACKGROUND:
On July 14, 2008 the Bozeman City Commission (Commission) found that “the subject
property, the [former] City Hall, is not necessary for the conduct of City business and that we
[the Commission] would direct staff to proceed with the Request for Proposal [RFP] process and
negotiate the sale under provisions of Chapter 2.05 of the Bozeman Municipal Code”. Staff, in
consultation with the Gallatin Association of Realtors, produced an RFP for realty services.
On November 24, 2008 City Commission voted 4 – 0 to “[a]pprove the RFP language
and authorize Staff to publish the request [for proposals] …. for the contracting of realty services
for the sale of the old City Hall lots and facility located at 411 East Main Street.” The RFP
language associated with the second RFP for realty services (January 2010) contains the same
language as the original RFP (December 2008). (Attachment 1)
Three proposals were received by the City as of the December 17, 2008 deadline. The
five-member Proposal Review Committee (the Committee) met to evaluate the proposals. Score
sheets were tallied. Based upon the scores of evaluation criteria two of the three realtor firms
were selected for interviews. The proposed deadline for receipt of new realty services proposals
is 5 pm on Monday, February 1, 2010. Staff will evaluate the 2010 respondent proposals using
the same methodology and criteria as in late 2008. (Attachment 2)
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On December 29, 2008 interviews were conducted with the two top scoring firms. After
evaluating the interviewees the Committee recommended to the Commission that the
commercial real estate firm of Grubb & Ellis Montana Commercial, LLC list for sale the
property and facility located at 411 East Main Street, known as the former City Hall. Staff
anticipates conducting interviews with the top scoring respondents the week of February 8, 2010.
On January 5, 2009 the Commission “[a]uthorize[ed] the City Manager to negotiate and
sign a listing contract for the sale of the former City Hall lots (10 – 14) and facility with the
commercial real estate firm Grubb & Ellis, Montana Commercial LLC. The Grubb & Ellis
listing contract expires at midnight on January 20, 2010. Based on interviews, staff proposes
to make a realtor recommendation to the Commission by the end of February, 2010.
In addition to the statutorily required legal ads proposed for Sunday, January 17 and
Sunday, January 31, 2010, the Gallatin Association of Realtors (GAR) will send the RFP via e-
mail to the GAR membership.
The former City Hall building consists of approximately 13,160 sq. ft. (6,790sq. ft. above
grade and 6,370 sq. ft. below grade) of commercial space located on lots 10-14 in Rouse's 1st
Addition to Bozeman, Block F, Section 7T2S R6E; Bozeman, Gallatin Co., Montana. The
aggregate square footage of lots 10 – 14 is 20,625 sq. ft. The space fronts Main Street to the
south and Rouse Avenue to the west with parking to the north and lawn to the east. The property
is currently Zoned B-3, Central Business District and is located in both the Downtown Business
Improvement District and the Downtown Tax Increment District. (Attachment 3)
Presently, the former City Hall facility shares utility feeds, including electrical, heating
and ventilation services with adjacent property to the north, Bozeman Fire Station No. 1.
Domestic water, electrical service, steam heating lines, and cooling well water for the air
conditioning system run through a north/south access tunnel beneath the north parking areas and
physically connect the current City Hall facility and Bozeman Fire Station # 1. The eventual
buyer will be responsible for severing, relocating and reestablishing all services currently shared.
The severance and reestablishment of services will be coordinated between the buyer and
appropriate City staff so that activities in Bozeman Fire Station # 1 will continue without
interruption of services or suffer adverse impacts.
FISCAL EFFECTS: TBD
ALTERNATIVES: As suggested by the City Commission
Respectfully submitted,
_______________________ __________________
Brit Fontenot Chris A. Kukulski
Assistant to the City Manager City Manager
Attachments: (1) January 2010 Request for Proposals for purchase of the sale of the former City
Hall located at 411 East Main Street; (2) January 2010 Sale Evaluation Criteria; and (3) facility
map and floor plan
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City of Bozeman
Request for Proposals from Realty Professionals for the
Sale of the Former City Hall Facility (411 East Main Street)
The City of Bozeman (the City), is accepting proposals from individuals or firms to sell
the former City Hall facility and the related property located at 411 East Main Street,
Bozeman, Montana. The individual or firm selected for the sale will be responsible for
all aspects of the sale including, but not limited to: promotion, showing, negotiation,
contracting, and all aspects of closing and recording.
To meet the deadline for initial consideration, hand delivered proposals must be received
no later than 5:00 P.M., MDT, Monday, February 1, 2010, at the office of the City
Clerk, 121 North Rouse Avenue, Bozeman, MT 59715. Mailed proposals must be
received by this time and date for initial consideration. The mailing address for
proposals is: City Clerk, City of Bozeman, P.O. Box 1230, Bozeman, MT 59771. Please
indicate “Former City Hall Sale Proposal” on the outside of the sealed package. No
faxed or electronic submissions will be accepted. Seven (7) copies, (one original and six
copies), of each proposal must be submitted.
Copies of the Request for Proposals (RFP) may be obtained from the City Clerk, 121
North Rouse Avenue, Bozeman, MT 59715, 406-582-2321. A copy is also posted at the
City of Bozeman’s web page at www.bozeman.net. After obtaining a package please
direct all questions to the City of Bozeman, Attention: Brit Fontenot, Assistant to the
City Manager, City of Bozeman, P.O. Box 1230, Bozeman, MT 59771. Telephone:
(406) 582-2258. E-mail: bfontenot@bozeman.net.
PROPERTY DESCRIPTION AND BACKGROUND:
The City of Bozeman has relocated offices and services to a new City Hall facility located at
121 North Rouse Avenue. The City is offering for sale the former City Hall building and
lots located at 411 East Main Street consisting of approximately 13,160 sq. ft. (6,790sq.
ft. above grade and 6,370 sq. ft. below grade) of commercial space located on lots 10-14
in Rouse's 1st Addition to Bozeman, Block F, Section 7T2S R6E; Bozeman, Gallatin
Co., Montana.
The aggregate square footage of lots 10 – 14 is 20,625 sq. ft. The space fronts Main
Street to the south and Rouse Avenue to the west with parking to the north and lawn to
the east. Currently, the facility shares electrical, heating and ventilation services with
adjacent property to the north (Bozeman Fire Station No. 1). The buyer will be
responsible for severing, relocating and reestablishing all services currently shared. The
facility is currently Zoned B-3, (Central Business District).
Copies of appraisal documents, building photos, floor plans and/or the current lot layout may
be obtained from the Office of the City Clerk, 121 North Rouse Avenue, Bozeman, Montana.
Additionally, addendums, if any, and proposal evaluation criteria may be obtained from the
Office of the City Clerk or on the City website at www.bozeman.net. Addendums, if
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necessary, will be posted on the City website as soon as possible. After obtaining a package
please direct all questions and/or requests for building walk-throughs to the City of Bozeman,
Attention: Brit Fontenot, Assistant to the City Manager, City of Bozeman, P.O. Box 1230,
Bozeman, MT 59771, or by phone at (406) 582-2258 or e-mail at bfontenot@bozeman.net .
The City requests that interested individuals or firms limit their contacts to the Assistant to
the City Manager listed above in the interest of maintaining a consistency of response and
fairness to all respondents.
INTENT OF RFP: The City of Bozeman will evaluate proposals based on an
established ranking system. The City will then interview the highest ranked applicants
that best address the objective criteria outlined below. In order to protect the proprietary
aspects of the submittals, copies of the proposals will be available to the public after
interviews are conducted. The award will be made to the offeror whose proposal is
deemed most advantageous to the City of Bozeman, all factors considered. Final terms
and conditions of the agreement for sale will then be negotiated with the successful
applicant. Once selected, the individual or firm must provide proof of insurance for
errors and omissions (E & O) in an amount of at least one and one-half million dollars,
($1,500,000.00).
Respondents will be evaluated according to the following factors:
1. Quality of the Proposal 10%
2. Respondent’s Qualifications, and Experience
(including reference checks) 25%
3. Documented Experience of the firm or individual 25%
and their proven ability to execute the sale of
downtown commercial property in excess of one
million dollars.
4. Quality and creativity of the promotional and 25%
marketing plan for the property and the proven
ability to apply the necessary resources to carry
out the plan
5. Time line for sale is realistic and acceptability 15%
of the terms of the sale
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Responses MUST include:
1. Individual or firm’s legal name, address, telephone number, fax number, web
site (if any), and e-mail address.
2. Statement of experience and qualifications of the individual, firm and firm’s
staff which will be assigned to the sale. CCIM or equivalent commercial sales
experience preferred.
3. A description of the individual or firm’s experience with high visibility
commercial sales and any experience with the sale of commercial property in
Downtown Bozeman.
4. Demonstrated familiarity with Downtown Bozeman’s unique parking and
traffic issues.
5. Demonstrated familiarity with the City of Bozeman’s zoning regulations.
6. A detailed description of all facets of the proposed plan to actively market the
property and documentation of the promotional and or financial resources
available to the individual or firm to carry out this marketing plan at a local,
regional and national level.
7. A narrative describing the expectations or responsibilities of the City as a
client in order to complete a successful sale.
8. Proof of the necessary state license requirements to sell property in the state of
Montana.
9. A description of the proposed commission costs for the sale and a description
of any and all costs that will be paid by the City in order to complete the sale.
10. A proposed time line for the sale and a proposed term of contract for the
selling rights of the property.
11. A list of the individual or firm’s last five commercial sales, including at least
one example of the sale of Downtown Bozeman commercial property valued
at, or in excess of, one million dollars ($1,000,000.00). Include for each
property: the list price of the property; the sale price of the property; the
length of time the property was on the market; and any unique aspects or other
information relevant to each sale.
12. Three professional references and full contact information for the listed
references.
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13. OPTIONAL: Up to 5 (five) pages of promotional materials or company
brochures that illustrate the individual or firm’s experience, expertise and
philosophy.
All proposals must be submitted complete and contain the information required as stated
in the Request for Proposals.
The City of Bozeman reserves the right to reject any and all responses deemed
unqualified, unsatisfactory, or inappropriate.
The City of Bozeman does not discriminate on the basis of race, color, religion, creed,
age, sex, marital status, national origin, political ideas, or disability in employment or the
provision of services.
LEGAL AD
Please publish in the legals on:
Sunday, January 17, 2010
Sunday, January 24, 2010.
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2010 REALTOR R F P EVALUATION CRITERIA
SALE OF THE FORMER CITY HALL FACILITY AND LOTS
Total Score____________
Date_________________
NAME OF RESPONDENT:______________________________________________________
Application Complete: YES____________ NO____________
COMMENTS:
1. Overall quality of the proposal. (10 Points Possible)
__________Points
COMMENTS:
2. Respondent’s qualifications, and experience, (25 Points Possible)
including reference checks. __________Points
COMMENTS:
3. Documented experience and success of the firm (25 Points Possible)
or individual and their proven ability to execute __________Points
the sale of downtown commercial property in
excess of one million dollars.
COMMENTS:
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4. Quality and creativity thoroughness of the (25 Points Possible)
promotional and marketing plan for the property __________Points
and the proven ability to apply the necessary resources
to successfully carry out the plan
COMMENTS:
5. Time line for sale is realistic and acceptability (15 Points Possible)
of the terms of the sale __________Points
COMMENTS:
.
FIRM TOTAL SCORE (TOTAL 1-5, 100 Points Possible) = ____________________
REMARKS:
Reviewer’s Name ________________________________________________________
Date ____________________________
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ROUSE ADDITION TO BOZEMAN
BlockF Lot LOTS 10-14
Township0799 Section07 Quarter Section1
Geocode06079907109010000
TaxcodeRGH33774
Zoning B-3
Legal 1ROUSES 1ST LOTS 10-19 BLOCK
F
Legal 2CITY HALL
Legal 3 Owner CITY OF
BOZEMAN
Mailing AddressPO BOX 1230
CityBOZEMAN
StateMT
Zip59771
Physical Address411 E MAIN ST
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