Real Estate Marketing Services Request for QualificationsCity of Kalispell
�+ 201 First Ave. E, Kalispell, Montana 59901
MONTANA Telephone (406) 758-7713 — kthompson@kalispell.com
REQUEST FOR QUALIFICATIONS (RFQs)
FOR
REAL ESTATE MARKETING SERVICES
INFORMATION AND INSTRUCTIONS TO SUBMITTERS
1 GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA 7-5-4301(2)(a)., the City of Kalispell seeks
to procure a qualified professional service provider to provide real estate marketing services to
the City of Kalispell.
1.2 The Statement of Qualifications (SOQ) must be received by the City Clerk at 201 First
Avenue East, Kalispell, Montana, by 2:OOpm local time, December 30, 2015.
1.3 Questions pertaining to the selection process should be directed to Katharine Thompson, at
(406) 758-7713 or kthompson@kalispell.com.
1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to
this Request for Qualifications (RFQ) will be in the form of an addendum, which will be
furnished to all registered RFQ holders.
1.5 The City of Kalispell reserves the right to reject any or all SOQs, to waive any informality or
irregularity in any SOQ received, and to be the sole judge of the merits of the respective SOQs
received.
1.6 A pre -submittal conference for the contract will be held at 201 First Avenue East, Kalispell,
MT on December 21, 2015 at 2:OOpm. City staff will discuss the scope of work, general contract
issues and respond to questions from the attendees. Because staff will not be available to respond
to individual inquiries regarding the project scope outside of this pre -submittal conference,
attendance at this pre -submittal conference is highly recommended.
1.7 The Service Provider will be selected on the basis of demonstrated competence and
qualification for the type of services required and thereafter the City will negotiate the services
agreement with what it deems to be the most qualified company.
2 - ANTICIPATED SCOPE OF WORK
After being selected, the Professional Service Provider will execute a services agreement with
the City to provide the scope of work set forth below. The Professional Service Provider and the
City shall negotiate the exact scope of practice after selection.
Marketing for sale six commercial parcels in the City of Kalispell subdivision Old School
Station for purposes of private capital investment within technological and industrial tax
increment financing districts.
3 - STATEMENT OF QUALIFICATIONS SELECTION CRITERIA
3.1 The Professional Service Provider will be selected through a qualification -based selection
process. Firms interested in providing requested scope of services to the City of Kalispell must
submit a Statement of Qualifications (SOME) that addresses the following evaluation criteria.
Applicants are encouraged to organize their submissions in such a way as to follow the general
evaluation criteria listed below. Information included within the SOQ may be used to evaluate
your firm as part of any criteria regardless of where that information is found within the SOQ.
Information obtained from the SOQ and from any other relevant source may be used in the
evaluation and selection process.
3.2 Cover Letter (1-page) containing at a minimum: Company name, contact name, address, fax
number, and email address.
3.3 Qualifications Criteria
3.3.1 General Information
Description of company
Legal company organization; organization chart with names of relevant personnel
List of applicable Montana licenses
3.3.2 Relevant Company Experience (20 points)
a. Applicant's overall reputation, service capabilities and quality as it relates to this
service agreement.
b. List and briefly describe the professional services the company provides to 3-5
industrial/manufacturing zoned property clients and the length of time the services have
been provided.
c. Referrals and references from other clients.
d. List and describe any litigation; arbitration; claims filed by your firm against any other
jurisdiction as a result of a contract dispute; any contract or negligence claims filed
against your company; premature termination from a services agreement.
e. Applicant's capacity and intent to proceed without delay if selected for this contract.
3.3.3 Company Qualifications (20 points)
a. Describe the company's history in the industry. Provide resumes of key personnel in
Appendix A.
b. Briefly describe certifications and licensure held by the company in the state of
Montana.
3.3.4 Contract Understanding and Approach (20 points)
a. Describe your understanding of the current needs of the City of Kalispell for the
professional services being requested.
b. Identify and discuss any potential difficult issues your company may face in providing
services within Flathead County.
c. Identify and discuss methods to mitigate these difficulties.
3.3.5 Approach to Contract Management (20 points)
a. Describe your company's approach in initiating and establishing the service that meet
the needs and requirements of the City.
3.3.6 Other Factors (20 points)
a. Willingness to abide by the City's needs and requirements with few or no objections or
changes.
b. Relevant factors impacting the quality and value of service.
4 - SUBMITTAL REQUIREMENTS
4.1 The SOQ shall include a one -page cover letter plus a maximum of fifteen (15) pages to
address the SOQ criteria specified in Section 3 (excluding Resumes). Table of Contents and
section divider pages do not count towards the total page count.
4.2 Three hard copies and one electronic copy of the Statement of Qualifications must be
submitted to the City Clerk at 201 First Avenue East, Kalispell, Montana, and emailed to
ci , clerk(c�r�,kalispell.com by 2:00pm local time, December 30, 2015.
4.3 Failure to comply with the following criteria may be grounds for disqualifications:
Receipt of submittal by the specified cut-off date and time.
The number of originals and/or copies of the submittal specified.
Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2" x 11")
with criteria information will be counted. Pages that have photos, charts and graphs will be
counted towards the maximum number of pages.
5 - SELECTION PROCESS AND SCHEDULE
5.1 A 5-member Project Evaluation Board will evaluate each Statement of Qualifications (SOQ)
according to the above criteria, as well as past performance evaluations, and may select up to
three finalists that will be Short Listed for the contract. The Short List firms will meet with the
Contract Evaluation Board for interviews. The purpose of the interview will be to expand on the
information provided in the SOQ, not to repeat information already provided. Those firms
selected for the Short List will be provided additional instruction by the City. Those firms not
selected for further consideration will be notified.
5.2 The following tentative schedule has been prepared for this project. Firms interested in this
project must be available on the interview meeting date.
Pre -submittal conference: December 21, 2015
SOQs due: December 30, 2013, 2:OOpm
Firms notified for interview: January 6, 2015
Interviews: To be determined
5.3 Following the interviews the Contract Evaluation Board will determine a ranking for each
Short List firm based on the published criteria in 3.3 of this RFQ. Consideration will be given to
both the written Statement of Qualifications and any oral presentations or interviews. No other
factors or criteria will be used in the qualification ranking.
5.4 The highest ranked firm will be recommended to the City Manager and City Council for
contract award.
5.5 Requests for debriefings or to review Statements of Qualifications submitted, shall be made
in writing to the City. All information submitted by firms and related Contract Evaluation Board
evaluations and rankings shall be considered confidential until after contract execution and
award by the City Council.
5.6 The City will enter into negotiations with the selected firm and execute a contract upon
completion of negotiations for the professional services for City Council approval. If the City is
unsuccessful in negotiating a contract with the highest ranked team, the City may then negotiate
with the second or third highest ranked team until a contract is executed, or may decide to
terminate the selection process.
Publish: December 6, 2015 and December 20, 2015