IFB/GS/DEAM/2606-1260242/City Plaza Property Management

INVITATION FOR BIDS
Multi-Step Competitive Sealed Bid
IFB/GS/DEAM/2606-1260242/City Plaza
Property Management
Chris Davis
Commissioner
Department of Enterprise Asset Management
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Chandra Houston
Chief Procurement Officer
Department of Procurement
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Table of Contents
1Requirements................................................................................................................................................................4
1.0.1Section1.SolicitationRequirements.................................................................................................................4
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1 Requirements
*Response is required
0.1Section 1. Solicitation Requirements
1.
Pursuant to Section 2-1188(I) and other relevant sections of the Procurement and Real Estate Code of the City of
Atlanta Code of Ordinances ("City Code"), the City of Atlanta ("City") issues this Multi-Step Competitive Sealed Bid
seeking qualified and experienced Offerors (as defined below) to procure a qualified property management firm to
operate City Plaza, improve occupancy and financial performance, and protect the City's assets on behalf of the
Department of Enterprise Asset Management (the "Project").
About this Solicitation
This solicitation process involves two phases:
* Phase I - Statement of Qualifications (SOQ): focuses on qualifications and technical capability.
* Phase II - Invitation for Bid (IFB): focuses on pricing and responsiveness.
Standard Definitions
Please note that the following key terms are used in this solicitation:
* Award: An award is made when legislation authorizing the award of the contract has been adopted by
the council and approved by the Mayor, provided, however, that the contract will not become binding
upon the City and the City will incur no liability under it until it has been duly executed by the contractor,
returned to the City with all required submittals, including insurance and bonding, if applicable, executed
by the Mayor, attested to by the municipal clerk, approved by the City attorney as to form and delivered
to the contractor.
* Bid Security: A Bid Security shall be a bond provided by a surety company authorized to do business
in the state by the Georgia Insurance Commissioner or the equivalent in cash, cashier's check or certified
check.
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* Contract: A Contract means all types of city agreements, including purchase orders, regardless of
what they may be called, for the procurement or disposal of supplies, services, construction, professional
or consultant services and for the transfer of interests in real property.
* Contractor: Any person having a contract with the City.
* Discussions: An exchange of information or other means of negotiation during which the offeror and
the city may alter or otherwise change the conditions, terms and price of the proposed contract.
Discussions may be conducted in connection with competitive sealed proposals, sole source and
emergency procurement. Discussions are not permissible in competitive sealed bidding, except to the
extent permissible in the first phase of multi-step sealed bidding, when all competitive bids exceed
available funds but the responsive bid does not exceed such funds by more than five percent; or as
otherwise permitted by applicable law.
* Newly Established Business: Any for-profit or nonprofit entity that was legally formed or registered
in any U.S. jurisdiction within the last 24 months prior to this solicitation's posting date.
* Offeror: Any firm that has submitted a bid or proposal in response to the particular solicitation in
question.
Phase I - Statement of Qualifications
Phase I of this solicitation evaluates Offerors' qualifications, experience, and responsiveness without
considering pricing. Offerors must submit comprehensive documentation, including qualification narratives,
financial capability attestations, references, and compliance acknowledgments. Successful Offerors are
shortlisted for the next phase based on their technical expertise, capacity, and qualifications.
Phase II - Invitation for Bid(s)
In Phase II, shortlisted Offerors are required to submit pricing and meet all IFB requirements. This phase also
includes compliance with the Office of Contract Compliance (OCC) goals. Evaluation is based on
responsiveness and pricing, and only Offerors meeting all requirements are eligible for Award consideration.
*2.
Project Information
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Project Background
City Plaza, located at 133 Trinity Avenue, is a City-owned mixed-use property that serves as an important public
asset requiring ongoing operational, financial, and facility oversight. The property supports a variety of tenants and
functions that require coordinated management of day-to-day operations, maintenance activities, tenant services,
and financial administration. As with many mixed-use developments, effective property management is essential
to maintaining occupancy, supporting efficient operations, ensuring compliance with applicable requirements, and
preserving the long-term value and performance of the asset.
Project Scope
The scope of services includes comprehensive property management for City Plaza at 133 Trinity Avenue,
including day-to-day operations, tenant relations, leasing support, rent and revenue collection, financial
management and reporting, maintenance coordination, regulatory compliance, emergency response coordination,
and overall facility oversight. Services will include implementation of operational controls and management
practices necessary to support occupancy goals, maintain the property, ensure effective financial stewardship, and
promote efficient operation of the mixed-use asset.
PLEASE SEE ATTACHED STATEMENT OF WORK, PSC VIDEO, AND PSC
TRANSCRIPT
Attachments:
File Name or URL Type Description
1260242 City Plaza Scope File Scope of Work
of Wo
1260242 City Plaza PSC File PSC Video Part 1
Video p
1260242 City Plaza PSC File PSC Video Part 2
Video p
1260242 City Plaza PSC File PSC Transcript Part 1
Transcr
1260242 City Plaza PSC File PSC Transcript Part 2
Transcr
Select one of the following:
a. I have reviewed the attached Statement of Work
*3.
Project Contract
i. Pro Forma of City's Contract. If the City makes an Award under this
solicitation, it will prepare and forward a Contract for execution. The Contract will include terms
and conditions substantially in the form attached as Contract Terms in Oracle Cloud Application.
ii. Exceptions to the City's Terms and Conditions. Execution of the City's
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Contract within five (5) business days after notification of Eligibility for Award is required. The
City does not intend to modify its standard terms, which are mandated by law and align with
City practices. Any proposed revisions must be submitted in writing with the Offeror's response
and clearly labeled "PROPOSED EXCEPTIONS TO CITY'S TERMS AND CONDITIONS." If
no exceptions are submitted, the Offeror will be deemed to accept all terms. Significant
exceptions may render the Offeror ineligible for Award.
iii. Additions to the City's Terms and Conditions. If the Project Scope
involves technology services, the City may accept reasonable product-specific terms (e.g.,
EULA) that do not conflict with City terms. Offerors must submit these terms with their
response, clearly labeled "POTENTIAL ADDITIONAL TECHNOLOGY PRODUCT-
SPECIFIC TERMS AND CONDITIONS FOR USE."
If, in the City's sole discretion, Discussions are necessary to determine responsiveness, the
Department of Law will initiate them. Discussions will be limited to the product-specific terms
and will not alter the City's standard Contract language. The Discussion period will not exceed
five (5) business days from initial contact. Failure to reach agreement within this timeframe may
render the Offeror ineligible for Award.
iv. Expansion and Extension of Rights. The City of Atlanta reserves the
right, at its sole discretion and without the need for a formal amendment to this Scope
of Work, to increase or modify the size, scale, volume, type, or quantity of goods or
services required under this solicitation. This includes but is not limited to the extension
of existing goods or services to additional City departments or using agencies. Any
such increase or expansion shall be made with the expectation that the City will receive
improved pricing or other favorable terms as a result of increased volume or
consolidated procurement.
PLEASE SEE ATTACHED PROJECT CONTRACT
Attachments:
File Name or URL Type Description
DRAFT 1260242 City File Draft Agreement
Plaza Manag
Select one of the following:
a. I have reviewed the attached Project Contract
*4.
Standards for Prequalification in Phase I
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i. Statement of Qualifications.Offerors must submit a comprehensive Statement of Qualifications that
clearly demonstrates their technical expertise, organizational capacity, relevant experience, and ability to
meet all requirements outlined in this solicitation. Submissions must include all requested documentation,
narrative responses, certifications, and supporting materials necessary for the City to assess the Offerors
qualifications as outlined below:
Firm Experience and Technical Capability
* * Minimum Qualification Requirement: Offeror must
demonstrate experience and technical capability providing third-
party property management services for mixed-use residential
and retail properties involving leasing operations, financial
management, tenant coordination, maintenance oversight, and
revenue collection services.
Supplier Must Provide:
* Minimum of 10 years of residential and/or retail
experience managing mixed-use residential and
retail/commercial properties
* Documentation demonstrating capability to perform
leasing operations, rent collection, tenant coordination,
maintenance oversight, budgeting, and financial reporting
services
* Documentation confirming Management Company has
a minimum of ten (10) years of office and/or retail and/or
residential management experience.
* Documentation confirming proposed site managers
have a minimum of seven (7) years of experience.
* The firm is required to have a Broker License with
GREC, and the Property Manager is required to have a Real
Estate License, with the exception of their administrative
staff.
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* Documentation confirming Fair Housing training and
Federal Housing compliance capability
Pass Standard: Offeror demonstrates compliance with the
minimum qualification requirements and provides sufficient
supporting documentation.
Fail Standard: Failure to provide required supporting
documentation or demonstrate compliance with the minimum
qualification requirements.
Hint: Please provide details in the narrative space and upload evidence that demonstrates technical expertise,
organizational capacity, relevant experience, and ability to meet this minimum qualification requirement
Response attachments are required.
*5.
References from Prior Projects
* Each Offeror is required to provide the information below for at
* least three (3) references from prior projects of similar scope
and complexity to this project. Offerors that qualify as a Newly
Established Business and do not have prior project references
must submit a formal statement on company letterhead
confirming this.
Select one of the following:
a. Newly Established Business - please attach formal statement on company letterhead (Response attachments are
required)
b. Established Business - please provide information for References
Respond to the following requirements if you selected option b. for requirement 5.
*5.b.1.Reference One
Select one of the following:
a. Enter Reference Details
*5.b.2.Reference Two
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Select one of the following:
a. Enter Reference Details
*5.b.3.Reference Three
Select one of the following:
a. Enter Reference Details
Respond to the following requirements if you selected option a. for requirement 5.b.1.
*5.b.1.a.1.Project (Name and brief description):
*5.b.1.a.2.Project Budget:
*5.b.1.a.3.Contact Person for Reference:
*5.b.1.a.4.Contact Person Title:
*5.b.1.a.5.Contact Phone/Ext:
*5.b.1.a.6.Contact Email:
*5.b.1.a.7.Was your firm's performance satisfactory?
Select one of the following:
a. Yes
b. No
*5.b.1.a.8.Did your firm stay within budget?
Select one of the following:
a. Yes
b. No
*5.b.1.a.9.Did your firm follow the scope and bid requirements?
Select one of the following:
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