PC1460 Real Estate Agent Services

REQUEST FOR PROPOSAL - PC1460
REAL ESTATE AGENT SERVICES
Housing Authority of the County of San Bernardino
715 E. Brier Drive
San Bernardino, CA 92408
April 2026

HACSB Request for Proposal RFP No. PC1460
Procurement Department REAL ESTATE AGENT SERVICES Page 2 of 24
I. INTRODUCTION
As the largest provider of affordable housing in San Bernardino County, the Housing Authority of the
County of San Bernardino (HACSB) proudly assists more than 27,500 people, most of whom are
seniors, individuals with disabilities, veterans, and children. Our core work is to administer
rental assistance programs to prevent homelessness among low-income households. Since 1941, we
have helped low-income families attain safe and stable housing through a variety of
rental assistance programs funded by the U.S. Department of Housing and Urban Development (HUD).
More than 11,000 families are served through housing assistance payments made to landlords on
behalf of the families or resided in units owned and managed by HACSB. Our largest program, the
Housing Choice Voucher program, is America's largest homelessness prevention program. The
affordable rental housing programs we administer provide a critical safety net for households in San
Bernardino County, where it takes nearly twice the minimum wage to afford a median-priced one-
bedroom apartment.
Attaining stable housing is only one step on the path to self-sufficiency. HACSB builds strong
partnerships within San Bernardino County to help support our customers' needs beyond housing. The
services and opportunities our partnerships bring create meaningful differences in the lives of families
we serve, maximizing our resources and impact by mobilizing the talents of our community partners.
In 2008, Congress designated HACSB as a Moving to Work (MTW) public housing agency. MTW is a
national demonstration program for housing authorities created by Congress in 1996. Contrary to its
name, the Moving to Work demonstration is not a work requirement program. Instead, the intent of the
MTW demonstration is to provide policy and regulatory flexibility to housing agencies to design and test
affordable housing strategies and related policies. This designation allows HACSB to waive some HUD
requirements to target the statutory objectives of the MTW Demonstration: help clients achieve
economic independence, ensure freedom of housing choice, and save taxpayer dollars through efficient
work.
The demand for affordable housing continues to increase, and the limited affordable housing supply is
not enough to house the thousands of families in need. Over the years we have expanded our housing
stock to help meet the county's growing needs through acquisition, development, and
redevelopment/expansion of our properties. HACSB owns and manages a large portfolio of affordable
rental communities that are not federally funded. These properties are typically leased at amounts
below market rents, bringing additional affordable housing opportunities to our communities in addition
to the traditional rental assistance programs we administer.
We value our vendors and contractors as partners in our mission to empower all individuals and
families in need to achieve an enriched quality of life by providing housing opportunities and resources
throughout San Bernardino County.
II. PURPOSE
HACSB has a governing Board of Commissioners (Board), which are appointed by San
Bernardino County Board of Supervisors and is responsible for approving HACSB policies and
providing strategic direction. The Board consists of seven volunteers, of which two seats are reserved
for residents or participants of HACSB affordable housing programs. These individuals generously
give their time in support of HACSB's mission to empower all individuals and families in need to
achieve an enriched quality of life by providing housing opportunities and resources throughout San
Bernardino County.
An Executive Director appointed by the Board is responsible for managing the daily operations of the
agency and overseeing a staff of approximately 160 employees. Annual budget for the Authority is
approximately $250 million.
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HACSB Request for Proposal RFP No. PC1460
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A. Contact Information
This RFP is being issued, as will any addenda by the HACSB. The contact person for the
HACSB is:
Angie Lardapide, Procurement Department
715 E. Brier Drive
San Bernardino, CA 92408-2841
(909) 890-0644
procurement@hacsb.com
Proposals and questions will not be accepted by e-mail or facsimile. All proposals must be completed and
uploaded into the PlanetBids website or by paper response.
III. Contract Term
The Contract period will be for a two (2) year base period beginning approximately June/July 2026
through June/July 2028, with three single or multiple year options to extend the contract until no later
than June/July 2031, or until such time as terminated per the terms of the agreement or unless for any
reason funds which have been appropriated for the provision of these services are no longer available.
The optional years shall be exercised by written amendments executed by each party and may require
Board of Commissioners' approval on behalf of HACSB for additional funding on optional years if
needed.
IV. Proposal Timeline
Release of RFP April 1, 2026
Question Due April 15, 2026 @ 2PM
Answers to Questions April 22, 2026
Proposals Due May 6, 2026 @ 2PM
Evaluation Process May 2026
Interviews/Presentations If applicable - May 2026
Award of Contract June/July 2026
HACSB may insert elective choices such as site visit, oral interviews, presentations, demonstrations,
shortlist, best and final offers, etc.
V. Proposal Conditions
A. Authorized Signatures
All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the
RFP.
B. Term of Offer
Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the
proposal opening.
C. Questions
Proposers may submit questions regarding this RFP via PlanetBids by the date stated in Section IV -
Proposal Timeline. All questions, without identifying the submitting company, will be compiled with the
appropriate answers and issued as an addendum to the RFP and posted on PlanetBids.
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D. Required Review
Proposers should carefully review this solicitation for defects and questionable or objectionable
material. Comments concerning defects and objectionable material must be made in writing and
received by the RFP contact at least ten days before the proposal opening. This will allow issuance of
any necessary addendum. It will also help prevent the opening of a defective solicitation and exposure
of proposals upon which award could not be made. Protests based on any omission or error, in the
content of this RFP, may be disallowed if not brought to the written attention of the RFP Contact in
Section II, Paragraph A at least five days before the Deadline for Proposals.
E. Incurred Costs
HACSB is not obligated to pay any costs incurred by Proposer in the preparation of a proposal in response
to this RFP. Proposers agree that all costs incurred in developing a proposal are the Proposer's
responsibility.
F. Amendments/Addenda to RFP
HACSB reserves the right to issue addenda or amendments to this RFP if HACSB considers that changes
are necessary or additional information is needed.
Changes to a proposal or withdrawal of proposals will only be allowed if acceptable requests are received
prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted
after the deadline.
G. Best Value Evaluation
As established in this solicitation, HACSB realizes that criteria other than price are important and will
award contract(s) based on the proposal that best meets the needs of HACSB. The optimal
combination of quality, price, and various qualitative elements of required services will provide HACSB
the greatest or best value for its money.
H. Right of Rejection
Offers must comply with all the terms of the RFP, and all applicable local, state, and federal laws,
codes, and regulations. HACSB may reject as non-responsive any proposal that does not comply with
all the material and substantial terms, conditions, and performance requirements of the RFP.
Proposers may not qualify the proposal nor restrict the rights of HACSB. If Proposer does so, the
proposal may be determined to be a non-responsive counteroffer and the proposal may be rejected.
No proposal shall be rejected, however, if it contains a minor irregularity, defect or variation and if the
irregularity, defect or variation is considered by HACSB to be immaterial or inconsequential, HACSB
may choose to accept the proposal.
Minor informalities may be waived by the Procurement and Contracts Supervisor when they:
* Do not affect responsiveness;
* Are merely a matter of form or format;
* Do not change the relative standing or otherwise prejudice other offers;
* Do not change the meaning or scope of the RFP;
* Are trivial, negligible, or immaterial in nature;
* Do not reflect a material change in the work; or
* Do not constitute a substantial reservation against a requirement or provision;
In such cases the Proposer will be notified of the deficiency in the proposal and given an opportunity to
correct the irregularity, defect or variation or HACSB may elect to waive the deficiency and accept the
proposal.
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This RFP does not commit HACSB to award a contract. HACSB reserves the right to reject any or all
proposals if it is in the best interest of HACSB to do so. HACSB also reserves the right to terminate this
RFP process at any time.
I. Clarification of Offers
In order to determine if a proposal is reasonably acceptable for award, communications by the
Facilitator for the Evaluation Panel are permitted with a Proposer to clarify uncertainties or eliminate
confusion concerning the contents of a proposal. Clarifications may not result in a material or
substantive change to the proposal. The evaluation by the Facilitator may be adjusted as a result of a
clarification under this section.
J. Public Records Act
All information submitted in the Proposal or in response to request for additional information is subject
to disclosure under the provisions of the California Public Records Act (California Government Code
section 6250, et seq.). Proposals may contain financial or other data that constitutes a trade secret. To
protect such data from disclosure, Proposers should specifically identify the pages that contain
confidential information by properly marking the applicable pages and inserting the following notice on
the front of its response:
NOTICE
The data on pages ______ of this Proposal response, identified by an asterisk (*) or
marked along the margin with a vertical line, contains information which are trade secrets.
We request that such data be used only for the evaluation of our response but understand
that disclosure will be limited to the extent that the HACSB determines is proper under
federal, state, and local law.
The proprietary or confidential data shall be readily separable from the Proposal in order to facilitate
eventual public inspection of the non-confidential portion of the Proposal.
HACSB assumes no responsibility for disclosure or use of unmarked data for any purpose. In the event
disclosure of properly marked data is requested, the Proposer will be advised of the request and may
expeditiously submit to the HACSB a detailed statement indicating the reasons it has for believing that
the information is exempt from disclosure under federal, state, and local law. This statement will be
used by the HACSB in making its determination as to whether disclosure is proper under federal, state
or local law. The HACSB will exercise care in applying this confidentiality standard but will not be held
liable for any damage or injury, which may result from any disclosure that may occur.
K. Disclosure of Criminal and Civil Proceedings
HACSB reserves the right to request the information described herein from the Proposer selected for
contract award. Failure to provide the information may result in a disqualification from the selection
process and no award of contract to the Proposer. HACSB also reserves the right to obtain the
requested information by way of a background check performed by an investigative firm. The selected
Proposer also may be requested to provide information to clarify initial responses. Negative information
provided or discovered may result in disqualification from the selection process and no award of
contract.
The selected Proposer may be asked to disclose whether the firm, or any of its partners, principals,
members, associates or key employees (as that term is defined herein), within the last ten years, has
been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or
offense arising directly or indirectly from the conduct of the firm's business, or whether the firm, or any
of it partners, principals, members, associates or key employees, has within the last ten years, been
indicted on or had charges brought against it or them (if still pending) or convicted of any crime or
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offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be
asked to describe any such indictments or charges (and the status thereof), convictions and the
surrounding circumstances in detail.
In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its
partners, principals, members, associates, or key employees, within the last ten years, has been the
subject of legal proceedings as defined herein arising directly from the provision of services by the firm
or those individuals. "Legal proceedings" means any civil actions filed in a court of competent
jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or
the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal
proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.
For purposes of this provision "key employees" includes any individuals providing direct service to
HACSB. "Key employees" do not include clerical personnel providing service at the firm's offices or
locations.
L. Debarment and Suspension
Proposer certifies (using Exhibit D) that neither it nor its principals or subcontracts is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency as required by Executive Order
12549.
Further, Proposer affirms that it has no record of unsatisfactory performance with HACSB in the twenty-
four (24) month period immediately preceding the date of issuance of this RFP.
M. Board and Staff Communications
Under no circumstances may any member of the HACSB or any staff member other than the contact
specified in Section II - Paragraph A, be contacted during this RFP process, by any entity intending to
submit a response to this RFP. Failure to comply with this request will result in disqualification.
N. Final Authority to Award
The final authority to award contracts as a result of this RFP may require approval by The Housing
Authority's Board of Commissioners based on award amount.
O. Payment for Services
Payments for any and all invoices or other obligations are satisfied electronically through the
Automated Clearing House (ACH) system. The Contractor will be required to authorize the HACSB to
initiate payment electronically to any bank account maintained by the contractor wherever located.
Contractor shall promptly comply with directions and accurately complete forms provided by HACSB
required to process ACH payments.
VI. SCOPE OF WORK
Housing Authority of the County of San Bernardino is seeking qualified and licensed real estate brokerage
services to facilitate the sale of any residential property owned by the Agency as needed. The selected real
estate agent/broker ("Contractor") shall possess demonstrated expertise in local residential real estate
transactions, particularly those involving properties subject to U.S. Department of Housing and Urban
Development (HUD) guidelines, regulations, and compliance requirements. The properties to be sold may
have been acquired through foreclosure, tax lien proceedings, grant-funded programs, or other governmental
mechanisms, and as such, may require specialized knowledge of federal, state, and local regulations
governing the disposition of publicly owned residential real estate.
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HACSB Request for Proposal RFP No. PC1460
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The Contractor shall provide comprehensive real estate brokerage services including, but not limited to, the
following:
Property Assessment and Market Analysis
Upon selection of the sale of agency property, the Contractor shall conduct a thorough assessment of the
selected property and provide the Agency with a comprehensive Broker Price Opinion (BPO) or Comparative
Market Analysis (CMA). This analysis shall include:
o Detailed evaluation of the selected property's current condition, including interior and exterior
features, systems, and any visible defects or deferred maintenance items
o Comprehensive market analysis comparing the subject property to at least five (5) comparable
properties that have sold within the past six (6) months within a one (1) mile radius, or the
closest available comparables if none exist within that radius
o Analysis of current market conditions, including average days on market, list-to-sale price ratios,
and inventory levels in the subject property's market area
o Recommended listing price with supporting documentation and rationale
o Identification of any repairs, improvements, or staging recommendations that could enhance
marketability and sale price
o Assessment of the property's compliance with HUD Minimum Property Standards (MPS) and
identification of any deficiencies that may affect eligibility for FHA-insured financing
o Timeline projection for marketing and anticipated sales
HUD Compliance and Regulatory Requirements
The Contractor shall demonstrate comprehensive knowledge of and ensure compliance with all applicable
HUD requirements, including but not limited to:
o HUD Handbook 4000.1 (FHA Single Family Housing Policy Handbook) requirements for
property condition and eligibility
o HUD's Lead-Based Paint regulations (24 CFR Part 35) including proper disclosure requirements
for properties built before 1978
o Fair Housing Act requirements (42 U.S.C. 3601-3619) ensuring non-discriminatory marketing
and sales practices
o Real Estate Settlement Procedures Act (RESPA) compliance for all settlement-related activities
o HUD's Affirmatively Furthering Fair Housing (AFFH) requirements in all marketing materials and
activities
o Any additional requirements specific to properties acquired through HUD programs, including
HOME Investment Partnerships Program, Community Development Block Grant (CDBG)
program, or other federally funded initiatives
o Compliance with any deed restrictions, affordability covenants, or recapture provisions that may
be attached to the property
o Proper handling and documentation of any HUD-required environmental reviews or
assessments
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Marketing and Advertising Services
The Contractor shall develop and implement a comprehensive marketing strategy to achieve maximum
exposure and the highest possible sale price for the property within a reasonable timeframe. Marketing
services shall include:
o Photography of the property, including a minimum of twenty (20) high-resolution images
showcasing all rooms, exterior views, and notable features
o Creation of detailed property descriptions highlighting features, recent improvements,
neighborhood amenities, and proximity to schools, transportation, and services
o Listing the property on the local Multiple Listing Service (MLS)
o Host one on one showings based on eligible clients that express interest
o All marketing materials shall include required fair housing logos and statements, lead-based
paint disclosures (if applicable), and any other legally required disclosures
o Marketing materials shall not contain any language or imagery that could be construed as
discriminatory or in violation of fair housing laws
Property Showing and Access Coordination
The Contractor shall:
o Provide secure lockbox access for licensed real estate agents to show the property, or
coordinate alternative showing arrangements as approved by the Agency
o Personally attend showings when requested by the Agency or when deemed necessary for
security or property protection
o Maintain a log of all showings including date, time, showing agent information, and feedback
from potential buyers
o Provide weekly reports to the Agency detailing showing activity, buyer feedback, and market
response
o Ensure the property is secured after each showing and report any damage, missing items, or
security concerns immediately to the Agency
o Coordinate with Agency staff for any special access requirements or restrictions
Offer Management and Negotiation
The Contractor shall:
o Present all offers to the Agency within forty-eight (48) hours of receipt, regardless of offer
amount or terms
o Provide written analysis of each offer including evaluation of buyer qualifications, financing
contingencies, proposed closing timeline, and any special conditions or requests
o Advise the Agency on market appropriateness of offers and recommend counter-offer strategies
when applicable
o Negotiate on behalf of the Agency to achieve the most favorable terms while maintaining
compliance with all applicable regulations
o Ensure all offers and counteroffers are properly documented in writing and executed in
accordance with state real estate laws
o Verify buyer pre-qualification or pre-approval letters and assess the strength of buyer financing
o Coordinate with buyer's agents to address questions, provide additional information, and
facilitate due diligence processes
o Advise the Agency of any red flags or concerns regarding buyer qualifications or offer terms
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Transaction Coordination and Closing Services
Upon acceptance of an offer, the Contractor shall:
o Coordinate all aspects of the transaction from contract execution through closing
o Provide the Agency with a detailed timeline of all contingency deadlines, inspection periods, and
closing dates
o Coordinate with the buyer's agent, lender, title company, and any other parties involved in the
transaction
o Ensure all HUD-required documentation is properly completed and submitted, including but not
limited to HUD-1 Settlement Statement (or Closing Disclosure), lead-based paint disclosures,
and any program-specific forms
o Monitor the buyer's financing process and proactively address any issues that may arise
o Coordinate property inspections, appraisals, and any required repairs or negotiations resulting
from inspection findings
o Review all closing documents for accuracy and compliance with the purchase agreement terms
o Attend the closing or coordinate remote closing procedures as necessary
o Ensure proper transfer of utilities, keys, and any other property-related items
o Provide the Agency with a complete closing package including final settlement statement, deed,
and all transaction documentation within five (5) business days of closing
o Address any post-closing issues that may arise within thirty (30) days of closing
Reporting and Communication Requirements
The Contractor shall maintain regular communication with the Agency and provide the following reports:
o Bi-Weekly activity reports detailing showings, inquiries, and marketing activities
o Monthly market updates comparing the subject property's performance to current market
conditions
o Immediate notification of any offers, material changes in market conditions, or issues affecting
the property or transaction
o Quarterly strategy reviews if the property remains unsold after ninety (90) days, including
recommendations for price adjustments, additional marketing efforts, or other strategies
o All communications shall be directed at Kristan Alferez, Self Sufficiency Specialist or designated
representative
o The Contractor shall respond to Agency inquiries within Three (3) business day
Price Adjustment Recommendations
If the property does not receive acceptable offers within sixty (60) days of initial listing, the Contractor shall:
o Provide a comprehensive market analysis justifying any recommended price adjustments
o Present data on comparable properties that have sold or are currently listed
o Recommend specific price adjustment amounts with supporting rationale
o Suggest alternative marketing strategies or property improvements that may enhance
marketability
o Any price adjustments shall require written approval from the Agency prior to implementation
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CONTRACTOR QUALIFICATIONS AND REQUIREMENTS
Licensing and Credentials
The Contractor shall possess and maintain throughout the contract period:
o Active real estate license in the state of California
A. RFP Evaluation Criteria
Proposals will be evaluated based on the selection factors listed below; the relative weight that each
factor will receive in the evaluation is shown below. The answers to the written questions and answers
to the questions posed at the interview will be used to determine the number of points each respondent
receives for each factor.
.
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H A C S B d e s ir e s to c o n tr a c t w ith o n e p r im e c o n s u lta n t to p r o v id e th e s e r v ic e s a b o v e .
Weighting
Evaluation Criteria
(Max. Points)
Firm's Experience & Qualifications:
Firm's overall capability and track record:
1 * Years in Business/Licensing 25
* Team qualifications and certifications
* Demonstrated success in comparable projects
Key Personnel:
* Assigned broker/agent experience
2 * Local market knowledge 15
* Availability and capacity
* Relevant transaction experienc
Approach & Methodology
* Marketing Strategies
* Acquisition strategy
3 * Understanding of agency needs (public sector, timelines, 25
approvals)
* Communication plan and responsiveness
* Ability to support negotiations and due diligence
Past Performance/Relevant Experience
4 * Quality of references 10
* Track record of successful closings
Cost/Commission Structure:
* Proposed commission percentage 15
5
* Fee structure clarity
* Cost competitiveness
Local Market Knowledge: 10
* Knowledge of local market trends
6
* Familiarity with public housing/redevelopment areas
* Understanding of regional opportunities and risks
100
TOTAL
B. Proposal Format
Response to this RFP must be submitted via the PlanetBids website. Click on the link to access
the bid documents and details: PlanetBids