Commercial Real Estate Leasing Agent & Property Management Services

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
REQUEST FOR PROPOSAL
26-45
COMMERCIAL REAL ESTATE LEASING AGENT & PROPERTY MANAGEMENT SERVICES
March 18 2026
The Town of Westerly is hereby soliciting sealed proposals for the above referenced RFP
and you are hereby invited to submit a proposal for the Scope of Work described in this
Request for Proposal, in strict accordance with the RFP Documents.
TERMS AND CONDITIONS
RFPs shall be based on the Terms and Conditions as referenced in this Request for Proposal.
RFP DUE DATE/SUBMITTING INSTRUCTIONS
RFPs ARE DUE and MUST BE SUBMITTED on the enclosed, Attachment B, NO LATER THAN 2:00
p.m. April 08, 2026. Envelopes containing RFPs must be sealed and addressed to the
undersigned, at the Purchasing Department, 2nd Floor office, Westerly Town Hall, 45 Broad St.,
Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due
Date and Time, and RFP Number and Title. Bidders must include one original, and a Digital
copy for Public Use on a flash drive the Bid as defined in the Instruction to Bidders.
PRE-BID MEETING
A non-mandatory pre-bid meeting is scheduled for 3:00 p.m. on March 25, 2026 at 328
Atlantic Ave., Westerly, RI 02891.
QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing Agent at
ecardillo@westerlyri.gov no later than 12:00 PM on March 31, 2026 in a Microsoft Word
attachment with the corresponding solicitation number. Questions, if any, and responses will be
posted on the Town of Westerly website at www.westerlyri.gov as an addendum to this
solicitation. Bidders are responsible for checking the Town's website for all addenda distributed
in response to questions and requests for additional information.
1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.
2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and
Performance Bonds. The successful Bidder will be required to post a 100% Payment and
Performance Bond.
3. Bidders shall note if their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.). The
successful bidder and its subcontractors, according to the law, must pay their workers at the
applicable prevailing wage rates (adjusted every July 1) for the various trades on a weekly
basis and submit certified weekly payroll as described in the Instructions to Bidders.
Prevailing wage rate schedules are available at the Rhode Island Department of Labor and
Training website at www.dlt.ri.gov.
4. Bidder's prices shall include all Permits/Fees.
5. Quotes must be firm for a minimum of 120 days from date of submission.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
6. Field Visits - Bidders shall confirm field measurements as part of the bidding process.
Bidders must satisfy themselves, by personal examination of the location of the
proposed work, and by such other means as they may prefer as to the actual conditions
and requirements of the work, work will be or is now being performed, and this
Contractor must employ, so far as possible, such methods and means in the carrying
out of his work as will not cause any interruption or interference with any other
contractor and a minimum of inconvenience and injury to other persons and property.
7. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The
intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.
8. If the Bidder submits a supporting/additional document with their bid, that document must
include page numbers.
9. Selection Criteria - While the fee/costs will be discussed and considered during the review
process, cost alone will not drive the selection decision.
10. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
RFP DOCUMENTS
Attachment A - Scope of Work, Pages 3-6
Attachment B - Vendor Proposal, Pages 7 (Must be submitted in a separate sealed
envelope)
Attachment C - Instruction to Bidders, Pages 8-13
APPENDIX A - Bidder Certification, Pages 14-18
APPENDIX B - Standard Professional Services Agreement Pages 19-28
BIDDER CERTIFICATION and DISCLOSURE FORM: Bidders must include, complete, sign
and submit a Bidder Certification Form and all Federal Forms with each bid proposal. See
APPENDIX A.
This solicitation is available at www.westerlyri.gov . The Town of Westerly reserves the right to
reject any/all bids, waive any informalities in the bids received and to accept and award the bid to
the lowest evaluated bid deemed most favorable to the interest of the Town of Westerly.
The Town of Westerly does not discriminate based on age, color, gender, national origin, race,
religion, sexual orientation, or disability in accordance with applicable laws and regulations.
Regards,
Eileen Cardillo
Purchasing Agent
Town of Westerly/Westerly Public Schools
45 Broad Street
Westerly, RI 02891
ecardillo@westerlyri.gov
www.westerlyri.gov
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A"
SCOPE OF WORK
I. INTRODUCTION
The Town of Westerly (Town) is seeking proposals from qualified commercial real estate brokers and
professional property management firms to list, market, and manage the property located at 328
Atlantic Avenue in Westerly, RI and to provide property management services for the property.
The Town will review Respondents' qualifications and proposals, and may select one, based on the
submitted qualifications, proposed commissions/fees, and overall proposal content, as outlined in this
RFP notice. Town reserves the right to reject any or all submittals, waive technicalities or irregularities,
and to accept any submittals if such action is believed to be in the best interest of Town. The ideal
firm(s) will have experience marketing, leasing, and maintaining commercial and industrial properties.
II. PROPERTY INFORMATION
328 Atlantic Avenue, Assessor's Plat 166, lot 19 is located in the Shore Commercial Zoning District (SC-
G) which is intended to promote the use of waterfront locations for servicing local and tourist seasonal
businesses and water-related activities.
The property comprises approximately 7.51 acres or 327,135 square feet of land area. The parcel is
located in the Flood Zone, BFE 13 at the front, and BFE 14 at the rear which is under the jurisdiction of
the Coastal Resource Management Council. There are also significant wetlands at the rear of the
property.
Records indicate that the building was constructed in 1920.There is an existing structure on the property
that incorporates residential and commercial use. The structure encompasses a total of 9541 square feet
of gross floor area, with 6,437 used as living/habitable space.
The breakdown is delineated on the Tax Assessor Property Record Card: First floor, 5001 square feet;
Finished Attic, 204 square feet; Upper Story, finished, 1232 square feet; Patio, 1232 square feet;
Unfinished storage utility area, 700 square feet; Wooden deck, 324 square feet
The first floor is for commercial space and has historically been used for retail - a gift/souvenir shop,
previous water slide park and surf shop, and coffee house. For the second floor, there are two
established apartment units. Each unit has two bedrooms. There is an approved on-site wastewater
treatment system that has been approved by RIDEM - Application No. 1236-0345. The OWTS approval
secures both the residential and commercial use: 20 seat restaurant and the two, (2) bedroom units on
the second floor; bathroom access is also available for the patrons who park at public beach parking
lot. Further details can be found on their approved OWTS plan. Previous approvals from the Town also
show the authorization of mobile food trucks on the premise during the summer season
There is a conservation easement with RIDEM BK 2024 Pg 16175.pdf The conservation easement is in
perpetuity to the land, and the existing buildings are allowed to remain.
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III. SCOPE OF SERVICES REQUIRED
The Town seeks qualified firms to provide property management and leasing services for the property.
The selected firm will perform management and leasing of the property, delivering services that
promote tenant satisfaction, protect the Town's investment, and ensure optimal occupancy and
operational efficiency.
The scope of services includes, but is not limited to, the following:
* Leasing Services: The selected broker will be responsible for implementing effective marketing
and leasing strategies to attract and retain quality tenants, including, but not limited to the
following:
o Setting rents according to market demand and prepare market analysis of
property establishing fair market rental value during each rental period.
o Advertising and marketing available tenant suites, including placement of signage on
the property, listing property in relevant real estate databases;
o Physically showing property to prospective tenants and engaging with
prospective tenants;
o Advising prospective tenants on proposal submissions to Town and responding to inquiries;
o Advise Town on negotiations and lease terms as appropriate;
o Advise Town on market conditions, competitive lease terms, and tenant
improvement strategies;
o Deliver lease proposals for consideration by Town; and
o Assist with lease execution and tenant onboarding.
* Property Management Services: The selected property management firm will provide Town
with a range of services for the comfort, service, safety, and convenience of tenants, including,
but not limited to the following:
o Routine on-site property management and day to day oversight of weekly rentals and
annual commercial rentals;
o Advise us on any maintenance issues, including:
Procure and manage utility services, equipment leases, and other operational
agreements as are required in the ordinary course of business for the
operation, maintenance and service of the property.
Arrange weekly services, such as janitorial, cleaning services.
Conduct limited facility inspections and develop maintenance plans, including
an annual inspection report with recommendations.
o Respond to after-hours emergencies and alarm calls;
o Conduct final inspection when units are vacated with a move out inspection report,
unit turnover including preparing vacated units for leasing; and
o Yearly inspection, to advise of maintenance needed;
o Prepare an annual income and expenses report for Town's approval;
o Collect all rents, security deposits, and other charges payable to the Town of Westerly;
o Occupancy report for weekly rentals and maintain books and records;
o Address tenant service requests and concerns in a timely manner;
IV. CONTRACT TERM
Contract for services will commence on April 30, 2026 and shall be for an initial 12 month term, with
a one-year extension(s) granted at the sole discretion of Town.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
V. PROPOSAL CONTENT
Each item listed in this section must be clearly addressed in the respondent's proposal. If a response is
not applicable, indicate the reason. Label each response with the corresponding item letter and title.
1. Qualifications:
A. Letter of Interest - The letter of interest should briefly summarize the Respondent's
qualifications and evidence of relevant experience and list staff that will be assigned to
the contract. Additionally, describe approach to providing services outlined in scope.
B. Experience - Describe Respondent's relevant leasing and property management
experience for commercial and industrial properties of comparable size and use within
the last 36 months. Responses should include commercial real estate licensure
information and current listings.
C. References - Provide a list of references (tenant and building owner/client) Respondent
worked with in the last 36 months. References should include the name of the property
managed/leased, duration of services, and a brief summary of services provided. Include
contact information (name, phone & email) of the tenant and building owner/client.
D. Qualifications - Include resumes or bios, roles, responsibilities, and time commitment of
each key team member who will be assigned to this contract.
E. Insurance and Liability - See pages 9 - 11 in this solicitation.
F. Cost Proposal (Attachment B) - Submit in a separate sealed envelope.
2. Services:
A. Proposed work plan for marketing property-Describe proposed marketing plan
including targeted and exclusive advertising for the building. Describe signage,
advertising, social media, platforms or technology tools to be used and other work
proposed to market and lease the property.
B. Plan for targeting specific businesses that will be solicited for leasing the space in the
context of the vision for the property.
The prospective tenants should be complimentary to the existing tenants;
governmental support, technology, service, institutional, or office uses. Retail,
manufacturing, and residential uses will not be permitted.
C. Lease Rates - Suggested lease rates to make the property attractive on the market yet
viable for the owner in regards to cash flow.
D. Vendor Services - Provide the vendor name, hourly rate, and overtime rate for the
following services:
Janitorial services
Snow removal
Pest control
Landscaping and lawn maintenance
E. Proposed performance standards or key performance indicators to be used in the
management and leasing of the property, to include, but not limited to, occupancy
standards, property maintenance standards, turnover maintenance timelines, response
times, and general service expectations.
3. Financial:
A. Proposed Commission and Fees - List the proposed commission/fees for the proposed
services for leasing and property management, including costs for all reimbursable
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
expenses, include discussion of fees due upon tenant renewal if applicable, or any other
instance for which respondent would expect to be paid or reimbursed.
B. Financial Capacity - Certify the Company has the financial capacity to provide services
outlined in this RFP for a period of one year and there are no pending litigations,
bankruptcy proceedings or financial events against the Company that may impact its
financial capacity.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Vendor Proposal
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID IN A SEPARATE
SEALED ENVELOPE"
RFP NUMBER: 26-45
RFP NAME: Commercial Real Estate Leasing & Property Management Services
The Bidder stated below agrees to provide all labor, materials, equipment, supervision, and all activities
required to provide a complete scope of work as defined in the above referenced Request for Proposal, for
the Lump Sum amount of:
____________________________________________________________________ dollars (in words).
($ _________________) (in figures)
Delivery/Start: _____________ calendar days after fully executed contract.
Did you complete and submit all the forms in Appendix A: YES______ NO ______
EXCLUSIONS:
____________________________________________________________________________________
____________________________________________________________________________________
The qualifications submitted includes all stipulations and requirements of Addendum No.
____,
which have been received and accepted by the undersigned.
What is the Company's Experience Modification Rating from your Insurance provider?
_______EMR.
If over 1.0, please explain why:
_____________________________________________________________________________
_____________________________________________________________________________
This Request for Proposal, together with all documents, specifications, drawings and
documents/attachments/Addendums, are included and constitute the entire proposal from
the bidder. There are no terms, conditions, or provisions, either oral or written, between
the parties hereto, other than those contained herein. The Request for Qualifications
supersedes all written representation, inducements, or understandings of any kind or
nature between the parties hereto, relating to the project involved herein. Payment Terms
are net 30 days, for this scope of work.
Company Representative: Print Name: _________________________________
Authorized Signature: ______________________________________
______________________________________________________________________
Telephone e-Mail
______________________________________________________________________
Street Address City State Zip
Date: ______________
Company Name: _______________________________________________
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "C"
INSTRUCTIONS TO BIDDERS
PURCHASING DEPARTMENT
1. Submission of Bids Envelopes containing bids must be sealed and addressed as indicated on the
Invitation to Bid and must be marked with the name and address of bidder, date and bid due time, and
name of bid, along with RFP/RFQ number.
The Purchasing Agent will decide when and if the specified time has arrived to open bids, and no bid
received thereafter will be considered. The Purchasing Agent reserves the right to waive any informality in
the bidding process.
Any bidder may withdraw his/her bid by written request at any time prior to the advertised time for opening.
Telephonic bids, amendments, or withdrawals will not be accepted.
Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after
it has been opened.
Proposals received prior to the time of opening will be securely kept unopened. No responsibility will attach
to an officer or person for the premature opening of a proposal not properly addressed and identified.
Any deviation from the Specifications must be noted in writing and attached as part of the bid proposal.
The Bidder shall indicate the item or part with the deviation and indicate how the bid will deviate from
Specifications.
Proposals that are renumbered or re-sequenced may be cause for rejection if all information cannot be
easily found and identified. Bidders wishing to reword or re-format the enclosed documents should do so in
an addendum identifying the pages or sections to be changed.
2. Prices
Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. If there is a
discrepancy between the unit prices and the extended totals, the unit prices shall govern. In the event,
there is a discrepancy between the price written in words and written in figures, the prices written in words
shall govern.
3. Terms
Cash discounts offered will be considered in determining awards. The discount period shall be computed
from the date of delivery or from the correct invoice as received by Town of Westerly, whichever date is
later. The date of delivery shall be construed to mean the date on which bid item is determined to meet the
specifications and is therefore acceptable. Discounts for a period less than thirty (30) days may not be
considered. Payment terms are net 30.
4. Qualification of Bidders
The Town of Westerly may make such investigations as it deems necessary to determine the ability of the
bidder to perform the work. The bidder shall furnish the Town of Westerly with all such information and
data for the purpose as may be requested.
5. Addenda and Interpretations
No interpretation on the meaning of the Plans, Specifications or any other Contract Document will be made
to any bidder orally. Every request for such interpretations must be in writing.
All questions pertaining to the specifications or proposal procedure should be first directed to the
Purchasing Agent. Where information from the Purchasing Agent differs from information from any other
source, the information from the Purchasing Agent prevails. The Town of Westerly is not responsible for
information obtained from any other source. It is the responsibility of the Bidder to check the website for
any and all information regarding the request to bid.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
6. "Or Equal" Bidding
When the name of a manufacturer, a brand name, or manufacturer's catalogue number is issued as the
bid standard in describing an item followed by "Or Equal" this description is used to indicate quality,
performance and other essential characteristics of the article required.
If bidding on other than the make, model, brand or sample specified, but equal thereto, bidder must so
state by giving the manufacturer's name, catalogue number and any other information necessary to prove
that the intended substitution of a commodity is equal in all essential respects to the bid standard. Bidder
must prove to the satisfaction of the Town of Westerly or by person or persons designated by him, that
his/her designated substitute is equal to the bid standard: otherwise, his/her bid will be declared "No Bid"
insofar as the item in question is concerned.
7. Award and Contract
Unless otherwise specified, the Town of Westerly reserves the right to make award by item or items, or by
total, as may be in the best interest of the Town of Westerly; accept a proposal based on considerations
other than costs; and waive and modify any provisions of the request for proposal.
A written award (or acceptance of Bid) mailed (or otherwise furnished) to the successful bidder followed by
an authorized Contract shall, unless otherwise specified, be deemed to result in a binding contract without
further action by either party. The Bidder is responsible for all costs and expenses to develop and submit a
proposal in response to the solicitation.
8. Equal Employment Opportunity Policy Statement
For the purposes of this Policy, the term "vendor" shall mean any and all individuals, companies,
corporations, and business entities that provide goods or services to the Town of Westerly pursuant to any
and all relevant and appropriate Federal, State, and local purchasing rules, regulations, and procedures.
Town of Westerly is committed to the general policy and principle of Equal Employment Opportunity in
terms of retaining vendors to provide the Town of Westerly with goods and services necessary for routine
and emergency operations. Town of Westerly will not discriminate against vendors as entities, or individual
employees thereof on any legally- recognized basis included, but not limited to, race, age, color, religion,
sex, marital status, national origin, physical or mental disability, Veteran's status, pregnancy, sexual
orientation, genetic conditions, predisposition to certain diseases, or ancestry, except where a bona fide
occupational qualification exists.
9. Standard Insurance and Indemnification Requirements
General Conditions: Within ten (10) business days of the award or notice, or prior to the start of work,
whichever comes first, the contractor will provide, pay for, and maintain in full force and affect the
insurance outlined here for coverage's at not less than the prescribed minimum limits of liability. Such
coverage is to remain in force during the life of the contract and for such additional time as may be
required, and will cover the contractor's activities, those of any and all subcontractors, or anyone directly or
indirectly employed by any of them, or by anyone for whose acts any of them may be liable. 11
A. Certificates of Insurance: The contractor will give the owner a certificate of insurance completed
by a duly authorized representative of their insurer certifying that at least the minimum coverage's
required here are in effect and specifying that the liability coverage's are written on an occurrence
form and that the coverage's will not be canceled, non-renewed, or materially changed by
endorsement or through issuance of other policy(ies) of insurance without thirty (30) days advance
written notice to: Town of Westerly, Westerly, Rhode Island, 02891. Failure of the owner to demand
such certificate or other evidence of full compliance with these insurance requirements or failure of
the owner to identify a deficiency from evidence provided will not be construed as a waiver of the
contractor's obligation to maintain such insurance.
B. Insurer Qualification: All insurance will be provided through companies authorized to do business in
the State of Rhode Island and considered acceptable by the owner, with an A.M. Best Rating of A-
/VIII.
C. Additional Insured: To the extent commercially available at no additional cost, the policy or policies
providing insurance as required, with the exception of professional liability and workers'
compensation, will defend and include the owner and owner's architects, directors, officers,
representatives, agents, and employees as additional insureds on a primary basis for work
performed under or incidental to this contract.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
D. Retroactive Date and Extended Reporting Period: If any insurance required here is to be issued or
renewed on a claims-made form as opposed to the occurrence form, the retroactive date for
coverage will be no later than the commencement date of the project and will state that in the event
of cancellation or nonrenewal, the discovery period for insurance claims (tail coverage) will be at
least 36 months.
E. Subcontractors' Insurance: The contractor will cause each subcontractor employed by contractor to
purchase and maintain insurance of the types specified below. When requested by the owner, the
contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.
F. Waiver of Subrogation: The contractor will require all insurance policies in any way related to the
work and secured and maintained by the contractor to include clauses stating each underwriter will
waive all rights of recovery, under subrogation and otherwise, against owner, architect, and all tiers
of contractors or consultants engaged by them. The contractor will require of subcontractors, by
appropriate written agreements, similar waivers each in favor of all parties enumerated in this
section.
G. Indemnification/Hold Harmless: The contractor shall indemnify, defend, and hold harmless the
owner and, if applicable, the engineer and their agents and employees from and against all claims,
damages, losses and expenses, including attorney's fees of counsel selected by the owner, arising
out of or resulting from the performance of the work and /or the supplying of materials, provided that
any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or
death, or to injury to or destruction of tangible property including the loss of use resulting therefrom,
and (b) is caused in whole or in part by any negligent act or omission of the contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any
of them may be liable, regardless of whether or not they are caused in part by a party indemnified
hereunder.
I. Insurance Limits and Coverage:
A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms,
conditions and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.
B. If the contractor has self-insured retentions or deductibles under any of the following minimum required
coverage's, the contractor must identify on the certificate of insurance the nature and amount of such self-
insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such
obligations. All self-insured retentions or deductibles will be the contractor's sole responsibility.
C. Commercial General Liability: The contractor will maintain commercial general liability insurance
covering all operations by or on behalf of the contractor on an occurrence basis against claims for personal
injury (including bodily injury and death) and property damage (including loss of use). Such insurance will
have these minimum limits:
Minimum Limits: $1,000,000 each occurrence
$2,000,000 each occurrence if blasting is required
$2,000,000 general aggregate with dedicated limits per project site
$2,000,000 products and completed operations aggregate
$1,000,000 personal and advertising injury
Should blasting be required, all necessary permits for the use of explosives shall be obtained by the
contractor or insured from the Fire Marshall.
Special hazards shall be covered if needed by endorsement to the Commercial Liability policy/policies as
follows:
1) Property damage liability arising out of the collapse of or structural injury to any building or structure due
to excavation (including burrowing, filling or backfilling in connection therewith), tunneling, pile driving,
cofferdam work or caisson work; or to moving, shoring, underpinning, razing or demolition of any building
or structure, or removal or rebuilding of any structural support thereof.
2) Property damage liability for injury to or destruction of property arising, directly or indirectly, from
blasting or explosions however caused, other than explosions of air or steam vessels, piping under
pressure, prime movers, machinery or power transmitting equipment.
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