AGENDA MEMORANDUM

Meeting Date: November 10, 2008

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of an agreement with Harkins Realty, Inc. for real estate professional services on an as needed basis

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of a professional services agreement with Harkins Realty, Inc.

Analysis:

The purpose of this Request for Proposal (RFP) is to contract with a real estate broker/professional to assist the City in the sale and lease of real property.

Occasionally the City has the need to sell, lease, or purchase real property.  This agreement will provide a pre-qualified professional for use by the City when this need arises, but with no obligation to use said firm on any particular transaction.  There is an immediate need for a broker to assist the City in the lease of city owned property near the airport.

The City Manager’s office requested the Purchasing Division to issue a solicitation to contract with a professional to provide real estate services.  On May 19, 2008 RFP 80232 was issued.  The RFP was advertised in The Daily Commercial and Orlando Sentinel.  Local real estate firms were also notified directly of the opportunity.  On June 17, 2008 three responses were received.

An evaluation committee consisting of staff from Housing, Finance and Parks & Recreation were instructed on the evaluation criteria.  The proposal from each firm was evaluated according to the criteria and awarded points accordingly.  I have included the evaluation criteria here for your reference. 

The proposals received were evaluated based on the following criteria:

• Methodology used to perform services as listed herein     .     .     .     .     .     15 points
• Adherence to specifications.   .     .     .     .     .     .     .     .     .     .     .     10  points
• Ability of Professional Personnel Experience. .     .     .     .     .     .     .     25 points
• Cost to Perform Services.  .     .     .     .     .     .     .     .     .     .     .     .     15 points
• Financial Responsibility.   .     .     .     .     .     .     .     .     .     .     .     .     10 points
• Past Performance / Company Experience.      .     .     .     .     .     .     .     .     25 points

Harkins Realty, Inc. from Lake Mary was ranked number one.  The final ranking of all three firms is included..  Following each firm is the total points they received of a possible 300 points.

FIRM RANKING

1. Harkins Realty, Inc. – Lake Mary, Florida (280 points)
2. Realty Capital Hankins Group – Orlando, Florida (219 points)
3. Tom Grizzard, Inc. – Leesburg, Florida (182 points)

Options:

1.  Approve execution of the agreement with Harkins Realty, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The fiscal impact is unknown at this time.  Future work will be approved appropriately based on the estimated cost of required services.

Submission Date and Time:    11/6/2008 5:07 PM____

Department: _City Manager___________ Prepared by:  _Mike Thornton_________                      Attachments:         Yes__X__   No ______ Advertised:   _X__Not Required ______ Dates:   _May 18, 2008_______________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. ___________JB_____                                    Deputy C.M. ______EFS__________                                          Submitted by: City Manager ___________________

Account No. ____N/A__________ Project No. _____N/A__________ WF No. ________N/A__________ Budget  ________N/A__________ Available _______N/A__________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH HARKINS REALTY, INC FOR PROFESSIONAL REAL ESTATE SERVICES; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with HARKINS REALTY, INC. whose address is 707 Monroe Road, Sanford, Florida 32771 for professional real estate services pursuant to RFP 80282.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __10th___ day of __November__ 2008.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk