AGENDA MEMORANDUM

 

 

Meeting Date:           December 22, 2008

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution approving prequalified firms to provide professional real estate services on an as needed basis

 

 

Staff Recommendation:

Staff recommends approval of the resolution recognizing the three prequalified firms.

 

Analysis:

The purpose of the Request for Proposal (RFP) issued by the Purchasing Division was to identify a firm or firms qualified to provide professional real estate services to the City of Leesburg on an as needed basis.

 

The Purchasing Division issued RFP 80282 soliciting interested and qualified firms to provide a statement of qualifications in providing real estate services, including listing and leasing services, to the City of Leesburg.

 

On June 17, 2008 three responses were received.  The responses were evaluated by an evaluation committee.  The committee ranked the firms in the following order:

 

1)      Harkins Realty, Inc. – Sanford, Florida

2)      Realty Capital/Hankins Group – Orlando, Florida

3)      Tom Grizzard, Inc. – Leesburg, Florida

 

The Purchasing Division initially recommended to the City Commission entering into an agreement with the number one ranked firm, Harkins Realty, Inc.  The Commission chose not to act on this recommendation.  I have reviewed possible options to meet the goals of this Request for Proposal.  In order to meet the needs of the City and also reward the three vendors that expressed an interest to do business with the City, staff recommends all three firms be approved as pre-qualified.  This will allow each of the firms to submit a proposal when requested by City staff.

 

When the need for real estate services is required, staff will contact each prequalified firm and request a proposal for the specific project.  Each firm will then submit a proposal detailing, at a minimum, their approach and associated fee or percentage.

 

Staff will select the proposal that best meets the needs of the City.  If the anticipated fee may exceed $25,000, commission approval of the listing agreement will be sought.  The City’s current local vendor preference policy will apply when the anticipated expense is less than $25,000.00.

 

The term of this prequalification will be for a period of one year from the date the resolution is approved.

 

Options:

1.  Approve the resolution prequalifying the three firms listed; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Fiscal impact is unknown.  Expenses will be incurred only when services are needed and a sale or listing is successful. 

 

Submission Date and Time:    12/19/2008 3:52 PM____

 

Department: _City Manager___________

Prepared by:  _Mike Thornton_______                     

Attachments:         Yes____   No ___X___

Advertised:   _X__Not Required ______                     

Dates:   May 19, 2008_________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head _JB_____

 

Finance  Dept. __________ JB______                                     

                              

Deputy C.M. _________EFS_______                                                                         

Submitted by:

City Manager ___________________

 

Account No. ___NA____________

 

Project No. ____NA_____________

 

WF No. _______NA_____________

 

Budget  _______NA_____________

 

Available ______NA_____________


 

 

 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG APPROVING THE LISTED VENDORS AS BEING PREQUALIFIED AND ELIGIBLE TO PARTICIPATE IN PROVIDING PROFESSIONAL REAL ESTATE SERVICES TO THE CITY ON AN AS NEEDED BASIS; AND PROVIDING AN EFFECTIVE DATE

 

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

 

            THAT the vendors listed here have been prequalified to provide professional real estate services to the City of Leesburg on an as needed basis pursuant to Request for Proposal 80282.

 

            WHEREAS the following three firms are recognized and designated as prequalified:

 

Tom Grizzard, Inc. – Leesburg, Florida

Harkins Realty, Inc. – Sanford, Florida

Realty Capital / Hankins Group – Orlando, Florida

 

WHEREAS the effective period of this prequalification will be for a period of one year from the date this resolution is approved.

 

WHEREAS City staff will contact each professional when real estate services are needed.  Each professional will have an opportunity to provide a proposal for the needed services.

 

WHEREAS commission approval will be sought when the anticipated fee meets or exceeds the threshold category $25,000.00.

 

WHEREAS when services are needed, the City will enter into an agreement with the professional using a standard listing agreement.  The agreement will be reviewed and approved by the City Attorney before execution.  Such agreement will be executed by either the City Manager or the Mayor and City Clerk according to City Ordinance and policy.

 

WHEREAS nothing herein shall limit the CITY'S right to obtain proposals or services from other professionals for similar services or projects.

 

             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 __22nd__ day of _December___ 2008.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk