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REQUEST FOR PROPOSALS FOR APPRAISAL SERVICES FOR THE BROWNSVILLE

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REQUEST FOR PROPOSALS FOR APPRAISAL SERVICES FOR THE BROWNSVILLE Powered By Docstoc
					       CITY OF BROWNSVILLE
      PURCHASING EPARTMENT




   REQUEST FOR PROPOSALS
              FOR
     APPRAISAL SERVICES
           FOR THE
  BROWNSVILLE GOLF CENTER
 OF THE CITY OF BROWNSVILLE



       RFP # GCA-73-0602




PROPOSAL DUE DATE: June 5, 2002
  PROPOSAL DUE TIME: 4:00 P.M.
   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                  SECTION I – GENERAL INSTRUCTIONS TO RESPODENTS


Request for Proposals:

The purpose of this Request for Proposal (RFP) is to select an agency to perform
appraisal services of the Brownsville Golf Course Property. The work shall be
performed in accordance with generally accepted appraisal standards and reporting
requirements.

1.0          SUBMISSION OF PROPOSALS:

             One (1) original and five (5) copies of the Proposals are due at 4:00 PM on
             Wednesday, June 5, 2002, in a sealed envelope and addressed to:

                                (Do not send proposals by registered or certified mail.)

                                 Paul J. Calapa, Purchasing/Contracting Manager
                                             Purchasing Department
                                                City of Brownsville
                                             City Hall/Market Square
                                                   P. O. Box 911
                                           Brownsville, TX, 78522-0911

     OFFICIAL PROPOSAL FOR:

                                               REQUEST FOR PROPOSALS
                                                          FOR
                                                  APPRAISAL SERVICES
                                                        FOR THE
                                              BROWNSVILLE GOLF CENTER
                                              OF THE CITY OF BROWNSVILLE

                                                             RFP # GCA-73-0602

     A.         Telegraphic proposals will not be considered.

     B.         Proposals may not be withdrawn after the opening.

     C.         The forms of proposals are outlined in “Section II - Scope of Services.”

2. SUBMISSION OF REQUESTS FOR CLARIFICATIONS OR CHANGES:

     All requests for approved equals, proposal modifications or clarifications must be
     received in writing, no later than Friday, May 31, 2002, at 4:00 PM, Central Time, to
     Mr. Paul J. Calapa, Purchasing/Contracting Manager, City of Brownsville, City



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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

     Hall/Market Square, Brownsville, Texas, 78520. Fax requests will be accepted on or
     before this deadline at 956/548-6053, or e-mail at purchasing@ci.brownsville.tx.us
     Written responses to all requests will be postmarked at least five (5) calendar days
     prior to proposal opening. Any responders wanting these responses to be returned by
     one-day "overnight" mail should provide a completed "air bill", or other pre-paid
     postage envelope, showing the respondent's account number with the overnight
     express company.

3. TAXES:

     The City of Brownsville is exempt from Texas State sales tax and federal excise
     taxes, and will issue exemption certificates upon request.

4. PROPOSAL REJECTION:

     The City reserves the right to reject any or all proposals. It further reserves the right to
     waive technicalities and formalities, as well as to accept in whole or in part such
     proposal(s) where it deems it advisable in protection of the best interests of the City.

5. SINGLE PROPOSAL:

     In the event a single proposal is received, the City will, at its option, conduct a price
     and/or cost analysis of the proposal and negotiate the award, or reject the proposal
     and re-advertise. A price analysis would be performed by comparing price quotations
     submitted on other current quotations, current price lists, or other established or
     competitive prices.

6. TERM OF CONTRACT:

      It is proposed that should a contract be entered into as a result of this proposal, the
      contractor’s schedule of fees and charges should assume a one-time contract
      period. The City of Brownsville, at its option, reserves the right to request and
      negotiate for similar services and/or for additional projects for a period of one year
      from the date of contract award.

7. TERMINATION OF CONTRACT:

      The contract may be canceled by the City of Brownsville by written notice – thirty
      (30) days prior to termination.

8. DISCLOSURE OF INTEREST FORM:

     Please complete the enclosed Disclosure of Interest Form and submit with your
     proposal.




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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

9. STATEMENT OF NON-COLLUSION FORM:
    Please complete the enclosed Statement of Non-Collusion Form and submit with
    your proposal.

                 SECTION II – TECHNICAL AND PERFORMANCE REQUIREMENTS

1. SCOPE OF WORK

      Services are needed for the appraisal of the Brownsville Golf Center Property of the
      City of Brownsville. The selected vendor will perform a detailed appraisal of all
      property and equipment at the aforementioned location. The work shall be
      performed in accordance with generally accepted appraisal standards and reporting
      requirements. Appraisal firm shall conduct an investigation of local conditions, costs,
      and other factors affecting value.

2. PROPERTY & EQUIPMENT

      Appraisal shall include all buildings, fixed and movable equipment and furnishings,
      land and land improvements.

3. PERSONNEL

      The work is to be performed by competent and qualified appraisal personnel. Firms
      shall have at least one principal designated as an MAI (Member Appraisal Institute).

4. APPRAISAL

      A field inventory is to be included to determine the quality, quantity, condition and
      utility of each item of property appraised.     Buildings shall be carefully inspected,
      including the recording of measurements and the calculation of floor areas.
      Appraisal company personnel are to report to, and maintain close contact with the
      person designated by the City to oversee this project. Inspection of all areas is to be
      cleared through this official, and the appraisal procedures shall be conducted in an
      unobtrusive manner with little or no interruption of daily activities.

5. REPORT

      Three (3) complete sets of the original appraisal report shall be furnished and
      delivered to the City at the end of the appraisal. The contents of the report shall
      include, but not be limited to, the following:

             a) An appraisal certification, specifying the date and purpose of the report.
             b) A general description of the assets included in the report, the techniques
                used to gather data and prepare the report, and the definitions of the
                terminology and codes used in the report.
             c) A site plan for each location showing the general arrangement of the site and
                the shape and size of buildings or other structures at the location.


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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

             d) A summary of values by location and segregated between building, fixed
                equipment, and movable equipment and furnishings.
             e) A detailed listing of assets at each location, separated by class of property.
             f) The asset listing shall include a description (construction, floor area,
                manufacturer, model, serial number, etc.) where appropriate.

             A Sample report, showing the proposed method and details to be included in the
             Appraisal Report, shall be included with the proposal.


6. DEVIATION FROM SPECIFICATIONS

      The appraisal company shall include in their proposal a statement that their proposal
      meets all the provisions of these specifications. If the proposal does not meet the
      specifications or includes alternatives or variations to the specifications, these
      differences shall be clearly stated in all respects.


7. CONTACT PERSON

      The firm shall indicate a chief contact person for purposes of discussion related to
      this proposal process. Additionally, this person shall be the one authorized to make
      commitments on behalf of the firm and shall indicate the firm’s overall intentions
      toward this contract in a signed cover letter accompanying the firm’s proposal.

8. PROFESSIONAL LIABILITY:

      In connection with the provisions of the Firm’s obligation, the Firm shall indemnify
      and hold City of Brownsville and its employees harmless for any and all claims,
      lawsuits, legal expenses, and any other costs related to the performance or non-
      performance of this Agreement.

9. CITY OF BROWNSVILLE RESPONSIBILITES:

      The proposal must detail what information is required from the City of Brownsville in
      support of the appraisal process.




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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                                   SECTION III – PROPOSAL REQUIREMENTS

In order to simplify the review process and obtain the maximum degree of comparison
between Firms, please submit your firm’s proposal according to the outline listed below.
Be specific about the Firm’s expertise, as it relates to the City of Brownsville R.F.P.

One (1) original and five (5) copies of each set of proposals should be submitted.

1.           Letter of Transmittal:

             The Transmittal letter will express the proposer’s interest in undertaking this
             project with the City of Brownsville. The letter will summarize the Firm’s
             qualifications for being selected. The letter shall also express any special factors
             that the proposer believes the City should consider in selecting the Firm. Finally,
             the letter shall indicate the name, title, direct address and direct telephone
             number of the proposer’s main contact person for responding to any question, or
             for negotiating any contract.

2.           Firm’s Qualifications:

             The Contractor shall comply with all Federal, State, and Local laws applicable to
             the performance of the requested services.

             A.            State whether the Firm is Local, Regional, National or International.
             B.            State the location of the Office that will have primary responsibility for the
                           Appraisal Services, as well as the number of professional staff employed
                           at that Office.
             C.            Describe the range of activities performed by the Local Office.
             D.            State the Firm’s experience as it applies to the appraisal of commercial
                           property. Particular expertise in municipality appraisals.
             E.            State the Firm’s performance result from similar clients.
             F.            State if any conflicts of interest exist in representing the City of
                           Brownsville.


3.           Appraisal Procedures:

             A.            Provide a summary of proposed appraisal activities.

             B.            State the Firm’s methodology in successfully completing the requested
                           services.




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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

5.           Appraisal Reports:

             A.            It is agreed that all reports submitted to the City shall maintain and make
                           available for inspection, audit and/or reproduction by any authorized
                           representative of the City or any external auditor representing the City,
                           books, documents, and or relevant information pertaining to the
                           collections carried out for the City of Brownsville and the expenses of this
                           Contract.

             B.            Include examples of reporting.

6.           Fee Structure:

             A.            Proposals shall include a fee structure for the required services.



                                  SECTION IV – EVALUATION OF PROPOSAL

1.           Proposals will be evaluated using a comprehensive set of criteria as follows:

             A.            Contractor Qualifications:

                           ?      Experience in the required area of appraisals (be specific).
                           ?      Experience and performance results from similar Contracts, include
                                  municipal government Contracts (Texas clients).
                           ?      Experienced key staff members.
                           ?      Appraisal techniques utilized.
                           ?      At least three (3) specific client references that may be personally
                                  contacted to discuss your firm’s work history. Include the contact’s
                                  name, title, phone number, and full address.

             B.            Appraisal Procedure:

                           ?      Procedures for property appraisal.
                           ?      Implementing work plan and timetable.

             C.            Appraisal Reports:

                           ?      Reports provided to the City of Brownsville.
                           ?      Flexibility to meet the City of Brownsville’s reporting needs.

             D.            Fee Structure:

                           ?      Proposed fees or fee schedule.




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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

             E.            Remarks/Intangibles/Judgement:

                           ?      Evaluation and overall judgment of the Firms capability to perform the
                                  appraisal services. Evaluation of any abilities of unique advantage to
                                  the success of the project. Enthusiasm projected by submittal.
                                  Overall quality of submittal. Remarks made in submittal.


                                            SECTION V – METHOD OF AWARD

A review committee will be formed to review the proposals submitted. The committee
will rank the proposals and firms, with consideration for those items mentioned above.
After ranking the proposals submitted, the committee will review the Fee Structure of the
top two or three Firm’s. If, after review and evaluation of the proposer’s requirements
and fee structure, the committee determines that oral presentations would be beneficial,
it will schedule these with the top two or three proposers; the committee will re-evaluate
these firms’s for final selection. A chief contact person for the firm who has the ability to
fully answer all question regarding their proposal, will be expected to attend any oral
presentation scheduled. The City of Brownsville reserves the right to award a contract
without conducting any interviews.

A draft copy of the “Evaluation Criteria” form that will be used by the review committee is
provided for information as follows:


                                          PROPOSAL EVALUATION CRITERIA

                                                                                                        SCORING

A.           Firm’s Qualifications/Experience                                                                 20%

B.           Appraisal Procedures. Proposed work plan and timetable.                                          15%

C.           Reporting; Appraisal Reports                                                                     10%

D.           Location of Office in charge of this project                                                     10%

F.           Fee Structure                                                                                    25%

G.           Remarks/Intangibles/Judgment                                                                   20%
                                                                                                          ________

             TOTAL                                                                                           100%


PLEASE FILL IN THE FOLLOWING INFORMATION NEEDED AND SUBMIT WITH
PROPOSAL.


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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                                                    CITY OF BROWNSVILLE
                                                  DISCLOSURE OF INTERESTS
City of Brownsville, Texas requires all persons or firms seeking to do business with the City to
provide the following information. Every question must be answered. If the question is not
applicable, answer with “NA.” Corporations whose shares are publicly traded and listed on
national or regional stock exchanges or over-the-counter markets may file a current Securities
and Exchange Commission Form 10-K with the City in lieu of answering the questions below.
See reverse side for definitions.

FIRM NAME: _______________________________________________________________

ADDRESS: ___________________________________________________________

FIRM is: 1. Corporation (                               )             2. Partnership ( ) 3. Sole Owner ( )
         4. Association (                               )             5. Other ( ) ____________________________


                                                        DISCLOSURE QUESTIONS

If additional space is necessary, please use the reverse side of this page or attach separate
sheet.

1.       State the names of each “employee” of the City of Brownsville having an “ownership
interest constituting 10% or more of the voting stock or shares of the business entity or ownership
of $2,500 or more of the fair market value of the business entity or employed by the above named
“firm.”

                Name                                                     Title                             Department




2.      State the name of each “official” of the City of Brownsville having an “ownership interest”
constituting 10% or more of the ownership in the above named “firm”, or employed by the above
named “firm.”

                Name                                                     Title                             Department




3.       State the names of each “board member” of the City of Brownsville having an
“ownership interest” constituting 10% or more of the ownership in the above named
“firm”, or employed by the above named “firm.”



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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                Name                                                      Board, Commission, or Committee




                                                                      CERTIFICATE

       I certify that all information provided is true and correct as of the date of this
statement, that I have not knowingly withheld disclosure of any information requested;
and that supplemental statements will be promptly submitted to the City of Brownsville,
Texas as changes occur.


Certifying Person: _____________________________________

Title:_________________________________________________
                       (Type or Print)

Signature of Certifying Person: ___________________________ Date: _____________




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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                                                                      DEFINITIONS

The following definitions of terms should be used in answering the questions set forth
below:
a.           “Board member.” A member of any board, commission, or committee appointed
             by the City Commission of the City of Brownsville, Texas.

b.           “Employee.” Any person employed by the City of Brownsville, Texas either on a
             full or part-time basis, but not as an independent contractor.

c.           “Firm.” Any entity operated for economic gain, whether professional, industrial
             or commercial, and whether established to produce or deal with a product or
             service, including but not limited to, entities operated in the form of sole
             proprietorship, as self-employed person, partnership, corporation, joint stock
             company, joint venture, receivership or trust, and entities which for purposes of
             taxation are treated as non-profit organizations.

d.           “Official.” The Mayor, members of the City Commission, City Manager,
             Assistant City Managers, Department and Division Heads, and Municipal Court
             Judge of the City of Brownsville, Texas.

e.           “Ownership interest.” Legal or equitable interest, whether actually or
             constructively held, in a firm, including when such interest is held through an
             agent, trust, estate or holding entity. “Constructively held” refers to holdings or
             control established through voting trusts, proxies, or special terms of venture of
             partnership agreements.”




PLEASE FILL IN THE FOLLOWING INFORMATION NEEDED AND SUBMIT WITH
PROPOSAL.



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   RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                                                CITY OF BROWNSVILLE
                                            STATEMENT OF NON-COLLUSION

        The undersigned affirms that they are dully authorized to execute this contract,
that this company, corporation, firm, partnership or individual has not prepared this
proposal in collusion with any other respondent, and that the contents of this proposal as
to prices, terms or conditions of said proposal have not been communicated by the
undersigned nor by any employee or agent to any other person engaged in this type of
business prior to the official opening of this proposal.

Date ____________________

Company_________________________________________

Address __________________________________________

               _______________________________________________

Phone __________________________________________

Fax
Number___________________________________________

Respondent
(Signature)_________________________________________

Respondent
(Print Name)________________________________________

Position
with Company_______________________________________

Signature of Company
Official Authorizing This
Proposal ________________________________________________

Company Official
(Print Name)_________________________________________




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    RFP FOR APPRAISAL SERVICES FOR THE BROWNSVILLE GOLF CENTER PROPERTY

                           Please submit this page upon receipt.
For any clarifications, please contact Mr. Paul J. Calapa, Purchasing/Contracting
Manager, at the City of Brownsville Purchasing Department at (956) 548-6087 or e-mail:
purchasing@ci.brownsville.tx.us

Please fax or mail this page upon receipt of R.F.P. package
Fax: (956) 548-6053
If you are unable to send your proposal, kindly indicate your reason for “No Proposal”
below and fax back. This will insure you remain active on our vendor list.

Date _______________


(     ) Yes, I will be able to send a Proposal.

Name:                   ___________________________

Company:                ___________________________

Phone                    ___________________________

( ) No, I will not be able to send a Proposal for the following reason:
______________________________________________________

______________________________________________________

______________________________________________________

Name:                    ____________________________

Company:                 ____________________________

Phone                      ________________________




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