Submission Deadline: April 30, 2025, 3:00 pm
The submission deadline for this RFP has been extended. See the updated schedule below.
Introduction:
The Tacoma Housing Authority is seeking proposals for a Commercially Licensed Real Estate Broker to assist the Agency with buying, selling, and/or leasing property and also able to provide miscellaneous Real Estate Consulting Services. A complete list of potential services can be viewed below in Section III, Scope of Work.
Schedule:
| Date | Time | |
|---|---|---|
| RFP Release Date | 03/28/2025 | n/a |
| Request for Information (RFI) Deadline | 04/09/2025 | 3:00 pm |
| RFP Submission Deadline | 04/30/2025 | 3:00 pm |
| THA evaluation period | 04/30/2025 – 05/12/2025 | n/a |
| Anticipated Notice of Award | 05/12/2025 | n/a |
| Anticipated Contract Start Date | 06/01/2025 | n/a |
| Anticipated Contract Length | 1-year initial contract | Optional renewal |
Scope of Work:
Commercial Broker Services
1. Market Research and Analysis
Conduct detailed market research to identify trends, property values, and comparable transactions in the target area.
Provide a comprehensive analysis of commercial property options for office space, retail needs, or mixed-use development.
Assess the housing authority’s property portfolio and identify opportunities for leasing, sales, or acquisitions.
2. Property Search and Recommendations
Identify and recommend suitable commercial properties based on the housing authority’s needs, such as space size, budget, zoning requirements, and accessibility.
Evaluate the condition, location, and financial potential of prospective properties.
Ensure properties meet regulatory requirements, including ADA compliance and local zoning ordinances.
3. Lease and Sales Negotiations
Represent the housing authority in lease, purchase, or sales negotiations.
Conduct site visits with developers and potential buyers/lessees as needed, keeping the Authority appraised of all planned site visits.
Receive and evaluate bids/offers from all buyers/lessees and present all received bids to the Authority with a recommendation.
Negotiate optimal terms, including rent, purchase price, lease duration, renewal options, and tenant improvement allowances.
Provide guidance on cost analysis, including property taxes, insurance, maintenance costs, and operating expenses.
4. Marketing and Tenant Acquisition (If Applicable)
Develop and execute marketing strategies for properties the housing authority wishes to lease or sell.
Create marketing materials, including brochures, online listings, and signage.
Engage in outreach to potential tenants, buyers, or partners.
Market the property in a manner consistent with local ordinances.
5. Transaction Management
Coordinate all aspects of real estate transactions, including, but not limited to, drafting contracts, due diligence, and closing processes.
Ensure compliance with federal, state, and local regulations.
Facilitate communication between attorneys, lenders, inspectors, and other stakeholders.
6. Property Valuation and Appraisal
Conduct property appraisals or provide recommendations for hiring independent appraisers.
Offer opinions of value for housing authority-owned assets or potential acquisitions.
7. Compliance and Regulatory Guidance
Ensure properties meet housing authority requirements and governmental regulations.
Provide guidance on zoning, environmental, and legal issues related to property transactions or development.
8. Advisory Services
Offer strategic advice for property development or redevelopment to align with the housing authority’s mission.
Identify opportunities for public-private partnerships (PPPs) to develop mixed-use or affordable housing projects.
Assist in identifying and pursuing funding sources, such as grants, tax credits, or incentives.
9. Reporting and Documentation
Provide regular progress reports to the housing authority, including market updates and transaction timelines.
Maintain records of all interactions, negotiations, and executed agreements.
Create post-transaction summaries, outlining lessons learned and recommendations for future projects.
10. Conflict Resolution and Mediation
Act as a mediator between the housing authority and landlords, tenants, or other stakeholders.
Resolve disputes arising from transactions or ongoing lease agreements.
Commercial Property Management Services
1. Tenant Management
Ensure tenants are in compliance with lease agreements, code requirements, etc.
2. Managing Operating and/or Reserve Accounts
Handle financial accounts related to the property, including operating funds for daily expenses and reserve accounts for long-term maintenance and capital improvements.
Ensure accurate tracking and proper allocation of funds for repairs, upgrades, and emergency needs.
3. Collection of Rent and Other Receipts
Monitor rent payments, enforce timely collections, and follow up on delinquent accounts.
Ensure all financial transactions, including security deposits and miscellaneous fees, are properly recorded and reconciled.
4. Tenant Relationships
Foster strong relationships with tenants by maintaining open communication, addressing concerns promptly, and ensuring a high standard of customer service.
Conduct regular check-ins to assess tenant satisfaction and proactively address any potential issues.
5. Capital Improvement Planning
Evaluate and plan long-term property enhancements to maintain asset value and attract high-quality tenants.
6. Financial and Other Reports
Prepare detailed financial reports, including profit and loss statements, rent rolls, budget forecasts, and maintenance expenditures.
Provide owners and stakeholders with clear insights into the financial health and operational performance of the property.
Marketing and Leasing: They market the property to potential tenants, negotiate lease terms, and manage the leasing process.
7. Maintenance and Repair – Site and Building Envelope
Oversee routine maintenance, emergency repairs, and preventative upkeep to preserve property value and tenant satisfaction. This will vary depending on the property.
8. Maintenance and Repair – In Unit
Perform maintenance in commercial spaces.
9. Maintenance and Repair – Internal Common Areas
Clean and maintain internal common areas.
10. Procuring Contracts, Utilities, and Services for the Property
Source and negotiate service contracts for essential services.
Manage utility accounts and work with providers to optimize energy efficiency and cost savings.
Ensure all service agreements align with property needs and budget constraints.
| Commercial Spaces | |
| Square Feet | Location |
| 35,347 | Mildred Street and 19th Street West |
| 13,146 | Mildred Street and 19th Street West |
| 1,790 | Mildred Street and 19th Street West |
| 8,506 | MLK Jr. Way and South 11th Street |
| 12,612 | South 11th Street and South L Street |
Proposal Requirements:
For the proposals to be considered responsive, vendors should submit the following with their bid packet:
- Cover Letter
- Company Profile and Qualifications
- Completed Contractor/Vendor Intake Form – Exhibit C
- OMWBE Certification if applicable
- MWBE Self Attestation if applicable
- Broker’s Commission Schedule
Evaluation Criteria:
| Complete Proposal Packet | 20 pts. |
| Cover letter | 10 pts. |
| Company Profile and Qualifications | 30 pts. |
| MWBE Certification if applicable OMWBE certified businesses, if not certified, a self-attestation form must be completed attached) | 10 pts. |
| Broker’s Commission Schedule | 30 pts. |
| Total | 100 pts |
Proprietary Proposal Material:
Any records or materials submitted to Tacoma Housing Authority become public records under Washington State law (see RCW Chapter 42.56, the Public Disclosure Act at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56.
Exhibits to RFP:
Exhibit A: Contractor/Vendor Intake Form
Exhibit B: MWBE Self Attestation Form
Exhibit C: THA Insurance Requirements
Exhibit D: THA Sample Contract
RFI Responses
Q1: Could you please provide any additional property information available for the following sites?
- 8,506 SF – MLK Jr. Way and South 11th Street
- 12,612 SF – South 11th Street and South L Street
A1: 8,506 SF – MLK Jr. Way and South 11th Street
Alberta J Canada is a rehabilitated, 4-story building with 49 units, mixed of one and two bedrooms for seniors (55+) at 60% AMI and 8,5006 square feet of commercial space which is currently leased to three commercial tenants. Active lease are Love By The Slice, Ma’s House of Fitness & RJ Strength & Conditioning, and Sound Outreach.
Zoning: “NCX” Neighborhood Commercial Mixed-Use District zoning designation
12,612 SF – South 11th Street and South L Street
Housing Hilltop North & South Buildings
Housing Hilltop is a mid-rise apartment, 7-story with 231 units between the two buildings. There are a mix of one, two, and three bedrooms at 60% AMI, and 12,612 square feet of commercial space. There are currently two tenants for the south commercial space, Reyna’s Kitchen a Filipino restaurant and Lavonne’s Room, a toy store. There are still two vacant spaces, 10000 square foot space in the north building and another space in the south building.
Zoning: NCX – NEIGHBORHOD COMMERCIAL – MIXED USE
HILLTOP NEIGHBORHOOD – DOWNTOWN REGIONAL GROWTH CENTER (DRGC)
Q2: Specifically, we are interested in any available details such as site maps, zoning information, current use, environmental reports, if applicable.
A2: Attached
Q3: Under Section V – Proposal Requirements, it states that a Completed Contractor/Vendor Intake Form – Exhibit C must be submitted. However, in Section VII – Exhibits, Exhibit C appears to refer to the THA Insurance Requirements instead. Could you please clarify whether the insurance requirements document needs to be completed and submitted with the proposal, or if it is for reference only? We will complete and submit the Vendor Intake Form.
A3: Please submit a copy of your insurance with your proposal but we would not need to be added as the “insured” until after award.
About Tacoma Housing Authority
Established in 1940, Tacoma Housing Authority provides high-quality, stable and sustainable housing and supportive services to people in need. It does this in ways that help them prosper and help our communities develop equitably. THA develops and manages real estate and provides rental housing. In partnership with thousands of private landlords, it helps families pay the rent in the private rental market. It delivers supportive services to help families succeed as “tenants, parents, students, wage earners and builders of assets who can live without assistance.” THA seeks to do its work in ways that help our community be an “attractive place to live, work, attend school, shop and play,” and that help Tacoma be “safe, vibrant, prosperous, attractive and just.”