Fremont City Council Meeting: 03/18/25 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5385) DOC ID: 5385
Updated: 3/17/2025 10:59 AM by Susan Gauthier Page 1
MASTER SERVICES AGREEMENT FOR COMMERCIAL REAL ESTATE
CONSULTING SERVICES - Authorize the City Manager or designee to execute a Master Services Agreement for Commercial Real Estate Consulting Services in an amount not to exceed $1,000,000 over five years and authorize the appropriation of $1,250,000 from Fund 542 unallocated fund balance to PWC9070-542.
Contact Persons:
Name: Tara Bhuthimethee Kim Beranek
Title: Parks Planning and Design Manager Community Services Director Div/Dept: Community Services Community Services
Phone: 510-494-4738 510-494-4330
E-Mail: [email protected] [email protected]
Executive Summary: Staff is seeking authorization for the City Manager, or her designee, to execute a Master Services Agreement with RSG, Inc. for commercial real estate consulting services, as needed, to support parkland analysis and acquisition efforts throughout the City.
BACKGROUND: On March 15, 2022, the Fremont City Council unanimously adopted a new Parks and Recreation Master Plan (Master Plan). The Master Plan provides guidance on how to meet the demands for future recreational, programming, environmental, and maintenance needs, as well as to establish priorities and funding strategies for facility improvements, future park and trail development, and land acquisition.
One short-term goal identified in the Master Plan’s Strategic Action Plan was to “Acquire and develop land for neighborhood parks in underserved areas based on Equity maps.” In pursuit of this goal, Staff issued a Request for Proposals (RFP) for a commercial real estate consultant to provide consulting and brokerage services in December 2024.
DISCUSSION/ANALYSIS: The City issued a Request for Proposals (RFP) in search of a consultant to provide real estate brokerage and analysis services. The RFP was released on December 6th, 2024, and the proposals were opened approximately six weeks later, on January 16th, 2025. Four proposals were received, including submissions from Colliers, Harmonie Park, RSG, and the Academy Group.
A four-person evaluation panel, including representatives from Community Services and Public Works, reviewed the proposals based on the following criteria, as outlined in the RFP:
qualifications, feasibility of proposal based on methodology, hourly billing rates, understanding of work to be completed, and proposer’s proposed language for the service agreement. Each criterion was equally weighted at 20%. The following is a summary of the averaged scores:
Council Staff Report (ID # 5385) Meeting of March 18, 2025 Updated: 3/17/2025 10:59 AM by Susan Gauthier Page 2
Max
Points Colliers
Harmonie
Park RSG
The Academy
Group
Understanding of Work 20 13.75 11.25 19 15
Feasibility 20 11.75 14.5 16.25 15
Qualifications 20 16.25 10.75 18.5 7
Billing Rates 20 17.25 12.75 17.25 17.25
Service Agreement 20 18.75 18.25 18.75 15.75
Total Points 100 77.75 67.5 89.75 70
The evaluation panel unanimously decided to interview Colliers and RSG. A four-person interview panel, including members from Community Services, Public Works, and the City Attorney’s Office, selected RSG as the top firm with the most relevant experience, specifically with public agencies and public agency strategy, and the best understanding of the City’s needs. The following is a summary of the averaged scores:
Max
Points Colliers RSG
Understanding of work 15 9.25 12.25
Feasibility 15 9.75 12
Qualifications 15 10.75 12.25
Billing Rates 15 10.75 12.25
Service Agreement 15 12.5 13
Presentation 15 11 12.5
Follow-up Response 10 7.5 8.5
Total Points 100 71.5 82.75
Based on the results of the evaluation and interview processes, Staff recommends authorizing the execution of a Master Service Agreement with RSG, Inc. for professional commercial real estate consulting services in the not-to-exceed amount of $1,000,000 over a period of five years and allocating an additional $250,000 toward staff time. RSG is not a commission-based firm so all work will be completed based on hourly billing rates for services provided.
FISCAL IMPACT: Funding for parkland acquisition and related activities such as real estate consultant services is provided by development impact fees through Fund 542, the Parkland Impact Fee Fund. All Task Order work issued, and work performed by consultants under the on-call Master Services Agreement, will be restricted to the funds appropriated and available for the specific scope and project for which the work is required. Staff recommends appropriating $1,250,000 from Fund 542 unallocated fund balance to PWC9070-542 to support real estate related consulting fees and staff charges to support parkland analysis and acquisition efforts.
Council Staff Report (ID # 5385) Meeting of March 18, 2025 Updated: 3/17/2025 10:59 AM by Susan Gauthier Page 3
ENVIRONMENTAL REVIEW: The proposed agreement is not subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that the there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. The procurement of real estate consulting services to evaluate and identify potential land purchases will clearly not have a significant effect on the environment and, thus, CEQA does not apply, and no further environmental review is necessary. Any future land purchase will be analyzed under CEQA separately from this contract.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or her designee, to execute a Master Service Agreement with RSG, Inc. to perform commercial real estate consulting services for a total not-to-exceed compensation of $1,000,000 over a period of five years.
2. Authorize the appropriation of $1,250,000 from Fund 542 unallocated fund balance to PWC9070-542 to support real estate related consulting fees and incremental staff charges for parkland acquisition efforts.