On-Call Real Estate Brokerage Services

City of West Haven
RFQ-P # 2026-23A
ON-CALL REAL ESTATE BROKERAGE SERVICES
PROJECT SUMMARY
The City of West Haven is seeking sealed bids from qualified professional brokers, licensed to
practice in the State of Connecticut, to negotiate and secure the City's purchase and/or sale of
properties located in West Haven. While this RFQ-P applies citywide, the priority focus area for
acquisition includes properties around Elm Street and First Avenue.
The City seeks to advance its development by acquiring and/or disposing of properties for
redevelopment. To fulfill this goal, the City seeks the services of licensed real estate brokers to
acquire and/or dispose of residential, commercial, industrial, or vacant parcels for redevelopment
that will contribute to the City's Grand List and enhance its quality of life.
PROJECT TIMELINE
The expected timeline of this project for a vendor to perform services upon execution of a
contract with the City of West Haven.
SUBMISSION INSTRUCTIONS
Pre -Bid Meeting Required No
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
Mandatory Walkthrough of Site No
Site Location Date & Time
Information Period Closing Date and Time Day 03/25/2026
Solicitation Closing Date Day 03/31/2026
Bid Opening Location Procurement Office, 355 Main Street, 3rd
Floor West Haven, CT 06516
Bid Location Time 11:00AM
Advertising Location(s) New Haven Register, City Website
Respondent(s) are required to submit one (1) original and five (5) copies in a sealed envelope
clearly marked RFQ-P #2026-23A Real Estate Brokerage Services" to Ms. Kathy Chambers, Sr.
Buyer Procurement Analyst, City of West Haven Purchasing Department, 355 Main Street 3rd

Floor, West Haven, CT 06516. Proposals received after this time and date specified above will
be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or additions to any
response shall be accepted. The City reserves the right to reject any or all responses, and to waive
any or all formalities in connection with this request. Proposals which do not incorporate our
requested format, including quoting items as described, will not be considered. Unless otherwise
stated in the solicitation. No alternate responses will be considered unless alternate responses are
specifically requested by the City. The City reserves the right to award multiple vendors under
this solicitation.
A response to this solicitation does not permit the City to award a contract, to pay any costs
incurred in the preparation of a response to this request, or to procure the city contract for
services, supplies or equipment. The City will not award this RFQ-P to any contractor who is not
qualified under applicable Federal, State and local laws and regulations.
Questions regarding this solicitation should be emailed to Kathy Chambers
(kchambers@westhaven-ct.gov). Telephone or oral questions will not be accepted.
An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are
encouraged to apply. This contract is subject to state set-aside and contract compliance
requirements.

INQUIRIES FOR CLARIFICATION
The City will not respond to Respondents' request(s) for oral interpretation and/or clarification of
the Solicitation Specifications for any reason. The City will respond to Respondents' written
request(s) for interpretation and/or clarification of the Solicitation Specifications. Questions
regarding this solicitation should be emailed to Kathy Chambers (kchambers@westhaven-
ct.gov). Telephone or oral questions will not be accepted. The email should include in the
subject line RFQ-P (2026-23A Real Estate Brokerage Services). The body of the email should
contain the question or clarification. Every interpretation made to a Respondent(s) will be in the
form of an Addendum or Question & Answer to the Solicitation Documents.
ADDENDUMS TO THIS SOLICITAION
Any Addendum(s) to this solicitation document shall become part of the solicitation.
Respondent(s) are required to check the city website for addendum(s). Each Respondent(s) shall
be bound by such addenda whether received/viewed by the Respondent(s).

SCOPE OF SERVICES
The City will require the Awardees to negotiate binding purchase-and-sale agreements (PSAs)
with property owners. The City will direct the Awardee as to the specific properties that it
wishes to acquire and/or dispose of. The Awardee's scope of services therefore will include, but
not necessarily be limited to, the following:
* Research parcels identified by the City as developable sites that the City wishes to
acquire and/or dispose of.
* Work with the City's Economic Development and Planning departments to identify
additional parcels.
* Prepare baseline feasibility regarding the development opportunity of parcels using
records either publicly available or authorized by the City such as appraisals, Phase I
Environmental Site Assessments, etc.
* Negotiate on behalf of the City regarding acquisitions and/or dispositions through
property owners, brokers, and property managers.
* Prepare competitive offers to purchase parcels acting on behalf of the City only (the City
will not permit dual Agency agreements).
RESOURCES
To assist the Awardees, the City will provide it with professional appraisals of properties that it
wishes to acquire and/or dispose of, as well as contact information for the owners and/or the
owners' representatives of those properties it wishes to acquire.
CONTRACT TERM
The term of the contract will be from May 1, 2026, to May 1, 2027.
CERTIFICATIONS AND LICENSES
Interested Respondents shall submit their responses, including supporting and required
documentation, according to the following requirements:
* Respondents shall submit their responses by, through, or under the Agency holding a
broker's State of Connecticut license using said Agency's letterhead and corporate
brochure. Responses shall include information on:
o The Agency and its principal(s)
o Recent notable transactions in which the broker represented a buyer
* Respondents shall provide a copy of the Broker's Active State of Connecticut Real Estate
Broker license.
* Respondents shall list their NAR Realtor(R) designation or provide satisfactory evidence
of completion of the current Ethics in Real Estate continuing education course with a
satisfactory grade.

* Respondents shall provide satisfactory proof of their membership and/or authorized use
of the following listing services:
o CT Multiple Listing Service
o CoStar
* Respondents shall provide their proposed commission (percentage of sale price) to be
paid at closing.
* Respondents shall provide evidence of applicable insurance coverage such as General
Liability, E&O, in accordance with the City's Vendor Application requirements (see
below).
Respondent(s) must have a valid Connecticut business license throughout the solicitation
process. The awarded Respondent(s) must maintain an active Connecticut business license.
Failure to reinstate an expired license within 14 days of notice may result in termination of the
contract.
If the service(s) that the Respondent(s) is providing requires a license, certification, or other form
of qualification, documentation must be provided at the time of submission. It is the
responsibility of the Respondent(s) to maintain a license through the entirety of the project.
Failure to maintain a required license, certification, or other form of qualification will result in an
automatic void of the contract.
COMPENSATION
The City will provide the Awardees with compensation for the sale of each property, based upon
the contracted Commission Structure, upon the closing of the purchase of each property,
regardless of when that closing occurs, provided that the binding PSA for that property occurs
during the contract's Term. Compensation will not exceed three percent (3%) per side of the
transaction. Compensation will be limited to a commission to be paid at closing.
RFQ-P REQUIREMENTS
Interested Respondents shall submit their responses, including supporting and required
documentation, according to the following requirements:
* Respondents shall submit their responses by, through, or under the Agency holding a
broker's State of Connecticut license using said Agency's letterhead and corporate
brochure. Responses shall include information on:
o The Agency and its principal(s)
* Recent notable transactions in which the broker represented a buyer. Respondents shall
provide a copy of the Broker's Active State of Connecticut Real Estate Broker license.
All Respondents submitting a response must have an active broker's license, issued by
the State of Connecticut, at the time of submission that will be valid throughout the entire
process including the contract term listed.

* Respondents must provide at least three professional references.
* Respondents shall list their NAR Realtor(R) designation or provide satisfactory evidence
of completion of the current Ethics in Real Estate continuing education course with a
satisfactory grade.
* Respondents shall provide satisfactory proof of their membership and/or authorized use
of the following listing services:
o CT Multiple Listing Service
o CoStar
* Respondents shall provide their proposed commission (percentage of sale price) to be
paid at closing.
* Respondents shall provide evidence of applicable insurance coverage such as General
Liability, E&O, in accordance with the City's Vendor Application requirements.
* Respondents shall identify the proposed real estate brokerage team assigned to perform
services under this contract. Submissions must include the names, titles, roles, and
relevant experience of the principal broker, associate brokers, and any supporting
personnel who will be directly involved in representing the City. All brokers assigned to
the project must hold current and valid Connecticut real estate licenses and be in good
standing with the State of Connecticut.
* Respondents shall designate a primary broker of record who will serve as the City's
principal point of contact and who will be responsible for all transaction coordination,
negotiations, and communications. The City reserves the right to require prior approval
for any changes to the proposed brokerage team or broker of record during the term of the
contract.
METHOD OF SELECTION
The City has formed a committee that will screen all responses received for compliance with the
RFQ-P. Responses that do not comply with the intent of the RFQ-P will not be considered in the
selection process. The committee will select respondents deemed most qualified to perform the
required professional services over the course of the contract period. Short-listed respondents
will be notified via email and will be provided sufficient notice of the interview date and time.
The Committee will consider the following when evaluating proposals:
1. The qualifications of those people who will perform their services if selected for the RFQ-P.
2. The relevant experience on similar projects of those people who will perform services.
3. The quality and timeliness of performance on past services, if any, to the City and/or State of
Connecticut.

4. The proposed commission schedule, which commission shall not exceed three percent (3%) of
the purchase or sale price; and
5. Three (3) references
The committee will review the responses and rank the top 3-4 respondents according to their
qualifications and criteria above. A decision is anticipated by the end of April 2026.
FINAL SELECTION
Following the evaluation process, the Committee will identify the highest-ranked respondents(s).
West Haven reserves the right to:
1. Request additional information before making a final selection.
2. Negotiate scope, schedule, and fees with the selected consultant prior to contract award.
3. Reject any or all proposals if deemed in the best interest of the City.
BID PREFERENCE FOR LOCAL VENDORS
For the purpose of this section, "city-based business" shall mean a business with a principal place
of business located within the City of West Haven. A business shall not be considered a "city-
based business" unless evidence satisfactory with the purchasing agent has been submitted with
each bid submitted by said business to establish that said business has a bona fide principal place
of business in West Haven.
Such evidence may include evidence of ownership of or a long-term lease of the real estate from
which the principal place of business is operated or payment of property taxes on the personal
property of the business to be used in the performance of the solicitation.
To be considered a City Based Business you must submit satisfactory proof to the Purchasing
Agent of your current City of West Haven address. Some examples of proof include are, but not
limited to:
1. Proof of payment of City of West Haven Real Estate tax bill(s)
2. A current, long-term lease in the City of West Haven
3. Proof of payment of City of West Haven Personal Property tax bill(s)
The Local Preference ordinance can be found in Section 42-8 [Award of Contract], B2 "
Bid preference for local vendors.". Please review for further details.

INSURANCE REQUIREMENTS
Prior to the commencement of the work, and as a condition of site access, the Respondent(s)
(referred to hereinafter as the "Contractor") shall deliver to the City of West Haven and the State
of Connecticut (referred to hereinafter as the "Owners") a valid and currently dated Certificate of
Insurance (COI).
The insurance coverage carried by the Contractor must be placed with and written by an
insurance company admitted doing business in the State of Connecticut, and with a rating of A-
or better by A.M. Best.
The insurance coverage's carried by the Contractor (shown below) shall apply regardless of
whether the operations, actions, derelictions or failures to act, from which any claim arises, are
attributable to the Contractor, a subcontractor, a sub-subcontractor, or any consultant, officer,
agent, employee or anyone directly or indirectly employed by any of them, including anyone for
whose acts any of the aforementioned may be liable by operation of statute, government
regulation or applicable state law. Failure of Contractor to provide a Certificate of Insurance
shall in no way limit or relieve Contractor of its duties and responsibilities in this Agreement.
At a minimum, the COI shall indicate that the following coverages and limits are in place:
1. Commercial General Liability: Minimum Limits Required
Insurance Liability Category
Amount
$2,000,000 General Aggregate
$2,000,000 Producers/Completed Operations
Aggregate
$1,000,000 Each Occurrence
$1,000,000 Personal and Advertising Injury
$100,000 Fire Damage - Any One Fire
$5,000 Medical Expense - Any One Person
$1,000,000 Professional Liability
a. The Owner (The City of West Haven and all its elected or appointed directors,
officers, officials, agents, employees and members of all its boards and
commissions) and the State of CT, will be included as an Additional Insured onto
the CGL policy carried by the Contractor. The Additional Insured coverage
afforded to the Owner shall apply on a primary and non-contributory basis and
include completed operations coverage.
b. The CGL policy carried by the Contractor shall contain a Waiver of Subrogation
clause and the Contractor hereby agrees to waive the Contractor's right of
recovery against the Owner (the City of West Haven (and all its elected or

appointed directors, officers, officials, agents, employees and members of all its
boards and commissions).
2. Business Auto / Commercial Auto Insurance - Minimum Limits required
a. $1,000,000 Liability
b. The Owner (The City of West Haven and all its elected or appointed directors,
officers, officials, agents, employees and members of all its boards and
commissions) will be included as an Additional Insured onto the Commercial
Auto/ Business Auto policy carried by the Contractor.
c. The Business Auto / Commercial Auto policy carried by the Contractor shall
contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive
the Contractor's right of recovery against the Owner (the City of West Haven, and
all its elected or appointed directors, officials, employees and members of all its
boards and commissions).
3. Workers Compensation/Employers Liability Insurance
a. Coverages and limits as required by law Connecticut State law
b. Employers Liability Limits:
c. 500,000 each accident
d. 500,000 aggregates for injury by disease
e. 500,000 each employee for injury by disease
f. The Workers Compensation/Employers Liability policy carried by the Contractor
shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to
waive the Contractor's right of recovery against the Owner (the City of West
Haven and all its elected or appointed directors, officers, officials, agents,
employees and members of all its boards and commissions).
4. Umbrella Liability/Excess Liability: Minimum Limits required:
a. 5,000,000 Each Occurrence
b. 5,000,000 General Aggregate
c. Policy will provide excess coverage over the Commercial General Liability,
Business Auto and Workers Compensation/Employer Liability policies carried by
the organization
d. The Umbrella / Excess Liability policy carried by the Contractor shall contain a
Waiver of Subrogation clause and the Contractor hereby agrees to waive the
Contractor's right of recovery against the Owner (the City of West Haven and all
its elected or appointed directors, officers, officials, agents, employees and
members of all its boards and commissions).
5. It is the responsibility of the Respondent(s) awarded, to maintain insurance during the
duration of the project. The vendor must submit the renewed insurance on a yearly basis
(prior to expiration date)

NO LIMITATION ON LIABILITY
With regard to any/all claims made against the Additional Insured by any employee of the
Contractor, any subcontractor or anyone directly or indirectly employed by the Contractor or any
subcontractor, or anyone for whose acts the Contractor or any subcontractor might be liable, the
indemnification obligation shall not be limited by any limitation on the amount or type of
damages, compensation or benefits payable by or for the Contractor or any subcontractor under
Workers Compensation acts, disability benefits acts or other employee benefit acts.
INDEMNIFICATION
To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless
the Owner, and all of its elected or appointed directors, officers, officials, agents, employees and
members of all of its boards and commissions, as well as the State of Connecticut, from and
against any/all claims, actions, damages, losses and expenses, including but not limited to
attorney's fees, for any actual or alleged injury to any person or persons, including death, or any
damage to or destruction of property, arising out of or in connection with the project.
OTHER TERMS AND CONDITIONS
1. Respondent(s) are responsible for all the costs incurred in preparing their submissions.
2. The city will make all interpretations and supplementary instructions, in the form of an
addendum posted on the city website.
3. Within three (3) days of the published date for a bid opening, the City will not issue any
solicitation addendums, except if it needs to extend the date of the bid opening.
4. Respondent(s) must complete and sign all bid forms in their entirety (including signature
and notarization) by an authorized person.
5. All bid forms must be filled out in ink, or be typewritten, and signed.
6. Please also note that, if the City decides to award this RFQ-P to a particular
Respondent(s), the City will require that Respondent(s) to follow relevant standard
contract documents.
7. The City may reject a bid if the Bidder's historical performance, in the City's sole
opinion, has been unsatisfactory in any manner, or if the Bidder has disregarded,
habitually or otherwise, its obligations to subcontractors, suppliers, or employees.
8. The city will maintain all records of this RFQ-P selection process as required by state and
local law and make them available if and as requested.
9. The City of West Haven will withhold a five percent (5%) retainage fee from the
contracted amount until work is completed, and all necessary documents have been
submitted to the City of West Haven for the project closeout.