Property Management Services for City Center

Request for Proposals
Property Management Services for City Center
City of Oshkosh, Wisconsin
RFP Release Date: June 11, 2026
Proposal Due Date: June 29, 2026
Proposal Due Time: 4:00 P.M. Central Time
Notice and Instructions for Proposal Submittals
The City of Oshkosh is soliciting sealed proposals to provide professional property management
services for City Center, a prominent multi-tenant commercial property located in downtown
Oshkosh, Wisconsin.
One high-resolution electronic copy in PDF format must be emailed to:
Srutkowski@oshkoshwi.gov
no later than 4:00 P.M. Central Time on June 29, 2026.
* Files over 10 MB may be submitted via an electronic transfer link upon request.
* Please title the email: "2026 Property Management Services for City Center"
Questions regarding this RFP shall be directed to:
Sara Rutkowski, Community Development Director
Srutkowski@oshkoshwi.gov
Late proposals may be rejected. The City reserves the right to reject any or all proposals, waive
informalities, request clarifications, and accept the proposal deemed to be in the best interest of
the City.
1. Summary - The City of Oshkosh seeks proposals to provide comprehensive management
services for City Center. The selected party will be expected to deliver professional,
responsive, and proactive management of a large, mixed-use, multi-tenant commercial
property in a manner that protects the City's asset, supports tenant relationships,
maintains a safe and attractive environment, and promotes efficient day-to-day
operations.
a. The City's goals for this procurement include:
i. Ensuring consistent and high-quality property operations
ii. Managing tenant communication and service responsiveness
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iii. Maintaining common areas, building systems, and site conditions
iv. Oversight of leases, vendors, and financial reporting
v. Establishing clear accountability, reporting standards, and performance
expectations
b. The City anticipates entering into a professional services agreement with one
qualified party to provide property management services beginning on or about
October 1, 2026.
2. Property Overview - City Center is a large downtown Oshkosh commercial property
located at 101 Commerce St and 201 Pearl Avenue Oshkosh, Wisconsin 54901. The
property is a former enclosed mall adaptively reused into Class A office and commercial
space with more than 500,000 square feet of commercial area as well as a ground-level
and ramp parking, and proximity to Main Street and the Oshkosh bus transfer station.
(citycenteroshkosh.com)
a. The City Center business directory reflects a mixed tenant base that includes,
among others, office users, a restaurant, coffeehouse, childcare provider, salon,
dental clinic, wellness/fitness users, marketing firms, and the Social Security office.
Tenant operating hours vary significantly, ranging from appointment-only users to
early-morning, daytime, evening, and weekend operations.
(citycenteroshkosh.com)
b. Building-Specific Considerations - The selected firm should be prepared to manage
a property with the following characteristics:
i. Diverse tenant needs and expectations
ii. Extended and non-uniform tenant operating hours
iii. Coordination across office, retail, restaurant, wellness, and service uses
iv. Ongoing maintenance needs associated with a large, legacy building
v. Common area presentation, cleanliness, and life-safety coordination
vi. Tenant communication across a wide range of business types
vii. Coordination with City staff, contractors, and service providers
3. Scope of Services - The selected party shall provide full-service property management for
City Center. The scope below is intended to establish minimum expectations; proposers
may recommend additional services they believe are necessary to successfully manage the
property.
a. General Property Management - The selected party shall:
i. Serve as the City's primary day-to-day property management representative
for City Center
ii. Utilize current maintenance staff and available equipment
iii. Provide an assigned property manager and identify backup personnel
iv. Maintain regular on-site presence at a frequency sufficient to meet property
needs
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v. Coordinate with City staff on operational issues, policy matters, and tenant
concerns
vi. Develop and implement management procedures, communication
protocols, and service standards
b. Lease Administration and Rent Collection - Services shall include, at minimum:
i. Maintenance of a complete lease abstract and rent roll
ii. Invoicing and collection of rent, CAM, reimbursements, and other tenant
charges, as applicable
iii. Monitoring delinquencies and providing timely follow-up and escalation
recommendations
iv. Coordination with the City regarding defaults, remedies, renewals,
expansions, and terminations
v. Monthly reporting on occupancy, receivables, arrears, and lease expirations
c. Maintenance and Repairs - Services shall include:
i. Oversight of day-to-day building maintenance and repair activities
ii. Preventive maintenance scheduling and tracking
iii. Monitoring and coordination of HVAC, plumbing, electrical, elevators, doors,
parking areas, lighting, and other building systems, as applicable
iv. Routine inspections of tenant areas (as permitted), common areas, exterior
areas, and service areas
v. Work order management and response tracking
d. Janitorial and Cleaning - Services shall include:
i. Oversight of janitorial services for common areas and other designated
areas
ii. Development or enforcement of cleaning standards and schedules
iii. Restroom, corridor, lobby, stair, entry, and common area cleanliness
monitoring
iv. Coordination for refuse, recycling, and related sanitation services
v. Quality assurance inspections and corrective follow-up with service
providers
e. Vendor Management - Services shall include:
i. Procurement, coordination, and oversight of contractors and service
vendors
ii. Review of vendor performance, invoicing, and service quality
iii. Recommendations to the City regarding contracting, renewals, and
replacement vendors
iv. Confirmation that vendors maintain required licenses, insurance, and safety
practices
v. Coordination of landscaping, snow/ice control, waste services, security-
related vendors, and specialized building trades, as applicable
f. Emergency Response - Services shall include:
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i. Development and implementation of emergency response procedures
ii. 24/7 emergency contact availability for urgent building matters
iii. Coordination of emergency repairs and incident response
iv. Communication with tenants and the City during emergencies or service
interruptions
v. Documentation of incidents, response actions, and follow-up measures
vi. Coordination with police, fire, EMS, utilities, and other agencies as needed
g. Financial Reporting and Budget Support - Services may include:
i. Monthly operating statements and management reports
ii. Tracking of revenues, expenses, accounts receivable, and budget variances
iii. Preparation of annual operating budget recommendations
iv. Cash flow monitoring and forecasting
v. Review and approval routing of vendor invoices
vi. Support for year-end reporting, audit requests, and records organization, as
requested by the City
vii. Identification of cost-control opportunities and operational efficiencies
h. Customer Service and Tenant Satisfaction - Services shall include:
i. Serving as the main point of contact for tenant service requests and
operational issues
ii. Maintaining professional and timely communication with tenants
iii. Tracking and resolving tenant complaints and service requests
iv. Conducting periodic tenant check-ins or satisfaction outreach
v. Technology platforms for work orders, tenant communication, and reporting
4. Proposal Requirements - To be considered responsive, proposals should include the
following information in the order listed below.
a. Cover Letter - Include:
i. Legal name of firm
ii. Primary office location
iii. Contact person, title, email, and phone number
iv. Statement confirming the firm's interest and availability
v. Signature of an authorized representative
b. Company Profile and Experience - Provide:
i. Company history and ownership structure
ii. Years of experience providing property management services
iii. Description of experience managing large, multi-tenant commercial and/or
mixed-use properties
iv. Experience with downtown properties, adaptive reuse properties, or public-
sector clients
v. Description of local or regional staffing capacity
vi. Identification of any subcontractors anticipated for core services
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c. Proposed Team - Provide:
i. Organizational chart for the proposed account team
ii. Names, titles, roles, and qualifications of key personnel
iii. Resumes for the proposed property manager and other key staff
iv. Description of on-site presence and supervision model
v. Identification of who will be available for after-hours emergencies
d. Relevant Project Experience, References, and Case Studies - Provide as much
information on the items below as possible:
i. At least three comparable engagements completed or currently in progress
ii. For each engagement: client name, property type, property size, service
scope, contract dates, and client contact information
iii. Short case studies describing results achieved, expense control, tenant
retention, or operational improvements
iv. At least three professional references
e. Licensing, Insurance, and Compliance - Provide:
i. Evidence of all licenses or credentials required to perform the services
proposed if required
ii. Statement regarding ability to meet City contract and insurance
requirements
iii. Disclosure of any litigation, regulatory actions, contract defaults, or
terminations within the last five years
f. Technical Approach - Provide:
i. Narrative describing your approach to managing City Center
ii. Approach to lease administration, maintenance oversight, janitorial
oversight, vendor management, emergency response, and financial
reporting
iii. Approach to tenant communication and customer service
iv. Description of technology systems used for accounting, reporting, work
orders, and document management
v. Proposed service levels and response-time standards
vi. Any recommended best practices specific to a large mixed-use property
g. Transition Plan - Provide:
i. A proposed transition and onboarding plan for the first 90 days
ii. Information needed from the City to begin services
iii. Approach to reviewing existing leases, contracts, records, and building
conditions
iv. Plan for continuity of operations during transition
v. Proposed timeline to assume full management responsibilities
h. Fee Structure / Pricing Proposal - Provide a clear, itemized pricing proposal,
including:
i. Base management fee
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ii. Any lease administration fees
iii. Markups, if any, on third-party vendor services
iv. Charges for after-hours or emergency response, if any
v. Charges for optional services
vi. Reimbursable expenses
vii. Any assumptions, exclusions, or not-to-exceed limits
i. Exceptions - Identify any requested exceptions to the RFP requirements, scope, or
standard contract terms.
5. Procurement Timeline - The City anticipates the following schedule. The City reserves the
right to modify these dates by addendum.
Milestone Date
RFP Issued June 11, 2026
Deadline for Questions June 24, 2026
Responses to Questions / Addendum Issued June 26, 2026
Proposal Due June 29, 2026 at 4:00 P.M.
Notice of Intended Award July 6, 2026
Anticipated Service Start Date October 1, 2026
6. Evaluation Criteria - Proposals will be evaluated by the City using the criteria below. The
City may, at its discretion, shortlist firms, request interviews, request best and final offers,
or seek clarifications.
Evaluation Criterion Weight
Relevant experience with comparable commercial / mixed-use 20
properties
Qualifications of proposed team and staffing approach 20
Technical approach and understanding of the property's needs 20
Price / fee structure and overall value 20
References, past performance, and demonstrated results 5
Transition plan and implementation readiness 15
Total 100
a. Additional Evaluation Considerations - The City may also consider:
i. Responsiveness and completeness of proposal
ii. Quality and clarity of reporting examples
iii. Demonstrated ability to work with public-sector clients
iv. Responsiveness standards and communication approach
v. Ability to coordinate effectively with multiple tenants and service providers
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7. Contract Term - The City anticipates awarding an initial contract term of one year, with
potential, optional renewal term(s) at the City's discretion, subject to satisfactory
performance, funding, and approval requirements.
8. Insurance and Risk Management - The selected firm will be required to maintain insurance
coverage in types and amounts acceptable to the City and to provide certificates of
insurance prior to contract execution. Minimum requirements will be set forth in the City's
contract documents.
9. City Rights, Terms and Reservations - The City reserves the right to:
a. Reject any or all proposals
b. Waive informalities and minor irregularities
c. Request additional information or clarifications
d. Conduct interviews and reference checks
e. Negotiate scope, pricing, or contract terms with one or more proposers
f. Cancel, revise, or reissue this RFP without stated cause.
g. Award a contract in whole, in part, or not at all
h. Select the proposal deemed most advantageous to the City, not necessarily the
lowest cost proposal
i. Upon selection of a consultant, the City of Oshkosh shall attempt to negotiate and
reach a final agreement. If the City, for any reason, is unable to reach a final
agreement with the selected consultant, the City then reserves the right to reject
the selected consultant and negotiate with others.
j. The City of Oshkosh is not bound to accept the proposal with the lowest cost, but
may accept the proposal that best meets the needs of the city.
10. Public Records and Confidentiality - Because this procurement is being conducted by a
public entity, proposals submitted in response to this RFP may be subject to disclosure
consistent with applicable public-records requirements. Proposers should clearly identify
any specific materials they believe are confidential or proprietary and provide the basis for
that designation. The City does not guarantee that such materials will be withheld from
disclosure. Wisconsin public records guidance describes a presumption of openness for
government records, subject to applicable exceptions.
11. Proposal Format - To facilitate review, proposals should be organized as follows
a. Cover Letter
b. Table of Contents
c. Company Profile and Experience
d. Proposed Team
e. Relevant Experience / References / Case Studies
f. Licensing and Insurance
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g. Technical Approach
h. Transition Plan
i. Pricing Proposal/Fee Schedule
j. Exceptions
k. Attachments / Supporting Materials
l. Proposals should be concise, well-organized, and sufficiently detailed to permit a
complete evaluation.
12. Questions and Addenda - All questions regarding this RFP must be submitted by email
(Srutkowski@oshkoshwi.gov) no later than the date identified in the procurement timeline.
Responses to material questions and any changes to the RFP will be issued by written
addendum. Proposers are responsible for reviewing all issued addenda prior to submitting
a proposal.
13. Desired Performance Standards - The City expects the selected firm to meet measurable
service standards. Proposers should address how they will achieve and report on the
following:
a. Timely response to tenant inquiries and work orders
b. Routine property inspections
c. Monthly financial and operations reporting
d. Vendor oversight and service quality
e. Preventive maintenance compliance
f. Emergency response readiness
g. Tenant communication and satisfaction follow-up
h. The City may finalize key performance indicators during contract negotiations.
14. Attachment List - The City may include the following attachments with the final RFP
issuance:
a. Attachment A - Sample Professional Services Agreement
b. Attachment B - Insurance requirements
c. Attachment C - Current site plan, floor plans, or suite list
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The following is a draft sample contract for General Professional Services [for
professional services other than for Design Professionals as defined by 443.20 of the
Wisconsin Statutes - architects, engineers, surveyors and interior designers].
The Draft is intended to provide a helpful starting point. You should always read
through any Agreement to make sure that it adequately and accurately addresses your
needs for a particular project and make changes as may appropriate in your particular
circumstance.
Certain areas are highlighted where additional information is required - this does not
mean that these are the only provisions you need to read or potentially make changes to.
It is simply a reminder that these areas are currently blank or require you to make
decisions about two or more potential ways to address certain issues.
If you have any questions or concerns, please reach out to your supervisor or the City
Attorney's office for assistance.

Professional Services Agreement
THIS AGREEMENT is entered into on the ____ day of ____________, 20____, by and between the
City of Oshkosh, 215 Church Avenue, Oshkosh, Wisconsin 54901 (City), and
_________________________(name), _____________________________(address) (Provider).
1. Project/Timeline. (Provide a brief description of the project and the timeline. For example,
the City solicited proposals for services for ___ to be completed no later than date. You should
also insert a date when they are expected to start the project. Ideally you would also insert at
least a general timeline and benchmarks they are expected to meet to ensure that they keep
your project moving)
2. Consideration. The City and Provider agree to the terms and conditions of this Agreement in
return for the monetary and other consideration described herein. The parties acknowledge
the receipt of the consideration and further acknowledge that the consideration given and
received is of sufficient value to induce them to enter into this Agreement.
3. Component Parts of the Parties' Agreement. For convenience, the parties agree to compile
various separate documents related to this project and incorporate them into this Agreement.
Therefore, the terms and conditions of this Agreement may be in multiple places, and consist
of the component parts described below. The component parts may or may not be physically
attached to this Agreement. Regardless of whether or not they are attached, they are
considered to be fully incorporated as a part of this Agreement. The component parts of this
Agreement are: (delete those that are not relevant to particular proposal and complete
specific information as necessary)
a. The terms of this Professional Services Agreement, including any other documents
or terms referenced and/or attached, but not including component parts identified
below.
b. City's Request for Qualifications (or Proposals) issued ______________, 20___, and
particularly the Project Description and Timeline sections therein.
2